PRESENTER GUIDELINES & TIPS
Electronic poster presenters
1. PRESENTATION TIME
Paper session: Conforming to the presentation time limit is critical. Each paper session is allocated 20 minutes for presentation and 10 minutes for questions and discussion. Session moderators will have timekeeping cards. All presenters using PowerPoint or the internet for their presentations should do a test-run and preview their presentation on the equipment in the presentation room in advance (e.g., before the first morning session or during lunch) to make sure there are no technical problems. We will have tech support volunteers on hand for assistance.
2. ROOM SPECIFICATIONS
3. ROOM EQUIPMENT
If you have special fonts or special software for your presentation, it may be best to bring your own laptop. We will have VGA cables so you can plug in your laptop to connect to the LCD projector. Macintosh users would also need to bring the appropriate VGA adapter for their laptops to connect.
Please send a request for any special tech needs via emal to firstname.lastname@example.org by January 15 at the latest.
(a) If your paper contains data, present it visually (e.g., PowerPoint presentation). Alternatively, you may wish to include it on any handouts you provide for audience members. You are strongly advised to make copies of your handouts in advance. In a pinch, however, there are a number of commercial copy shops (e.g., Kinko's) somewhat close to the university, as well as copy machines at the university libraries (though not of the best quality).
(b) Consider keeping any review of literature or background information to a minimum, keeping in mind that you will only have 20 minutes for presentation of your paper plus 10 minutes for audience questions and discussion. Some presenters take nearly 15 minutes giving background information, leaving only 5 minutes to get to their main points or research results. Your primary focus should be on your own work and the implications it may have for your audience.
(c) Focus on making several key points rather than the detailed and thorough analysis expected of a published paper. The idea should be to stimulate interest in your work and get some useful feedback and discussion from the audience.
(d) We strongly recommend that you time and rehearse your presentation in order to comfortably fit it into your given time limit. Keep in mind that the audience is listening to your paper. If a paper is read word-for-word from a text (i.e., one prepared for publication), it becomes difficult to follow.
(e) Finally, each paper has been accepted on the assumption that the study has been or will be completed by the time of the conference. If it turns out that your project is not at the point where at least some findings can be presented, we request that you withdraw.
2. THE DISPLAY SPACE
3. THE POSTER
(b) Posters should be printed out (not handwritten). They also often have pictures or charts summarizing data if applicable. Consider the poster board your presentation space, to be organized to your satisfaction. Some people may print a large-format, self-contained poster (many copy shops have large-format printers for this purpose). Take a look at an example poster [here]. Some people print out each major section of their study on a separate piece of paper, along with additional elements, across the poster board to form their poster.
(c) The most well-received posters are clear, concise, and visually uncluttered. You might model your text on PowerPoint slide formats. (NOTE: You can also use Microsoft PowerPoint to create a large poster.)
(d) A note on image quality: printing in larger formats will decrease the quality of an image. For best results, please keep the size of your poster in mind: the larger the poster, the higher the resolution your images (and text) should be.
(e) You may want to bring along handouts to distribute during the official poster viewing session. You are strongly advised to make copies of your handouts in advance. In a pinch, however, there are a number of commercial copy shops (e.g., Kinko's) somewhat close to the university, as well as copy machines at the university libraries (though not of the best quality).
The electronic poster session will be held during the lunch break on Saturday, March 1, between 11:30AM and 1:00 PM (concurrent with lunch). It will be held in the Koi Room on the ground floor of Imin Center. The schedule for the electronic session is as follows:
2. DISPLAY SPACE / EQUIPMENT
(a) Presenters will need to supply their own laptops (and other necessary equipment).
(b) Twenty rectangular conference tables--each with 3 chairs--will be available to presenters. Most presenters will be able to set up at their own table though a couple may have to share a table.
(c) Guests are free to browse presentations, and some may choose to sit in the chairs provided.
(d) Unfortunately, because of safety concerns (tripping over cables, etc), we cannot provide power for laptops; please charge laptop batteries in full prior to the e-poster session and practice your demo ahead of time on battery power to verify that your computer can hold a 55-minute charge during high usage or whether you should consider investing in an external power pack or extra batteries.
(e) Wireless Internet access will be provided; however, due to the unpredictable nature of the Internet, presenters demo-ing websites are strongly encouraged to download the sites to their local hard drives. Also, make sure you figure out how to connect to the wifi and operate all software/equipment ahead of time; the session will finish strictly on time.
3. PRESENTATION FORMAT
Presentation format is left open to presenters; they will range from software demos to static documents, slideshows, and multimedia displays. Handouts and promotional materials may also be made available to guests. Audio is permitted in presentations; however, if your presentation is noisy, please be mindful of neighboring presenters, and consider bringing headphones for guests to use.