Presenter Guidelines

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Thank you for participating as a presenter at the upcoming joint meeting of the American Ornithological Society to be held 24–28 June 2019 at the Egan Center in Anchorage, Alaska. Below is important information to ensure your success as a presenter.

For full presentation schedules, please see the meeting app or meeting program.

ORAL PRESENTATIONS – GENERAL INFORMATION

Audio-visual equipment
All rooms will be equipped with a laptop computer, LCD projector, screen, and wireless advancer/laser pointer. Additionally, there will be a podium and a podium microphone in larger rooms. You will NOT be able to use a personal laptop or a flash/jump drive in the meeting rooms. All presentations must be run from the conference laptop provided at the podium.

Formatting of PowerPoint presentation

Please submit your presentations in 16×9 format. If you are creating a presentation on a Mac please save and send as a PowerPoint. Keynote presentations are not compatible with onsite computers. If you have embedded videos, we recommend you also provide the video file, in case it does not properly convey. Any videos should be imbedded in the presentation and not simply a link.

Presentation submission and the Presenter Room
Presenters will receive an email with instructions on uploading their presentation before the conference. We encourage presenters to upload their presentations prior to onsite arrival if possible.

The ‘Presenter Room’ will be in the O’Malley Room in Summit Hall, lower level of the Egan Center. Presenters can visit the Presenter Room to upload their presentations on site and/or preview and edit presentations. All speakers (for oral presentations) must check in to the Presenter Room (O’Malley) at least 1 day prior to their talk (or by 7:30am on Wednesday if your talk is on Wednesday; the first day of the conference). In addition to uploading your presentation and letting us know you arrived, we ask that you test your presentation on site in the Presenter Room to make sure everything is working. Presentations will be uploaded in the ‘Presenter Room’ but we ask that you bring your presentation on a USB drive to your talk as a backup in case there are network problems. It is your responsibility as the presenter to have a backup of your talk if the network goes down for any reason.

Arriving at your session
You should arrive for your scheduled presentation during the break prior to the start of the first talk in your session to meet the Session Chair and check in with the A/V volunteer. 

ORAL (NON-LIGHTNING) PRESENTATION GUIDELINES

(these guidelines apply to 15-min general session and symposium oral presentations)

Timing: For each talk, plan for ~1 min for the introduction and transitioning, 12 min for the presentation, and 2 min for questions.

Images within PPT presentations: For on-screen presentations, JPEG-type images work well. This type of image file can be created with virtually all imaging programs. Large/slow presentations can be avoided by using a graphics program to convert the image and inserting images by a specific method:

  • Change the size of the image to approximately 800 x 600 pixels
  • Save as ”JPEG” or “JPG” file type
  • Select compression setting of 8 (high quality image)
  • Insert all images into PowerPoint as JPEG files.

If you copy the images to the clipboard and then Edit/Paste them into PowerPoint, the images will not be compressed and the PowerPoint file can become very large. To avoid this, insert them directly into PowerPoint (Insert/Picture/from File).

Videos: If you are using videos, please try to keep size less than 20 MB. The recommended video format for Windows-based presentations is Windows Media (.wmv).

Special symbols and fonts: If you use any special symbols or fonts in your presentation that might not be available on other systems, please do the following when saving the presentation from your computer (instructions for Microsoft PowerPoint):

  • Go to File/Options menu and select ‘Save’ from the menu.
  • Check the box labeled ‘Embed fonts in the file.’

How to make a great presentation. An effective slide contains few words and avoids highly complex figures and tables. Use large font sizes and illustrations to maximum effectiveness. Avoid red/green text or graph colors (for color-blind folks in the audience). Your allotted time is brief so be very careful about selecting a limited number of high-quality slides to convey the rationale for your study, along with its objective(s), hypotheses (predictions), methods, results, and key take-home messages. You should practice your presentation before giving the actual talk; practice enough times to ensure that your talk flows well and stays within the time limit. Make sure to speak slowly and clearly.

