EQIPMENT INFORMATION / AVAILABILITY AND HELPFUL HINTS
/ GUIDELINES FOR FIRST TIME PRESENTERS
* 1) PC (Microsoft Windows XP and MS Office 2003)
* 2) projector, and
* 3) overhead projector
You may present using your notebook. Alternatively, you may bring your presentation on CD media or on a USB stick and use our PC.
ORAL SESSION INSTRUCTIONS
Presentation time available for invited papers is 45 minutes, including discussion.
Contributed papers have 20 minutes total time. We recommend that your slide presentation takes about 15 minutes, leaving 5 minutes for speaker introduction and questions from the audience. To achieve optimum timing, please organize your slides or viewgraphs around the points you intend to make, using no more than about one slide per minute. A reasonable strategy is to allocate about 2 minutes per slide when there are equations or important key points to make, and one minute per slide when the content is less complex. Slides attract and hold attention, and reinforce what you say - provided you keep them simple and easy to read. Please plan on covering at most 6 points per slide in 6 to 12 spoken sentences and no more than two spoken minutes. Make sure each of your key points is easy to explain with the slide material.
Do not read directly from the slide during your presentation. You should not need to prepare a written speech, although it is often a good idea to prepare the opening and closing sentences in advance. It is very important that you rehearse your presentation in front of an audience. (Note: replacement presenters must contact the Session Chair in advance of the presenter's session.)
Oral presentation format
The presentation should be done in one of two ways:
* 1) PC with a projector, or
* 2) overhead projector with transparencies.
If you will be using an electronic presentation, only PowerPoint and PDF formats will be accepted.
A separate speaker preparation will be available 30 minutes before the session for which your presentation is scheduled, where you will be able to test your presentation with the same configuration as in the presentation rooms.
If you need any other special audio or visual equipment, please contact us by sending an e-mail to: firstname.lastname@example.org. All such requests must be received before May 31, 2007. Failure to make prior arrangements may mean that the equipment will not be available to you.
Some of the lecture presentations will be given in large lecture halls. We recommend that you prepare your slides according to the following guidelines to ensure that the entire audience will be able to see your presentation.
The contents of transparencies (viewgraphs) should fit within a rectangle 19 cm by 23 cm.
Lettering: a minimum font (type) size of 24 points (capital letters at least 6 mm high) should be used, set in a "Sans Serif" font (for example "Helvetica", “Arial”, or so).
Spacing: a minimum of 5 mm of blank space should be left between lines; more is preferable. Leave as much "white space" as possible to make the lines easily readable. Following these guidelines, you will easily be able to put as much information on the viewgraph as your audience can absorb in one minute. Remember, you can expand upon some points in your lecture presentation; the viewgraphs need not contain every minor piece of information. It is more important that they be easily readable by the audience.
STUDENT PAPERS GUIDELINES (submitted for the Student Paper Competition)
Student paper presentations must be prepared according to oral session instructions.
The lead student author must present the paper at the Student Paper Competition Sessions at the Conference. The paper will be judged, along with others in the sessions, based on written technical content (70%) and on presentation effectiveness (30%). The Competition Judges will select one Outstanding Undergraduate Student Paper and one Outstanding Graduate Student Paper. A special certificate will be awarded to student authors of the winning papers; and prizes (to be announced) will be awarded to the Lead Student Author of the winning papers.
POSTER SESSION INSTRUCTIONS
Posters: 2 days on display + 10 minutes optional presentation without discussion (as desired) within designated Poster Sessions. Discussions (optional) are delayed until the end of the session.
Instructions for authors
If a poster session is new to you, please study these guidelines carefully so as to prepare your presentation and materials to take maximum advantage of the potential benefits of the poster sessions. In particular, please note that poster sessions differ in these important ways from oral sessions:
* Visual materials must be limited to those that can be displayed on a hard board and read at a distance of 1.5 meters or so.
* Papers should be discussed, rather than simply read.
* Poster displays frequently require more planning and preparation and can have more complex figures.
It is also recommended that you have a handout of your full paper and a supply of business cards available.
The size of the poster board is 100 cm (width) x 200 cm (height) which can accommodate the standard size DIN/ISO A0: 84.1 cm (width) x 118.9 cm (height); the orientation is portrait.
Focus on the introduction, methods, results and discussion, summary, and references. Make a small-scale sketch of your poster to ascertain if all the points you want to stress as well as headlines, text, figures and tables, photos, etc., will fit into the dimensions allowed. The poster should start in the upper left hand corner and flow generally from left to right and from top to bottom. The title, author name(s) and affiliation must be at the top of the poster. If necessary, use letters, numbers, or arrows to indicate proper flow to the audience.
Do not crowd too much information into the presentation; concentrate on two or three main points. Highlight trends and comparisons with simplified graphics and diagrams. Use text cautiously. Often it is better to use outlines and bullets than paragraphs. Avoid overwhelming the audience with too many numbers, words, or complicated graphs. Make certain your message is clear and simple because people will study your poster while you are away,.
All lettering must be easily read from a distance of 1.5 meters. Use a bold or semi bold typeface for headings and labels. Lettering for subheads and figure captions should be larger than that of the main text but smaller than the main heading. Text in upper- and lower-case letters is more readable than all capitals, but capitals for headings and labels are acceptable. The title should have letters that are at least 2.5 cm high, with author’s names and institutions at least 2 cm high. All other type should be a minimum of 1.5 cm high. Use sans serif type such as Arial or Lucida Sans for text. It is much easier to read than serif type such as Courier.
proper mounting items (e.g. double-sided tape) will be provided at the site.
DO use large, easy-to-read sans-serif letters.
DO include clear figures and tables.
DO NOT paste-up typed pages from a paper.
DO NOT clutter the poster with details. Posters should be understandable - even in the absence of the author(s)!
Remember that a Poster Session is more like an informal discussion. The discussion may begin with a question from an interested person. You may initiate a discussion by pointing out the particular figure that depicts the essential conclusions of your paper and allow questions and answers to flow from that point. Keep it conversational; do not lecture.