We have compiled all necessary information here below to help you prepare and deliver a successful presentation in Phoenix.
For in-person presenters:
The time available for each Symposium is 75 minutes sharp. One of the main responsibilities of the presenters is to properly prepare for their presentation, which includes ensuring that the presentation does not exceed the allocated time of 18 minutes.
Following the three oral presentations, a Discussant will provide a brief overview of the main issues. However, the Discussant should keep in mind that they are not giving a new presentation. After the overview, the Discussant will then moderate a 15-minute general discussion of the topic between presenters and attendants.
The time available for each Debate Symposium is 75 minutes sharp. One of the main responsibilities of the presenters is to properly prepare for their presentation, which includes ensuring that their presentations do not exceed the allocated time.
Within this timeframe, there will be a 20-minutes presentation by 2 presenters (presenter 1: ‘pro’ talk for 10 minutes; presenter 2: ‘con’ talk for 10 minutes), followed by a 35-minutes debate.
Please prepare your presentation for 10 minutes. You will have 2 minutes discussion time (each presentation has a 12 minute time-slot). Please respect this when planning your presentation to help us keep the time schedule.
Posters should not measure more than 90cm wide x 90cm high, and should be constructed from lightweight material (heavy posters will not affix to the boards). Presenters will be provided with materials to attach their posters.
Presenting authors are required to attend their posters during the appropriate poster session. Double-sided tape will be provided to stick posters to each poster board. Each poster will be allocated a poster board that corresponds to the abstract submission ID. Posters should be mounted and removed by the presenters themselves at the following times:
Poster Session 1
Mounted between 07:00 and 08:00 hours and removed between 16:35 and 18:00 hours.
Poster Session 1 presenters should stand by their poster to discuss the content with delegates from 10:50 to 12:05 hours on Thursday, May 19.
Poster Session 2
Mounted between 07:00 and 08:00 hours and removed between 16:35 and 18:00 hours.
Poster Session 2 presenters should stand by their poster to discuss the content with delegates from 10:50 to 12:05 hours on Friday, May 20.
Poster Session 3
Mounted between 07:00 and 08:00 hours and removed between 13:00 and 13:30 hours.
Poster Session 3 presenters should stand by their poster to discuss the content with delegates from 11:20 to 12:20 hours on Saturday, May 21.
Any posters left on the boards at the end of each session will be removed by the organizers and can be picked up at the Registration Desk. Posters not collected by the end of the Meeting will be recycled.
KEY POINTS
Presenters should visit the Speakers’ Ready Room, at least two hours prior to the start of their session, to upload their presentation to the network and to organize their materials.
For sessions that commence at 0830 hours, presenters are requested to upload their presentation the day before wherever possible. Technicians will be on hand in this area should presenters have any questions or require assistance.
Opening hours will be as follows
- Wednesday, May 18: 14:00 hours – 17:00 hours
- Thursday, May 19: 07:00 hours – 17:00 hours
- Friday, May 20: 07:00 hours – 17:00 hours
- Saturday, May 21: 07:00 hours – 12:00 hours
How to name your file
Files must be provided in a USB memory stick. Please follow the file name convention: “ISBNPA2019_Date__PresentationTime__Room__FirstName__Surname.ppt”
E.g. ISBNPA2019_5June_1205_ClubA_John_Smith.ppt
Slide aspect ratio
PowerPoint presentations will be projected on screens format with the aspect ratio of 16:9.
For Movies and Video Clips
The preferred format is Windows Media Video (WMV). While some conversion may be necessary, we can also accept movies created as MP4 (ideally MPEG4 or H.264).
Please remember to compress your videos no matter which format you prefer. By doing so, your movie will transfer and load faster during your presentation with minimal loss in video quality. If you plan to play a DVD as part of your presentation, please notify a technician in the Speakers’ Ready Room so arrangements can be made for assistance in your meeting room.
Special Fonts
The only supported fonts are those included with MS Office 2013. If you need a specialized font, it should be embedded into your PowerPoint presentation.
What File Types Can I Upload?
We currently support all versions of PowerPoint through from MS Office 2013 and higher. If your PowerPoint presentation is from a version prior to Office 2013, the system will be able to open and read the file.
Prezi
If your presentation is in Prezi, please provide the Portable Prezi version of your Presentation. Click on the link below as reference and for instructions: https://prezi.com/support/article/sharing/download-a-portable-prezi/
Keynote
Currently, we do not support Keynote files. Please convert your keynote presentation to either PowerPoint format, PDF or Quicktime video format.
