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AbSciCon 2008 Oral and Poster Instructions
Oral Presentation Instructions
There are three important things to note:
All presentations must be pre-loaded either via the website, or the day prior to your presentation. Do not plan to swap in your laptop or bring your presentation to the session on a memory stick. Please plan to pre-load your presentation via our website, or in the speaker ready room one day prior to your talk.
Presentation Format: We will support Microsoft PowerPoint and Adobe Acrobat presentations ONLY. If you are using another application, please transfer or export to either PowerPoint or Acrobat. PowerPoint and Acrobat presentations must be able to run on a PC Windows-based system. No Macs will be available to show your presentation. To insure proper transition of animations and display of text, please test your final presentation on a PC at your home institution before uploading. We recommend using common fonts: Ariel, Verdana, Times to insure compatibility. We recommend .mpg or .mov file format for video.
Everyone, please bring a back-up copy of your presentation to the conference on a CD or memory stick in the event we have an IT disaster (being truly cautious here….).
Audio Visual Equipment in oral session rooms
All oral session meeting rooms are equipped with the following audio visual equipment:
- 1-LCD projector
- 1-PC laptop computer loaded with Microsoft Office, and Adobe Acrobat
- 1-Screen
- 1-Pen style laser pointer
- 1-Lectern
- 1-Sound system: microphone and speakers
The computers in the oral session rooms will be CORE Duo Laptop PCs. No Macs will be available.
The Theater and room 203-204 are equipped with additional microphones on stands for plenary and evening presentations.
SUBMISSION OF PRESENTATIONS:
There are two options: Upload via the website, or upload onsite in the “speaker ready room” the day prior to your presentation. We recommend you bring at least 2 copies of your presentation to the meeting in case there is a problem with one of them. CD-R and CD-RW, Memory Stick will be supported.
UPLOADING VIA THE WEBSITE:
DEADLINE IS APRIL13 NOON PACIFIC DAYLIGHT TIME .
Upload your presentation via http://upload.abscicon2008.seti.org/
You will need to have available the following information:
- First and last name (first author only)
- Session: a pull-down menu
- Title of Your Presentation
- Abstract number (example: 12-17-O)
- Your presentation file
You will be able to “browse” to your presentation file, and upload it to the AbSciCon program files on our server at SETI Institute.
Video, sound files:
If you have video/sound/other image files that need to be included with your presentation file, please ZIP all of the materials together, and upload as a ZIP file. We recommend .mpg or .mov file format for video. We will unzip and test prior to the conference. We will deliver your file to the IT support team at the Convention Center for upload to the computer in your session.
UPLOAD ONE DAY PRIOR TO PRESENTATION: SPEAKER READY ROOM
The AbSciCon 2008 Speaker Ready Room is located at the Santa Clara Convention Center in Room 202. Checking in at the Speaker Ready Room is the single most important action you will take to insure your presentation is a success. The hours of operation are:
- Monday, April 14: Noon to 6 PM
- Tuesday, April 15: 7 AM to 7:30 PM
- Wednesday, April 16: 7 AM to 7:30 PM
- Thursday, April 17: 7 AM to 1:30 PM
We recommend you bring at least 2 copies of your presentation to the meeting in case there is a problem with one of them. CD-R and CD-RW, Memory Stick will be supported. You will be able to upload your presentation from a memory stick or a CD-ROM in the speaker ready room and review it. The file will then be transferred to the session room computer at the meeting. When the presentation is to be given the file will be pre-loaded on the computer in the oral session room. An audiovisual technician will check to see that the appropriate set of files is ready for each session prior to the beginning of the session. The Session Chair and speakers will be able to launch each file from the computer in the room. The AV technician will be available as needed.
* Speaker Ready Room personnel are not responsible for your devices, i.e., memory cards, disks, laptops, etc.
* Internet connectivity is not available in oral session rooms on presentation computers. If you need files from the internet, please download them, and include in your presentation.
Hints for Excellent Presentations:
*Font size: Use at least 18 point font for text; 24 point is preferable to make your presentation legible to the audience.
