78th Annual Conference Speaker Guidelines

Preparing Your Presentation

Session Time Limitations:

• Keep your session time limitation in mind. Each concurrent session will be 90 minutes long. Most Paper and Panel sessions will consist of five presentations, and Methodological Brief sessions will consist of six to seven.
• Presentations in Paper and Panel sessions should be limited to 20 minutes or less, depending on the number of papers presented in each session. Any remaining time in the session will be allocated to brief moderator comments and floor discussion.
• Presentations in Methodological Briefs sessions should be limited to 10 minutes or less, depending on the number of briefs to be presented in each session. The shorter length makes it possible to accommodate more presentations than Paper and Panel sessions. As with Paper and Panel sessions, any remaining time will be allocated to brief moderator comments and floor discussion.

Audio-Visual Equipment

Each presentation room will have the following equipment available:

• Laptop computer equipped with Microsoft PowerPoint / Adobe Acrobat Pro
• Projector and screen
• Lectern microphone (dependant on room size)
• Computer audio

Important Dates:

February 7, 2023
Deadline to accept the invitation to present

March 1, 2023
Deadline to finalize/edit abstract

May 1, 2023
Send a copy of presentation materials to session moderator

Uploading Your Presentation

Presenters who plan to use PowerPoint or Adobe must bring their presentation on a flash drive to the registration desk at least 60 minutes prior to their session. Our Presentation Expert team will help load your presentation into our system. To avoid delays, presenters should be in the presentation room at least 15 minutes before the start of the session.

Delivering Your Presentations to the Moderator

All sessions have a moderator. The moderator must receive copies of your presentation materials no later than May 1, 2023. Contact information for moderators will be provided in an email notification. Please consider your moderator’s responsibilities and forward your presentation as soon as possible.

Tips for a Successful Presentation

• DO NOT READ your paper. Speak from notes, not the written text of your paper. Presentations are so short that only the most important results of your work can be communicated. Identify the 3 to 5 most important ideas you want to convey and concentrate on those.
• Create an accessible PowerPoint for all users:
  • Avoid animation and transitions: they can be distracting, not give users enough time to read each slide and cause problems with screen readers.
  • If you embed multimedia (which is not recommended in general), ensure it is captioned and audio is transcribed.
  • Use fonts such as Times New Roman, Tahoma, Arial, and Verdana and a font size of no less than 20 point.

• Use audio-visual aids when appropriate, but keep the following in mind:
  • Avoid presenting tables with many cells.
  • Make your print BIG: the overhead/slide must be read by people as far away as 50 feet from the screen.
  • Common mistakes include displaying tables directly from your paper without simplifying them and using fonts that can only be seen from the first few rows.
  • Present just a few important facts on each slide.

• Keep to the time allotted to you in the session guidelines. Rehearse your oral presentation to get a realistic sense of its timing. When you run over, another panelist loses time for his or her presentation, or the discussion is curtailed.
• Watch for a signal from the moderator that your allotted time is getting short or has been used up. If the latter happens, wrap up your presentation immediately.

Guidelines for Poster Presenters

• Plan on setting up early – the fabric poster boards will be available at the following times before the start of the poster session. The poster sessions are located in the Exhibit Hall.
• Pushpins will be provided to mount your materials. Remove your poster board immediately following the poster session. Any posters left behind will be discarded.
• Each poster session will be 60 minutes long. Authors are required to stand by their posters during the entire session. Be prepared to give a brief summary of your research and answer any questions from visitors.
• Each poster should fit into the allotted space of 8′ wide x 4′ tall (one side of the poster board), which means posters should be 8′ x 4′ or smaller.
• The preferred method of presenting a poster is to provide the information on a single, integrated poster-size sheet containing brief highlights of each of the following:
  • Title of presentation, author(s), and affiliation(s)
  • Statement of problem/hypotheses
  • Explanation of design and methodology
  • Results
  • Conclusions, recommendations, or implications

Although poster sessions may give you time to discuss your project at length, most attendees will be attempting to get an overview of multiple posters being presented in the session. It is best to prepare a quick (1-2 minute) oral summary of the paper for those who have limited time. Having hard copies of your paper or a “fact sheet” from the poster for interested visitors is highly recommended.