SSR 2014 - Presentation Instructions

Plenary talks, modules, and platform sessions will be held in the DeVos Place Convention Center. Please continue to check this page for further updates and information.

Invited Talks and Platform Presentations

PowerPoint presentations may be uploaded beginning on 2 June 2014, at which time instructions for uploading will be displayed on the abstract submission site. Meeting staff will e-mail the instructions to platform presenters and invited speakers. Presentations not uploaded by 11 July 2014 must be uploaded in Grand Rapids (see below).

Upon arrival in Grand Rapids, all speakers are required to check and review their presentations in the Slide Preview Room (Business Center, First Floor, DeVos Place). This room will be equipped with computers and staffed by trained personnel available for assistance should technical difficulties arise. Speakers may modify their presentations up to 24 hours prior to the scheduled session. A timed rehearsal is recommended. The Slide Preview Room will be open during the following hours:

Date Hours
Saturday, 19 July 2014 8:00 am–6:30 pm
Sunday, 20 July 2014 8:00 am–6:30 pm
Monday, 21 July 2014 8:00 am–6:30 pm
Tuesday, 22 July 2014 8:00 am–5:00 pm

Creating and Uploading PowerPoint Presentations

REQUIREMENTS:

  1. Only PowerPoint presentations will be accommodated (i.e., no slides, no overheads, no alternative programs allowed).
  2. All session rooms will have Master PCs running Microsoft Office 2010 in Windows 7.
  3. Individual laptops may not be connected at the podiums in the session rooms.
  4. All presentations must be uploaded by Friday, 11 July, to allow time for staff to pre-flight presentations and create appropriate back-up files. Presentations should be reviewed and may be modified in the Slide Preview Room no later than 24 hours prior to the scheduled session.

FONTS: A presentation created on a computer that uses one set of fonts may not look the same on another computer that has different fonts. To avoid this problem, embed the fonts in the presentation. Please check your version of PowerPoint for instructions on embedding fonts. If you are still unsure if your presentation will appear as you intend when it is projected, choose only fonts that are easily substituted by any program or format, such as Helvetica, Arial, or Times Roman.

You can embed any TrueType font that comes with Windows 7. These include:

Arial Georgia Tahoma
Calibri Impact Times New Roman
Comic Sans MS Lucida Console Trebuchet MS
Constantia Microsoft Sans Serif Verdana
Courier New Palatino Linotype Webdings
Franklin Gothic Medium Symbol Wingdings

Other TrueType fonts can be embedded only if they have no license restrictions. If a font cannot be embedded (for example, it is not marked as being editable or installable), a message will appear that explains why. Note that saving a presentation with embedded fonts will increase the file size of your presentation. Do not use Unicode or Double-Byte fonts, such as Arial Unicode MS, Batang, SimSun, MS Mincho, and PMingLiu; PowerPoint will not embed them.

Although fonts can be embedded, we recommend using only fonts that come with and are supported by Windows 7 and Microsoft Office 2010 to ensure that slides retain their original look when projected.

IMAGES (MAC USERS): TIFF images compressed with Quicktime will not display in PowerPoint on a Windows computer. If you are unsure about any TIFF images in your PowerPoint file, please bring separate, uncompressed copies of your TIFF images to the meeting, and report to the Slide Preview Room at least 24 hours prior to your scheduled presentation, so that A/V staff can assist you in appropriately formatting the images.

UPLOAD PROCESS: (Read all instructions before beginning.)

  1. Log in to the abstract submission site.
  2. Click on your abstract ID.
  3. Under Presentation Upload, click on the link "Click here to edit Presentation Upload."
  4. Click on "Browse" to select your presentation on your computer.
    • Name your PowerPoint file as follows: "P[Your Presentation Number]-[Your Last Name].ppt(x); for example: "P28-Smith.ppt" indicates program number 28, First/Presenting Author, Smith.
    • Please indicate your program number and session in the Attachment Description Field.
    • If movies are embedded in your presentation, please include the movie(s) as separate files to ensure smooth running during your presentation. Click "Save and Continue."
    • If your institutional server "times out" the upload, you may need to reduce the overall file size by first reducing the size of your images or by uploading one file at a time.
    • As indicated, please do not close or refresh/reload the browser window until the upload is complete.
  5. Once complete, the uploaded file will appear below under "Current Attachments." This file can be removed, downloaded, or edited.
  6. Click Browse as many times as necessary in order to upload all the files associated with your presentation.
  7. When you are done uploading your presentation file(s), click "Save and Continue."
  8. To finalize the process and notify staff, please click "Save and Close" at the bottom of the edit page.

Duration of Platform Presentations

Your entire presentation is limited to 15 minutes. This includes the questioning period. You should plan your presentation to not exceed 12 minutes in order to leave three minutes for questions. The published schedule will be strictly followed; the platform sessions are concurrent sessions, and some people will want to move between sessions to hear specific talks in different rooms. If your presentation exceeds 12 minutes, then the time for questions will be shortened accordingly. Under no circumstances will you be allowed to speak for more than 15 minutes. Please plan and then rehearse your presentation to ensure that you will stay within the time limit. Thank you in advance for your consideration of the scheduling limitations.

Presentation Tips

Each screen should have a single, clear purpose, tell a unified story, and be understood readily. Each should have a simple, uncluttered format, and be free of nonessential information.

To ensure legibility of all figures viewed from the back of a large room, the height of the smallest figure should be no less than 5% of the height of the projected image. Another good rule is that the projected image should be legible when viewed from a distance of 10.5 times its width. Use modern bold type and double spacing. Use a dark-colored background and light-colored type. Avoid using red and green together, as those with red-green colorblindness cannot distinguish between the two. Do not use three-dimensional bar charts unless three-dimensional information is being presented.

The best 10- to 12-minute talks use an average of six to seven screens. Use duplicate screens or hyperlinks if an image is referred to more than once. Timed rehearsals are strongly recommended.

Posters

Poster sessions will be held in Exhibit Hall C at DeVos Place. Abstract numbers will be indicated on the poster boards and color-coded by presentation day. All posters will be on display from Sunday to Tuesday and will be presented at the following times:

Poster Session A Sunday, 20 July 2014 7:00 am–9:00 am
Poster Session B Monday, 21 July 2014 7:00 am–9:00 am
Poster Session C Tuesday, 22 July 2014 7:00 am–9:00 am

Poster dimensions must not exceed 45 inches high by 45 inches wide (114 centimeters by 114 centimeters). Posters may be mounted with push pins or Velcro. Push pins will be provided in the poster session room.

All posters must be mounted on Saturday, 19 July, between noon and 6:00 pm, and must remain in place through 9:00 am on Tuesday, 22 July. Posters still in place at 1:00 pm on Tuesday will be discarded.

Posters should include the title of the abstract and the name(s) and affiliation(s) of the author(s). Illustrations and tables may be similar to those used in making slides, but with bolder, heavier fonts. They should be readable from distances of 4 feet or more. Use color judiciously to add emphasis. Keep illustrative material simple. Please use large type for all text. When feasible, use graphs to demonstrate qualitative relationships and tables for presenting precise numerical values. Photographs should be on matte, not glossy, paper. Brief "Introduction" and "Conclusions" sections are helpful.

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