Oral Presenter Instructions

Deadline to submit presentation files: March 6, 2024, 11:59 p.m. CST
No presentations or revisions to presentations will be accepted after March 6.

  Virtual Backgrounds

Schedule

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

Oral Session Timeline (full session)

Session introduction/virtual participants join
(1st presentation begins after 5-minute session introduction)
5 minutes
4 in-person or remote presentations 10 minutes each
Panel Q&A 20 minutes
4 in-person or remote presentations 10 minutes each
Panel Q&A 20 minutes
4 in-person or remote presentations 10 minutes each
Panel Q&A 20 minutes
Session closure 5 minutes

Oral Session Timeline (half session)

Session introduction/virtual participants join
(1st presentation begins after 5-minute session introduction)
5 minutes
6 in-person or remote presentations 10 minutes each
Panel Q&A 25 minutes
Transition to next session/session closure 5 minutes

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
Video: 1920 × 1080 (16:9)

Software

Operating System: Windows 10
Microsoft Office 2019
Adobe Acrobat Reader

Session Room LCD Projectors

16:9 aspect ratio display

Presentation Submission

  • Accepted presentation file formats: PowerPoint, PDF
  • Accepted video and audio file formats (if used): MP3, MP4
  • File Name Format: PresentationTime_LastName
    • Presentation time should be in 24-hour format (e.g., 0830, 1300, or 1415).
    • If submitting an updated file, add the version number to the end of the file name (PresentationTime_LastName_v#).
    • If submitting any source video and audio files with presentations, use these file name formats: PresentationTime_LastName_video; PresentationTime_LastName_audio.
  • Submission link: https://app.box.com/f/c1c71826be284bb89cbd7e49ac810518
    • If your upload is successful, a Success! pop-up will appear on your screen. You will not receive a confirmation email.
    • The upload link to Box is the only acceptable method of presentation submission. No presentations will be accepted via email or memory devices (e.g., USB drives).
    • 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 are required to wear a lapel microphone.

Remote Oral Presenter Guidelines

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

Deadline to submit presentation files: March 6, 2024, 11:59 p.m. CST
No presentations or revisions to presentations will be accepted after March 6.

Technical Suggestions for Electronic Presentations

  • 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 against 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 graphs add interest, attractiveness, and clarity to illustrations. Contrasting color schemes are easier to see.
  • An introductory and a concluding graphic can improve the focus of your presentation.

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. Presenters must upload any source video and sound files with their presentations. (see Presentation Submission above).

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.

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

  Contact [email protected] with questions


Virtual Backgrounds

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