Guidelines for Presentations
Guidelines for All Oral Presentations
- All speakers should plan on arriving at the room in which their talks are scheduled 15-20 minutes before the start of the session. A student A/V volunteer will be present to help load everyone’s presentations on the laptop in the room before the session begins.
- Speakers for Contributed Oral Presentations are allowed 15 minutes for presentations.
- A 5 minute period between talks allows for questions, discussion, and introduction of the next speaker. This 5 minute period belongs to the audience, not to the speaker, and is managed by the session presider. Time limits will be strictly enforced by session presiders.
- Speaker-ready rooms are available in order to test out your presentation on our laptops and projectors. Please sign up for a slot in a speaker-ready room at the Information Desk near Registration.
Important Information Concerning All Oral Presentations:
- Microsoft PowerPoint and Adobe Acrobat Reader 6.0 are the only acceptable audiovisual formats for electronic presentation for oral papers.
- Each meeting room will be equipped with a dedicated LCD projector and PC laptop configured with DVD/CDRW combo roms, 3 USB ports and will be running Windows XP Pro with MS Office XP Suite and Adobe Acrobat 6.0. It is your responsibility to make sure that your presentation will run under this system. Newer versions of PowerPoint files may not work – save your files in a format compatible with MS Office 2000 for Windows 2000, or with Adobe Acrobat Reader 8 or 9!
- Corel presentations are NOT supported. Embedded animation or graphics are NOT supported. MAC format is NOT supported.
- Please do NOT bring your own laptop for your presentation. If you created your presentation on a MAC and confirmed that your presentation does NOT work in one of the speaker-ready rooms available at the Annual Meeting, you may connect your MAC to the LCD projector IF you bring your own VGA dongle. ESA will not provide these adapters.
- All presenters will be expected to contact their session presider or projectionist at least 20 minutes in advance of the start of their session to pre-load their presentations onto the dedicated laptop.
- Acceptable media: CDs, Flash drives. You will need to ensure that these are compatible with our laptops – which will have CD readers and USB 2 ports.
Guidelines for All Poster Presentations
- Posters should be hung as early as possible on the day during which the author’s presentation is scheduled. Even thought the exhibit hall does not open until 11:30 AM Monday – Thursday, presenters will be able to enter in order to hang posters as early as 8:00 AM.
- Poster sessions are Monday – Thursday from 5:00-6:30 PM, and Friday from 8:30-10:30 AM. Presenting authors are required to be present for this scheduled 1.5 or 2 hour period when their poster is being displayed.
- Please remove your poster after 6:30 PM on the day of your poster session. All posters left in the exhibit hall after 6:30 PM will be thrown away.
- Posters must be hung on their assigned boards. Boards are numbered from 1-200, and the assigned board number for each poster is listed after the session number in the program. For example, PS 43-165 should be placed on board #165; PS 2-17 should be placed on board #17.
- Poster boards are approximately 2.4 m wide x 1.2 m tall (8 ft wide x 4 feet tall) and there will be 1 poster per poster board. A poster does not have to take up the maximum amount of space provided. Since these dimensions are not precise, presenters should design posters to be at least 5 cm (2 inches) smaller on each margin. Pushpins will be supplied, and are the only method for attaching the poster to the board.
- Poster presenters may not use audio-visual equipment but are welcome to bring along handouts associated with their presentation.