* Colored graphs are effective. Color adds attractiveness, interest and clarity to slide and viewgraph illustrations and should be used whenever possible. If you use color, remember that contrasting colors are easier to see.
* Critically view every graphic under adverse light conditions before presenting at a meeting. Sometimes it is not possible to provide excellent light conditions at meetings.
* It is recommended to include an introductory and concluding slide to greatly improve the focus of your talk.
Delivery of Your Presentation
* Be considerate of the other speakers and the audience by staying within your allotted time. The allotted time for your presentation includes changeover to the next speaker. Session Chair will hold you to the allotted time. They will be assisted by a student timer who will display “count-down” cards at 5 minutes, 2 minutes, 1 minute, and the end of your allotted time. This is essential to ensure adequate time for questions and discussion.
* Please discuss the same material as reported in your abstract
* Prepare your presentation in advance so that your ideas are logically organized and your points clear. Address the essential points and leave the details for publication.
*Please provide an opening statement to acquaint the audience with the nature and purpose of the abstract.
ons or Special Needs: Cbject: Oral Psentation Question
Poster Presentation Instructions
POSTER PREPARATION:
The presentation must cover the same material as the abstract. Please include the following for easy identification:
-Abstract number, e.g. 12-17-P
-Authors’ names and institutions
-Email addresses for future contact
-Title (as submitted; the title appears in the program and published abstracts)
(Further hints for poster preparation appear further down)
POSTER SIZE:
Area for each poster is 48 inches x 48 inches or 1.2m x 1.2m. Two posters will share each 4 foot x 8 foot display board.
POSTER SHIPPING:
Please carry your poster with you to AbSciCon as there is no shipping or receiving services available for this event.
EXHIBITING YOUR POSTER:
Plan to put up your poster beginning early Tuesday morning beginning at 7 am. Your poster will be on display 8 AM Tuesday, April 15 through 5:30 PM, April 17. Posters are expected to remain on display throughout the conference. Please do not remove your poster before Thursday afternoon.
To locate your assigned poster board, look for the board marked with your abstract number. Posters are displayed by topical session, alphabetically by first author.
We will provide pushpins to mount posters to the display boards. You may also use Velcro to mount your poster as the display boards are carpeted.
Presenters should be available during the Tuesday evening reception between 6:00PM-7:30PM, and the Wednesday evening reception between 5:30 and 7:30PM. Tuesday, Wednesday, and Thursday between 12:00PM-1:30PM (Lunch & Posters). Leave a message on your board detailing the hours you plan to be at your presentation. Further information will be available at the Registration Desk on April 14-17.
Posters not removed by 6 PM Thursday, April 17 will be discarded.
POSTER PREPARATION—Hints for excellent poster preparation:
* Place the title of your paper and your paper number prominently at the top of the poster board to allow viewers to identify your paper easily. Indicate 1) the abstract's presentation number, 2) title, and 3) authors' names.
* Highlight the authors' names, e-mail and address information in case the viewer is interested in contacting them for more information.
* Please prepare all diagrams or charts neatly and legibly beforehand in a size sufficient to be read at a distance of 3.5 feet (1 meter). Paragraph and figure caption text should be AT LEAST 24-point font (0.9 cm height) and headers AT LEAST 36 point font (1.2 cm height).
* We recommend using a serif font (e.g. Times) is often easier for reading main text, and a non-serif font (e.g., Arial or Helvetica) for headers and figure labels.
* Organize the paper on the poster board so that it is clear, orderly, and self-explanatory. You have complete freedom in displaying your information in figures, tables, text, photographs, etc.
* We recommend Use squares, rectangles, circles, etc. to group like ideas. Don't clutter your poster with too much text! Label different elements as I, II, III; or 1, 2, 3; or A, B, C. This will make it easier for a viewer to easily follow your display.
* Include the background of your research followed by results and conclusions. A successful poster presentation depends on how well you convey information to an interested audience.
Questions?
If you have questions, please contact Local Organizing Committee by e-mail at: abscicon@seti.org. Subject line: Poster question