Information for presenters

Guidelines for Oral Sessions

The conference hall will be equipped with a computer video projector and a computer that is connected to the projector. The computers will probably be equipped with Windows XP as well as Microsoft PowerPoint 2003 (Office XP) and Adobe Acrobat Reader. PowerPoint is the preferred projection software offered at the conference. If the PowerPoint versions in your computers are newer than that used in the conference, please save your presentations in the older version for compatibility. Otherwise, you will not be guaranteed that your presentations will look exactly the way you wanted them or even work at all!

Presenters are expected to arrive at the session room at least 15 minutes before the session starts. This allows for time to put the presentations on the computer and discuss details with the session chair.

The maximum duration of the presentation should be 15 minutes and 5 minutes for questions and debate. There is NO EXCUSE for using more than your allotted time. Rehearse your presentation several times; projecting slides and doing anything else you would otherwise expect to do at the meeting. The session chairs are instructed to stricly follow to the printed schedule for the session. With parallel sessions this is critical to the overall success of the conference.

Guideline for Presentations

Show no more than 1 slide per minute of speaking time. This means approximately 13-15 slides MAXIMUM for the 15 minutes of presentation at the conference. Remember, the last 5 minutes of the presentation are for questions from the audience. It detracts from the quality of the presentation to flash numerous graphs, equations or tables on the screen in rapid sequence in an effort to squeeze a presentation into its allotted time.

Make the letters on your slides BIG ENOUGH. Suggested minimum font is 14. Put no more than 12 lines of text or 4 curves on any slide.

Avoid lengthy tabulations of numerical data and limit equations to those for which the terms can be properly defined. When you display a curve, tell the audience what they should be looking for in order to grasp the point you are trying to make. The audience will not have time to figure it out for themselves.

Use repetition in your talk to ensure the facts are understood by the audience. In addition to the body of the talk, present an introduction and a summary or conclusion. Include only information or data that can be properly explained in the allotted time. Your audience needs time to interpret the data that you present. While you are very familiar with the data displayed, the audience is not. Describe the abscissa, coordinates, units and the legend for each curve.

Repeat any questions that are posed to you. If a question requires a lengthy reply, suggest that you and the person asking the question meet after the presentation. Then take the discussion out of the meeting room.

Practical Tips

We suggest you also save (or print) your presentations into a ".pdf" format and thus you will be able to use the free Adobe Reader software to present in case nothing else would work.

USB Drives: the conference computers will be equipped with the USB 2.0 interfaces. However, some USB drives may have security or driver issues that may prevent the drives from being recognized by the conference computers. Make sure your presentation is readable on another computer than the one you copied your files from. Please scan your USB drives to REMOVE VIRUSES if there are any before you bring them to the conference.