Speaker guidelines

Audio/visual & equipment available

All oral session meeting rooms are equipped with the following audiovisual equipment:

• LCD projector
• Computer (Windows-based laptop)
• Screen
• Laser pointer

Technical information

• Microsoft PowerPoint is the recommended format for slides.
• Bring a copy of your presentation on a USB drive.
• We advise against relying on an internet connection for any critical aspects of a presentation.
• We recommend you bring at least two copies of your presentation to the meeting.

Macintosh users:  Microsoft PowerPoint 2011 or earlier, Acrobat PDF X. When choosing fonts for your presentation, notice that the first item on the Font menu is Font Collections. In the Font Collections, please use the fonts you find on the Windows Office Compatible sub-menu and you’ll have no trouble with PowerPoint 2013 for Windows.

Speaker logistics & speaker ready room

• The exact date, time, and location of your session can be found in the Whova app agenda. Please check here to confirm the date and time of your session
• Please bring your presentation on a THUMB DRIVE.
• Go to your assigned room at least 10 minutes before the session start time. The session moderator and AV support will assist you in uploading you presentation to the laptop before the session begins.
• You have 12 minutes for your presentation and 3 minutes for Q&A (unless otherwise discussed with conference organizers or symposia organizer).
• The role of the Session Moderator is to keep everyone on time. Talks must begin and end according the schedule so participants can move from room to room based on the published agenda. Kindly wrap up your presentation when the session moderator indicates to do so.

There will be a Speaker Ready Room in the du Bois Center’s Ballroom A (room adjacent to the primary ballroom). The Speaker Ready Room is provided so that AV staff can assist you if needed or you can make final revisions. When reviewing your presentation, make sure all fonts appear as expected and all audio/video clips are working properly. You may edit your presentation at this time.

When the presentation is to be given, the file will be loaded on the computer in the room in which you will be speaking. Once the presentation has started, the speaker will control the program using a computer mouse. At the end of the meeting, all files will be destroyed.

Virtual speaker instructions

Before Your Session

• Send a backup copy of your presentation file to your session moderator in advance. This will allow them to share it on your behalf if any technical issues occur.
• Join the Zoom meeting at least 10 minutes before your session starts. This gives moderators time to add you as a co-host and confirm that screen-sharing is working, and time for your moderator to assist in-person speakers.

During Your Session

• You will be added as a co-host by your moderator, which will give you screen sharing privileges and control of your presentation.
• Please be mindful of the time: 12 minutes for your talk + 3 minutes for Q&A.
• Moderators will monitor the chat and Q&A to support you and help manage timing.

After Your Session

• When your presentation is finished, you may remain in the session to watch other talks or quietly exit by clicking Leave Meeting.
• Please remember that moderators will keep the Zoom meeting running for the full day—do not attempt to end the meeting.

Tips for a Smooth Experience

• Test your audio, video, and screen-sharing functions before your session.
• Find a quiet, well-lit space with a stable internet connection.
• Mute yourself when not speaking.

Presentation suggestions

• Be considerate of other speakers and the audience by staying within your allotted time. Contributed session speakers have 15 minutes for their presentations, including questions, so conference organizers suggest 12 minutes for your talk and 3 minutes for questions. Session moderators will hold you to the allotted time. This is essential to ensure adequate time for questions and discussion as well as adherence to the schedule.
• Please discuss the material reported in the abstract.
• Give an opening statement to acquaint the audience with the nature and purpose of the study. Speak slowly and clearly. Word choice should be simple: use active words and short sentences. An introductory and a concluding graphic can greatly improve the focus of your talk.
• As a general rule, use one graphic for each 1 or 2 minutes of presentation time.
• Presentations are most readable on a dark background (blue, for example) and bright lettering (yellow or white). Avoid using small fonts that will be illegible from the back of the room, and break up a complex slide into a series of slides.
• Devote each graphic to a single fact, idea, or finding. Illustrate major points or trends, not detailed data.
• Avoid long or complicated formulas or equations. Each graphic should remain on the screen for at least 20 seconds.
• Use the minimum number of words possible in titles, subtitles, and captions.
• Standard abbreviations are acceptable.