Instructions for Oral Presenters

Deadline to submit presentation files: March 2, 2022, 11:59 p.m. CST

No presentations or revisions to presentations will be accepted after March 2.


Oral sessions will include in-person and remote presentations with panel-style Q&A.

Oral Session Timeline (full session) Oral Session Timeline (half session)
Session Introduction/virtual participants join Session Introduction/virtual participants join
4 oral presentations (10 minutes each) 6 oral presentations (10 minutes each)
Panel Q&A (15 minutes) Panel Q&A (20 minutes)
4 oral presentations (10 minutes each) Transition to next session/session closure
Panel Q&A (15 minutes)  
4 oral presentations (10 minutes each)  
Panel Q&A (15 minutes)  
Panel Q&A final discussion/session closure  
Oral Presentation Timeline
Presentation duration 10 minutes
Timing alert/warning At the 8-minute mark
Panel Q&A Reference the oral session timeline

Hardware and Software Specifications

Oral session rooms will be equipped with Windows hardware and software only. No Mac hardware or software will be used in the session rooms.

  • Hardware
    Windows laptop with Intel Core i7 2.8 GHz
    Memory: 16 GB
    Video: 1920 × 1080 (16:9)
  • Software
    Operating System: Windows 10 Professional 64-bit
    Microsoft Office 2019
    Adobe Acrobat Reader
  • Session Room LCD Projectors
    16:9 aspect ratio display

File Name and Submission Requirements

  • File name format: PresentationTime_LastName
  • Presentation time should be use 24-hour format (e.g., 0830, 1300, or 1415).
  • Accepted presentation file formats: PowerPoint, PDF
  • Accepted video and audio file formats (if used): MP3, MP4
  • Presenters should also upload any source video and audio files with their presentations (PresentationTime_LastName_video; PresentationTime_LastName_audio).

Submission link: https://app.box.com/f/5c20290ea380420d96b4c29ddc15b972

Reference these Box Instructions for more information about uploading files.

In-Person Oral Presenter Guidelines

  • In-person presenters will not use their own laptops to display slides.
  • In-person presenters will advance their presentation slides using the remote slide advancer (clicker) provided in the oral session room.
  • In-person presenters will be required to wear a lapel microphone.

Remote Oral Presenter Guidelines

  • One of the session chairs in the room will advance slides for remote presenters.
  • Remote presenters will not display their own slides.
  • Remote presenter slides and video will be displayed in the session room.

Deadline to submit presentation files: March 2, 2022, 11:59 p.m. CST

No presentations or revisions to presentations will be accepted after March 2.

Technical Suggestions for Electronic Presentations

Keep in mind that those sitting at the back of the room will have difficulty reading information that is difficult to read. For the benefit of your entire audience, please keep the following tips in mind.

  • Presentation files (PowerPoint and PDF only) should be less than 150 MB.
  • Learn more: best practices for making presentations accessible
  • Graphics should be simple, well-designed, and legible to everyone in the audience.
  • Presentations are most readable on a dark background with bright lettering. View your slides at a distance of 8–10 feet from your computer screen to ensure readability.
  • Avoid using small fonts, which will be illegible from the back of the room.
  • Break up a complex slide into a series of slides.
  • Avoid including critical information at the bottom of the slide, which is not always easily seen from the back of the room.
  • Devote each graphic to a single fact or idea. Illustrate major points, not detailed data.
  • Avoid long or complicated formulas or equations.
  • Use as few words as possible in titles, subtitles, and captions.
  • Use bold characters instead of fancy fonts.
  • When preparing graphs, avoid more than two curves on one diagram whenever possible. If three or four curves must be used, make certain they are well separated. Label each curve instead of using symbols and legends. Avoid data points unless scatter is important.
  • Colored elements add interest, attractiveness, and clarity to illustrations. Contrasting color schemes are easier to see. To find insufficient color contrast, use an Accessibility Checker. Check presentations for readability to those with color impairments by using Color Oracle.
  • An introductory and a concluding graphic can improve the focus of your talk.

PowerPoint can display pictures and text generated with the program or inserted from other sources. If the outside source is a video or sound file, the original file is not saved within the presentation. Source files must be available with the associated presentation. Presenters should also upload any source video and sound files with their presentations. When in doubt, include the file. Macintosh LZW compressed TIFF files may not display correctly with PowerPoint on a Windows laptop.

Fonts should be standard fonts such as Arial, Calibri, or Times New Roman. If nonstandard fonts must be used, they should be embedded in the PowerPoint file. We recommend a minimum font size of 24 points.

Embedded charts, graphs, and object-oriented graphic files can be difficult to work with. These file types usually are influenced by the version of the program used to create them, often making them translate strangely on a different system. We recommend that charts or graphics be inserted into presentations in a standard graphics format such as .gif, .jpg, or .bmp.

Videos and movies saved as MP4s have the best chance of success in PowerPoint. To avoid issues, convert video files to MP4 format encoded with H.264 (aka, MPEG-4 AVC).

Internet hyperlinks will not work on the presentation computers. These computers will be isolated from the internet for security purposes.

Virtual Backgrounds

Click on an image to download: