Oral and Poster Presentation Standards
Dropbox link to submit presentations: https://www.dropbox.com/request/GKZ2GfBwIw4iFYhWnjMh
ORAL PRESENTATION INSTRUCTIONS
Time limit: Contributed (including Student Competition) and Symposium Oral Presentations will be 15 minutes in total duration. It is highly recommended that presenters use 12 minutes for the presentation and allow 3 minutes for questions and transition.
Operating system and presentation software: The conference audiovisual system uses Windows based computers and Microsoft PowerPoint. Please save your file in .pptx format. Mac users should verify that their presentations work well in a Windows environment. If using PowerPoint for Mac, force a file extension by naming your file 'filename.pptx'. If using Keynote on a Mac export it to PowerPoint (File>Export>PowerPoint). If you are concerned about compatibility issues, consider saving your presentation as a PDF and presenting the PDF in full screen mode. For static files (no animations or media) this works well and removes any issues with graphics or fonts.
Multimedia presentations: Anyone using video or sound clips should make sure in advance that they will operate seamlessly with the presentation equipment provided – no extra time will be allowed for compatibility issues.
Aspect ratio: Use the widescreen 16:9 slide format. You can use 4:3 but when projected on a widescreen your presentation may appear reduced in size.
File Name: Name your file as Day_Time_YourLastName. For example, Thursday_1430_Horst.pptx.
File Submission: We use a Dropbox folder to gather all oral presentation PowerPoint/PDF files. To ensure that sessions run smoothly and on time, all presentations must by uploaded by 5:00 pm the day prior to the presentation. Presentation files will not be accepted the day of the presentation. Failure to submit your presentation file in a timely manner may result in a cancelled or rescheduled presentation. Submit your presentation at https://www.dropbox.com/request/GKZ2GfBwIw4iFYhWnjMh.
Preview your presentation: A laptop will be available at registration should you wish to preview your presentation on a PC.
- Use standard TrueType fonts like Calibri, Arial, Tahoma, Georgia, Verdana, Times New Roman, or Courier New. If you use other fonts they may not embed properly or the destination system may substitute a non-suitable font. a. On a PC, make sure to embed fonts in the file. Save the file using “Save As” and go into the tool “Save Options.” You will see a choice to “Embed Fonts.” If given the option it is best to embed all characters, not just those used in the file. You can also go into the Options menu and change this setting. [Note: you cannot embed fonts in PowerPoint on a Mac]
- Avoid placing your text too close to the edge of the text box or a graphic element. Fonts may be rendered differently on other systems and this avoids any overlap or hidden text.
- When creating a PowerPoint file, first make a folder and place all files you will need (images, video, etc.) in this folder. If you are using images from the web, use the “save image as” option to save it as a file in the folder. Do not drag and drop (or copy and paste) graphics into the PowerPoint file. Instead, use the insert menu to place graphics that have been saved onto your computer into your presentation. Doing this will ensure that the program embeds the files as opposed to linking to them. For example, if you make a graph in Excel, save that as an image file before placing in PowerPoint. If you are using the equation editor or any complex symbols, it is similarly recommended that you capture and save these elements as graphics and insert the graphics files.
- Limit the number of animations you have in the file and keep them simple. Animations available on one platform may not be available on another.
- Avoid editing your file on multiple computers. This is especially true if switching back and forth between a Mac and a PC.
Slides should consist of short headings and main points with relevant graphics. Do not overcrowd information on slides. Use large fonts that will project clearly and be readable by people in the rear of a large room of up to 400 people. Avoid complex tables and graphics. If you have to tell the audience, “you can’t read this,” then please do not include it. For example, a phylogenetic tree can be simplified to show only the major branch points not every branch on a complex tree.
There are many good resources available on giving effective oral presentations. We encourage presenters to seek guidance and feedback on the preparation of their presentation. Some excellent resources include:
POSTER PRESENTATION INSTRUCTIONS
Your posters should be no more than 122 cm (48") wide and 92 cm (36") tall. Please use font size greater than 24 pt in the main text. Headings should be greater than 36 pt font. There may be a small space available on the boards if you want to hang a folder for abstracts, handouts, etc. Materials to mount the posters will be provided. Poster space assignments will be available online once the program is announced, as well as at conference check-in.
For COVID safety, we will reduce crowding by having presenters attend their posters in two shifts. EVEN POSTER NUMBERS should attend their poster for the first hour of the poster session and ODD POSTER NUMBERS should attend their poster for the second hour. Poster numbers are indicated in the conference program https://www.ibrc.org/program/.
Note that we will have two poster sessions. The first poster session will be Monday evening for contributed poster presentations. Presenters in this group should mount their posters starting at noon on Monday. All Monday posters must be removed at the end of the day.
The Student poster session will be Tuesday as part of the Student Spotlight day. Students should mount their posters early on Tuesday, starting at noon. All Tuesday posters must be removed by the end of the day.
A well-designed poster is critical for effective communication and to generate interest in your work. A poster is not a paper in large format – the focus should be on having a strong narrative communicated with clear points of emphasis, simple and effective visuals to present key points and minimal text. We encourage all participants to seek guidance and feedback in the preparation of their poster. There are many resources available, including: