Presentation Guidelines

The following list describes session formats at this meeting.

Platform

GENERAL RULES

  • PowerPoint or PDF presentations are the preferred formats for the platform presentations. Prezi can be used as an alternative, but only if you access your presentation online (Prezi Desktop will not be installed). The electronic projection equipment provided in each room will include a computer equipped with Windows 7 and PowerPoint 2010. It is highly recommended if you are a Macintosh user to test your presentation on a PC to verify it converts to WINDOWS format accurately.
  • Computers in the session room will have an internet connection.

PREPARATIONS

  • Keep in mind that in your presentation, you have 20 minutes total: 15 minutes for the presentation, and 5 minutes for discussion and questions.
  • A slide presentation should include a title slide, a slide stating the question or hypothesis to be addressed, and a slide describing the overall approach you used to address the question. A “methods” slide should be included but should never include all of the details of the method unless the purpose of the talk is to describe the method. The next several slides should present the results obtained, and a final slide should give the conclusions of the study.
  • Lettering and numbering on your PowerPoint presentation must be readable from the back of the room. Text should not exceed 8 lines.
  • An effort should be made to reduce clutter on PowerPoint slides. Prepare your slides to communicate ideas, not details. If attendees want details, let them ask you in the Q&A period.
  • Graphs are best used to convey trends, comparisons, and relationships. A table in a published article is much too detailed for a slide presentation. Take the time to think through what conclusion you want to present from the table and present the least amount of material you can to communicate that idea. A graph or photograph may better communicate your data.
  • Use horizontal position (landscape) for all PowerPoint slides.
  • Pre-meeting rehearsal by presenters is a must to ensure that speakers finish within the allotted time and the take home message of the presentation is clear. Review your presentation on a different machine from which it was originally prepared to ensure the backgrounds, transitions, video clips, graphics, and linked images appear properly.
  • Please bring your presentation to the meeting on a USB Memory Device.
  • Upload your presentation before the start of your session in the respective room. You should also upload any movie or audio files that you want associated with the presentation.

AT THE MEETING

  • Be in the session room at least 15 minutes before the beginning of your session and introduce yourself to the Session Chair.
  • Stay on schedule. You are allotted 15 minutes for your presentation and 5 min for discussion. The Session Chair has been instructed to require all speakers to adhere to this limit. A general rule for the amount of slides to be presented is one per minute available presentation time.

Should circumstances prevent you from making your presentation and attending the meeting, you must notify us immediately by sending an e-mail to students.of.setac@gmail.com

Poster

POSTER LAYOUT

  • Poster orientation should be portrait, NOT landscape. Poster size should be A0 (841 mm x 1189 mm).
  • Proposed sections to be included: (Abstract), Introduction & objectives, Materials & methods, Results & Discussion, Conclusions.
  • Minimum font size for all text: 18 pt. (figure captions excluded).
  • Text and graphics must be readable from 2 meters (6 feet) away.
  • Use bullets and keep text to a minimum.
  • Use simple backgrounds; do not distract from the message. Aim for clarity and simplicity. Make an initial rough layout, keeping in mind the proportions of figures, tables, and text.
  • In the planning of your poster presentation, remember that the poster will be available for viewing and discussion for the whole duration of the meeting. The poster should be understandable without oral explanation.
  • The temptation to overload the poster with excessive text and data should be resisted. Where possible, organize tables and figures chronologically in vertical progression. Be clear and concise in all statements.
  • Avoid excessive use of organization logos/advertisements.

POSTER DISPLAY

  • All posters will be displayed for both conference days (Monday and Tuesday).
  • Your poster number is your Abstract ID. The poster number represents the number of the poster board where your poster should be placed.
  • YOU are responsible for setup and take-down of your poster. Poster setup is scheduled for Monday between 08:30 and 09:00, and poster take-down at Tuesday at 17:00.
  • All posters will be located in the poster area. Please place your poster at your indicated slot based on your poster number.
  • Provide an envelope where people can leave their business cards for requests for more information. If possible, also provide hand-outs of your poster and your own business card.
  • Be at your poster during the poster socials AND during coffee breaks to discuss your work with other students visiting your poster.

Should circumstances prevent you from making your presentation and attending the meeting, you must notify us immediately by sending an e-mail to students.of.setac@gmail.com