Pictures
If you use a version of PowerPoint prior to 2008, please be sure embedded pictures are not in TIFF format. These images will not show up in PowerPoint. With PowerPoint 2008 for Mac or newer, any inserted image will be compatible. To ensure there are no picture problems, please check your presentation in the Speakers’ Ready Room.
Apple MOV files
PowerPoint 2010 or higher supports playback of MOVs. The best compatibility for MOV playback is to use MPEG4 or H.264 as your codec. If you are using an earlier version of PowerPoint (older than 2010) please export MOV files to Windows Media WMV with Quicktime 7 Pro. If you cannot convert the files or have a considerable number of MOV files, please bring all video files separate to your presentation. When onsite, please check in with the Speakers’ Ready Room no less than 24hr before your presentation.
If you have a colleague planning to join a live symposium virtually:
You must have notified the organizers by April 25th and you must provide your presentation recording by May 5th.
Please ensure you record your presentation. No virtual (live) presentations.
Virtual speakers will not be able to hear or see the session. Also the audience will not be able to see or hear the virtual speaker.
Your colleague can use Zoom to help you participate in the Q&A by having an extra laptop (the session chair is responsible to provide the Zoom account and laptop).
The session chairs will need to repeat questions to virtual speakers and repeat the answer to the in-person audience into the microphone, so the audio recording picks it up. (except room 151)
The Session Chair’s main responsibility during the session is to manage the session with the following goals:
1. To open the session with a very brief welcome indicating the session name.
In addition to opening the session, the Session Chair is responsible for introducing each presenter (maximum 30 seconds). The presenter introductions are to be limited to the name of the presenter and their respective affiliation only.
2. To ensure the session stays on schedule.
It is vitally important, as a courtesy to all presenters and delegates that the presentations within each session start and end according to the schedule.
Oral Presentations:
Oral Presentations have a total of 12 minutes for each presentation. The presentation should be prepared to be presented in 10 minutes with a 2-minute discussion time. Please respect this timeframe to help us keep the time schedule.
For virtual presenters:
Prepare your presentation within your symposium group for no longer than 75 minutes total. Please use the templates provided. We ask the presenters of individual symposia abstracts to record their presentation in advance. However, the Q&A and discussion will be live. In addition, we ask the chairs and discussants to present live.
Prepare your recorded presentation for no longer than 10 minutes, using the ISBNPA slides template provided on the website. Following the 10min presentation, each presenter will be given 2min for Q&A.
Please respect this when planning your presentation to help us keep the time schedule.
We ask the presenters of individual abstracts to record their presentation in advance and we will play the recording, however, the Q&A and discussion will be live.
Prepare your recorded presentation for no longer than 8 minutes, using the ISBNPA slides template provided on the website.
You might be confused by the slide templates as this is being called a poster presentation!
This is essentially just a shorter version of a virtual oral presentation using the slide template. You do not need to submit the poster itself.
KEY POINTS
Choose Your Setting Wisely – where you present is important!
- Be Succinct!
- Be Animated!
- Be Connected!
- Practice, Practice, and… Practice!
For a detailed guide on how to prepare a recording, visit this page.
- The videos will not be edited. Send the file complete and ready – as you wish for it to be played.
- Save the file output at minimum 720p (medium), bitrate up to 2mbps.
- Rename your file as the following: ISBNPA22_first 5 words of your presentation title_Your Name
- Save your presentation under any of the following: MP4, MOV, or AVI. MP4 is preferred for our conference platform.
- All videos uploaded will be converted to square pixels. Regardless of format, all videos will be displayed at the correct aspect ratio.
Please upload your video to this link by April 25, 2022
In the Meeting Room
Please ensure that you go to the presentation room 15 minutes before the start of your session to meet the Chair and fellow presenters.
Conference staff will be available in the session rooms for assistance.
Note for Symposia and Oral Presenters
All symposia and oral presenters must use the computers provided at the conference venue. No personal laptop or notebook computers are allowed for oral or short oral presentations.
Session Room Set-up
All breakout rooms will be equipped with the following equipment
– Projector
– Screen
– Laptop (pre-loaded with presentations) – we are unable to switch out to personal laptops between sessions
– Wireless remote to advance slides
– Podium microphone
– Podium
– Head table for 4 – you will need to go to the podium to speak
– Audience microphone (please encourage all audience questions to be posed using the microphone)
– Rooms will be set up classroom style (long rectangular tables with chairs)
– Speaker timer
Contact
Should you have any technical questions not addressed in this document, please feel free to email [email protected]
Please be sure to include ISBNPA 2022 and your abstract submission ID in the subject in any future communication.