SSR 2015 Presentation Instructions

Invited Talks and Short Oral Talk Presentations

Presentations may be uploaded beginning 18 May 2015, at which time instructions for uploading will be displayed on the submission site. Presentations not uploaded by 10 June 2015 must be uploaded at the meeting in the Slide Preview Room (see below).

Upon arrival at the Puerto Rico Convention Center, please pick up your registration materials and proceed to the Slide Preview Room (Puerto Rico Convention Center, Level 2, Room 203) where all invited speakers and short oral talk presenters are required to check-in and review their presentations. This room will have computers and 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
Thursday, 18 June 2015 8:00 am–6:30 pm
Friday, 19 June 2015 8:00 am–6:30 pm
Saturday, 20 June 2015 8:00 am–6:30 pm
Sunday, 21 June 2015 8:00 am–6:30 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. Movie or large image files should be uploaded rather than embedded in the PowerPoint file. Up to two additional files may be uploaded in any of the following formats: .jpeg, .jpg, .mp4, .mpeg, .mpg, .mov, or .wmv. If you have more than two files, please contact staff at ssr-am@ssr.org. Please see the note below regarding .tiff images and Quicktime.
  3. All session rooms will have Master PCs running Microsoft Office 2010 in Windows 7.
  4. Individual laptops may not be connected at the podiums in the session rooms.
  5. All presentations must be uploaded by Wednesday, June 10, to allow time for staff to preflight presentations and create appropriate back-up files. Presentations must 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 site http://precis2.preciscentral.com/Link.aspx?ID=07EFB090B3345CCE
  2. Find the submission that has been accepted to present as an oral talk or invited talk.
  3. Click the edit icon located to the left of the submission reference number:
  4. Click/Select the blue Edit Submission button.
  5. Click the tab to the right "Presentation Upload."
  6. Click on "Add New."
  7. In the pop-up window, click “Select” to browse for your presentation file and up to two additional movie or image files, and click "Start Upload." You may upload files one at a time if you have a slow server connection and/or large files.
  8. Wait! Do not hit back or close your browser while files are uploading!
  9. After all files are uploaded, click "Save;" then click "Submit and Review Changes."
  10. After reviewing, click "Finalize" to complete.

File Naming and Upload Tips

  • 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.
  • 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.
  • If you continue to have problems, contact Annual Meeting staff at ssr-am@ssr.org

Duration of Short Oral Talks

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 Focus 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, 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 your fellow presenters and attendees!

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

Presentation Sessions

Poster sessions will be held in the Puerto Rico Convention Center, Level 1, Exhibit Hall B. Program numbers will be indicated on the poster boards; there will be two posters per each side of the poster boards. All posters will be on display the entire meeting and will be presented at the following times:

Poster Session A Friday, 19 June 8:00 am–9:30 am
Evening Poster Reception Friday, 19 June 5:45 pm–6:45 pm
Poster Session B Saturday, 20 June 8:00 am–9:30 am
Evening Poster Reception Saturday, 20 June 5:45 pm–6:45 pm
Poster Session C Sunday, 21 June 8:00 am–9:30 am

You are required to present during the morning poster session indicated in your Presentation Notification. You are invited and encouraged to also present at both of the evening poster receptions on Friday and Saturday; these evening receptions will include food and beverage to encourage discussion in a more casual environment.

All posters must be mounted on Thursday, 18 June, between noon and 6:00 pm, and must remain in place through 9:30 am on Sunday, 21 June. Posters still in place at 1:30 pm on Sunday will be discarded.

Poster Sizes and Presentation Tips

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.

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.

Poster Audio Presentations—New This Year!

ALL POSTER PRESENTERS ARE STRONGLY ENCOURAGED to prerecord and upload—to an online audio host (i.e., Sound Cloud, Vocaroo, etc.)—a short (~5 minute) audio of their poster research and generate a QR (quick reader) code that will link to the audio recording's URL. Include the QR code on your poster, and attendees will be able to directly access your recording at any time. The recording can include your personal insights on your work, as well as contact information in the event attendees would like to follow-up with you during or after the meeting. Complete instructions on how to create an audio recording and make it available to attendees are available here: https://www.ssr.org/15Audio

Win free registration for the 2016 Annual Meeting in San Diego!

The 2015 Program Co-chairs, John Eppig and Sarah Kimmins, are offering an additional incentive to all poster presenters: if you participate in this audio recording initiative, your name will be put into a hat for a drawing at the Trainee Platform Competition on Saturday night (20 June). The Program Co-chairs, together with President Richard Schultz, will draw one name out of the hat to receive a complimentary 2016 Annual Meeting registration for the meeting in San Diego! Only poster presenters who do the following will be eligible:

  1. Following the instructions here, record your audio, upload it to get the unique URL to your recording, make your QR code (jpeg format) that you will put on your poster (and anything else you would like—e.g, business cards, stickers, etc.), and print out one copy with your name and program number.
  2. Onsite, go to the SSR Business Office and put your QR print-out into the box labeled "Poster Audio QR Drawing."
  3. Be present for the Trainee Research Platform Competition on Saturday night from 8:30 pm–10:00 pm. One name will be drawn prior to the announcement of the Trainee Research Competition winners. Note that the Trainee Affairs Committee will also hold the LEMTTF Raffle drawings at this time, so be present to win all sorts of fabulous prizes and congratulate the finalists and winners of the SSR Trainee Research Competitions.
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