Skip to content

Instructions for Speakers and Chairpersons

Instructions for Speakers

  •  For best results, prepare your slides using Microsoft PowerPoint, using widely available Windows-compatible fonts and minimizing fancy transitions. PDF is also a recommended format if you do not need special transitions.
  • Please format all slides for 16:9 in Microsoft PowerPoint. This is the industry standard and is (usually) the default for PowerPoint 2010+
  • Please title the file to your talk using the following filename convention: Session_Time_Surname.pptx (e.g. 5A_1455_Bidarte.pptx)
  • Visit your presentation room the morning of your talk between 8:30AM and 9:00AM (or between 13:00 and 14:30 for afternoon sessions) with your talk on a USB key and load it onto the computer.
  • Introduce yourself to the chairperson(s) in your session before the session starts, so that she or he knows you are ready to give your talk.
  • All talks have an allocated time of 25 minutes in length (including questions and speaker changes). Please be respectful of other speakers and help moderators keep your session on time.
  • There will be a Windows PC (not Mac) presenting your slides.

 Need more tips on preparing your presentation?

  • Use sans-serif fonts (e.g., Arial, Verdana)
  • Provide high contrast between text and background
  • Avoid color blindness traps (e.g., requiring viewers to distinguish between reds and greens on your chart)
  • Do not use all uppercase letters
  • Minimize the amount of text on each slide
  • Minimize the number of slides in your presentation (ca. 15 = about 1/minute)
  • Use high quality graphics/images but no larger (file size) than necessary for the screen resolution
  • Present a story for your audience and put your work in context
  • Practice your presentation and make sure you have time for questions
  • See http://www.makeuseof.com/tag/10-tips-for-preparing-a-professional-presentation/ and,
  • https://www.presentationpoint.com/blog/best-powerpoint-screen-resolution/ for additional tips

Instructions for Chairpersons

  • Every session must have at least a chairperson.
  • Chairperson responsibilities:
    • Bring a working stopwatch to time presentations
    • Make sure you know how to switch between talks on the presentation computer.
    • Arrive at session at least 10 minutes before the start of the session.
    • Identify the speaker for each presentation before the session starts.
    • Confirm that all presentations are loaded on the computer
    • Start the session on time and remind speakers of their time limits and that they be courteous to speakers who must follow them by not exceeding their time limit.
    • Keep session on time. Announce how you will let authors know when their time is running out (e.g., raise three fingers within sight of the speaker to indicate 3 minutes remaining; stand at one minute; do what you can to keep speakers within their time limit.)
    • Questions may be asked within the allotted time, but if time does not allow, ask questioners to seek out speakers after the session.