LIGHTNING TALK GUIDELINES

All 5-min lightning presentations must be created in Microsoft’s PowerPoint program or be converted to PDF format and must have automatically (pre-timed) advancing slides so that your slides advance without having to click the mouse. You can spend as much time as you like on any individual slide, and have any number of slides, but they must advance automatically. In other words, after your presentation has begun, you shouldn’t need to touch the computer or slide advancer again at all. In PowerPoint, use Transitions, Advance Slide to advance each slide after a pre-set amount of time, rather than on mouse clicks. Your presentation must FINISH at 4 min and 40 sec. This will allow 20 sec for transitioning to the next individual’s presentation. All 5-min lightning talks for the session will then be presented and the session will end with a question period in which audience members can ask questions of any of the presenters in the lightning session.

POSTER GUIDELINES

Schedule: Your poster will be scheduled for either Wednesday’s or Thursday’s evening poster session. These sessions will take place from 7:30-9:30 pm (Wed) and 7:00-9:00 pm (Thurs) in the La Perouse Room located in Explorers Hall on the main floor of the Egan Center. Due to the large number of posters being presented, we will only be able to have half of the paper posters displayed at one time. After we have determined the final schedule for individual posters, we will notify you of the date of your poster session (and time slot, for ePoster presenters), and we will provide detailed instructions for setting up and taking down your poster.

Dimensions: Posters need to be no larger than 36” tall and 46.5” wide to fit on the available poster boards. We will provide mounting supplies (Velcro and pushpins).

Tips: A well-designed poster is critical for effectively communicating ideas, and we encourage all presenters to seek guidance in the preparation of their posters. Although there are many resources available, a website we find useful is http://www.ncsu.edu/project/posters/. Please use effective font sizes – main text should never be <24pt font and headings should be >36pt font.

ePosters

We are excited to bring ePosters back for AOS 2019. ePosters have all the advantages of a paper poster while being completely digital and flexible. Displayed on a 50” LCD screen, ePosters give attendees the opportunity to view posters in detail in an electronic format that is intended to be interactive and promote more in-depth discussion between the authors and attendees. ePoster presentations are particularly useful for presenters who wish to highlight compelling visual features such as images and videos that would not be as useful in the traditional poster format. All ePosters will be displayed on large television monitors and can be interactive.

As a poster presenter, you can contact us and request to present an ePoster version only or to present an ePoster in addition to your paper poster. All poster presenters (regardless of whether they present an ePoster or not) will be given the option of loading a digital version of their poster onto the kiosks, which will available Wednesday through Friday, accessible to all attendees at any time throughout the conference as well as online during and after the conference. Attendees will be able to search for and view your poster at their convenience, zoom in on items, and contact you directly from the kiosks. We encourage you to take advantage of this extra opportunity to have your poster accessible to other attendees.

During each poster session, we will have ePoster presentations as well as the traditional paper presentations. As an ePoster presenter, you will have 20–30 min to stand in front of your ePoster at a kiosk to answer questions and interact with attendees. The time allotted to each presenter will depend upon how many presenters sign up. You will be notified of your time slot after we have determined the final schedule.

Those who request to present an ePoster during a poster session or to have their poster available on the kiosk throughout the conference will be sent detailed instructions on how to upload and manage their ePosters.

Benefits of presenting an ePoster include:

  • The ability to include interactive elements
  • Potential for rotating images and video
  • Potential for audio elements
  • Ability to zoom into specific aspects of the poster while interacting with attendees
  • Flexible and dynamic design
  • No printing costs (if you choose to present ONLY an ePoster – Go Green!)
  • No hassle/cost to transport your poster (if you choose to present ONLY an ePoster)
  • Your poster is easily accessible to attendees, even times when the traditional posters are not available

Be a part of the future: many scientific conferences are transitioning into ePosters vs. traditional paper posters.

Contact Information: For questions regarding your poster/ePoster, please contact the Scientific Program Committee: meeting@americanornithology.org.