Presenter Instructions

Instructions for Oral Presentation Preparation:

1. Guidelines for Preparation of Your Presentation

  • Please ensure that your slides are clear and readable; we recommend using at least a 20 pt font
  • Avoid color/shading combinations with poor contrast
  • Pay special attention to diagrams and graphics
  • Presentations should be either in Microsoft PowerPoint™ or Adobe PDF™ format (no Mac version’s please)
  • Windows 7, Microsoft Office 2010 or 2016
  • Save your file in the following filename format: SESSION_LASTNAME_TITLE.ppt (or) SESSION_LASTNAME_TITLE.pdf

2. Presentation Equipment for Your Use
Each room (plenary and breakout session) will have:

  • projector and screen
  • laptop computer with Windows OS (no Macs)
  • lavalier or lapel microphone
  • podium
  • laser pointer
  • installation of additional software or codec will not be possible

3. Delivering Your Presentation

There are two options:
a. We would prefer that you submit your presentation prior to Day 1 (Monday, June 19) of the conference by either:

  • emailing your file to or
  • bringing the file on a USB drive to the Ice Breaker/Registration event between 6:00 and 8:00 pm on Sunday 6/18 in the LaSells Stewart Conference Center and hand it in to staff at the registration table.

b. If you fail to deliver your presentation prior to the start of Day 1 (Monday, June 19), please deliver your presentation on a USB drive before (preferred option) or on the day of your talk (final opportunity) to the Information Desk staff in the foyer of the LaSells Stewart Conference Center.  This must be done first thing in the morning and before the start of the Plenary Session at 8:50 AM.  Staff will assist you in loading the file on the appropriate computer.

4. Duration of Presentation
Arrive at your session early, before the session starts. Introduce yourself to the moderator. Standard breakout session presentations have been allocated a time slot of 20 minutes, including questions and handovers. This means that your presentation must be at most 15 minutes long to allow for a few questions and discussion. Please do not forget that some time is needed also for walking to/from the podium, handover of the microphone, and the introduction of the next speaker by the session moderator. The session moderators have been instructed to terminate presentations at the 20-minute-mark in order to ensure that every speaker receives her/his allotted time. Remember, if you exceed your time, you not only risk missing the chance to answer questions, but you may not even be allowed to complete your presentation. We strongly suggest that you practice the timing in advance!

5. Presentation Recommendations
We offer the following recommendation to help you prepare an interesting and valuable presentation.

  • Structure your talk with an introduction, body, and conclusion. Organize your thoughts.
  • Summarize the key points in the conclusion. Why was this work significant?
  • Presentations should concentrate on the main ideas, achievements and results. Details can be addressed during the minutes reserved for questions and answers. 
  • Use visuals. Graphs, photos, etc. are valuable ways to communicate ideas.
  • Avoid reading your speech. You should be able to describe the slides from memory.
  • Engage your audience. Speak clearly and make eye contact with them.
  • Demonstrate enthusiasm. You are the expert; show your passion for this work.

Instructions for Poster Preparation:

Posters will be displayed in the foyer of the LaSells Stewart Conference Center. Your poster will be presented formally during the Monday and Tuesday evening social hours during these times, you are expected to be by your poster to discuss your work with the conference attendees.

Please plan to have your poster up no later than 4:00 pm on Monday, June 19.

Posters will be mounted on free-standing bulletin boards fitted with corkboard surfaces. Push pins will be available to affix your poster. The space available for each poster is 3ft high by 4ft wide.