SSR 2016 Presentation Instructions

Types of Presentations at SSR 2016

  • Invited Talks: Speakers invited to present in a plenary or focus session.
  • Long Oral Talks: Presenters whose abstracts have been selected for a 30-minute platform presentation in a focus session. 
  • Short Oral Talks: Presenters whose abstracts have been selected for a 15-minute platform presentation in a focus session or for the Trainee Research Award—Platform Competition. 
  • Poster Talks: Presenters whose abstracts have been selected for a 3-minute platform presentation in a focus session; these presenters also prepare a Poster for a regular poster session. 
  • Posters: Presenters whose abstracts have been selected for poster presentation in a poster session (Sunday, Monday, or Tuesday, 8:00–9:45 a.m.). 

Slide Presentations

Presentations for invited talks, long and short oral talks, and poster talks may be uploaded beginning 4 June 2016, at which time instructions for uploading will be displayed on the submission site. Presentations not uploaded by 7 July 2016 must be uploaded at the meeting in the Slide Preview Room (see below).

Upon arrival at the Sheraton San Diego Hotel & Marina, please pick up your registration materials and proceed to the Slide Preview Room (Marina 5 Meeting Room) where all invited speakers, short and long oral talk presenters, and poster 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:

*For Emerging Technologies Workshop speakers, it will not
be possible to upload or edit your presentations after 12:00
noon on Friday, 15 July. Please check your talk between 8:00
and 11:00 am to ensure that your presentations can be
uploaded before noon.
Date Hours
Friday, 15 July 2016 8:00 am–5:00 pm*
Saturday, 16 July 2016 8:00 am–6:30 pm
Sunday, 17 July 2016 8:00 am–6:30 pm
Monday, 18 July 2016 8:00 am–6:30 pm
Tuesday, 19 July 2016 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. Movies and image files can be included directly in the file. Only one file may be uploaded, but there is no file size limit. If your university of institution server times-out during upload, please contact us at 608.256.2777 or abstracts@ssr.org
  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 Thursday, 7 July, 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 submission site: 
  2. Find the submission that has been accepted to present as an oral talk or invited talk.
  3. Click the Presentation Upload button:
  4. Click Attach Presentation Upload Here button.
  5. Browse for the correct file.
  6. Click on the Submit Presentation Upload button. 
  7. You may view your uploaded file by clicking the “View File” link located below the Presentation Upload button that is on every web page of the submission system.
  8. If you need to reupload your file prior to the 7 July deadline, click on the Presentation Upload button and scroll to the bottom of this page to Attach a new file. 

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 Talks

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 the limit, the time for questions will be shortened accordingly. Under no circumstances will you be allowed to speak for more than the time allowed. Please plan and then rehearse your presentation to ensure that you will stay within these time limits: 

Invited Talk: Your entire presentation is limited to 30 minutes. This includes the questioning period. Plan your presentation to not exceed 25 minutes in order to leave three minutes or more for questions.

Long Oral Talk: Your entire presentation is limited to 30 minutes. This includes the questioning period. Plan your presentation to not exceed 25 minutes in order to leave three minutes or more for questions.

Short Oral Talk: Your entire presentation is limited to 15 minutes. This includes the questioning period. Plan your presentation to not exceed 12 minutes in order to leave three minutes or more for questions.

Poster Talk: Your entire presentation is limited to 3 minutes; you are limited to 1 slide maximum. There will be no time allotted for questions; your formal poster session presentation will allow attendees to ask you questions. Please see section below for further instruction; remember this Poster Talk presentation is in addition to your regular Poster Session presentation. 

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 color-blindness cannot distinguish between the two. Do not use three-dimensional bar charts unless three-dimensional information is being presented.

As a gauge, 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.

Poster Presentations

Sessions

Poster sessions will be held in the Sheraton San Diego Hotel & Marina, Nautilus & Pavilion rooms. 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 Sunday, 17 July 8:00 am–9:45 am
Poster Session B Monday, 18 July 8:00 am–9:45 am
Poster Session C Tuesday, 19 July 8:00 am–9:45 am

You are required to present during the morning poster session indicated in your Presentation Notification. All posters must be mounted on Saturday, 16 July, between noon and 6:00 pm, and must remain in place through 9:45 am on Tuesday, 19 July. Posters still in place at 1:30 pm on Tuesday 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 

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 your 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.

Poster Printing Options

Paper Posters

FedEx is offering SSR 2016 Annual Meeting attendees a 50% discount on posters conveniently printed and held for pickup at the FedEx Office Center located inside the Sheraton San Diego Hotel & Marina. High-quality posters are made available onsite for your convenience with no additional fees. Simply place your order on or before 14 July, 2016, to have it ready for the start of the meeting. SSR meeting posters cannot exceed 45" x 45". For questions please call 619.542.0198 or email usa2011@fedex.com.

Go to https://docstore.fedex.com/hco2011b to place your order online.

Fabric Posters

PosterSmith prints posters on fabric, which eliminates the need for a poster tube when traveling. PosterSmith is offering a 15% discount to SSR meeting attendees. Simply start your order via the following link: https://postersmith.com/poster/sponsor/ssr2016 and the discount will automatically be applied. Order price includes 2-day free shipping within the US. PosterSmith can ship posters directly to Sheraton San Diego Hotel & Marina, if desired. Note that SSR meeting posters must not exceed 45" x 45". For questions please call 617.383.7772 or email support@postersmith.com

FAQs at https://postersmith.com/poster/question_and_answer

SSR 3-Minute Poster Talk—2016 Rules 

Rules

A single, static, PowerPoint slide is permitted. DO NOT MAKE A SLIDE WITH YOUR ENTIRE POSTER ON IT!

No slide transitions, animations, or "movement" of any description are allowed. 

The slide will be queued and this will begin the 3-minute clock. 

Presentations are limited to 3 minutes, maximum. 

Presentations are to be spoken word (e.g., no poems, raps, or songs). No additional props (e.g., costumes, musical instruments, laboratory equipment) are permitted. No additional electronic media (e.g., sound and video files) are permitted. 

The Goal: Create Interest in Your Poster.

The goal is not to present your entire poster. The goal is to provide a little background, and talk about the work in general. This talk should be aimed at an informed audience, but should not be a highly technical presentation. Inform the audience of the big picture and what you hope to convince them of when they view your data on your poster. Things to avoid—a lot of data presentation. Do not show a compilation of data from the poster. 

The Process 

Poster Talks will occur in the last 15 minutes of the Morning Focus Sessions on Sunday and Monday. 

Poster Talk Presenter: 

  • Should be in assigned seat at front of room at the beginning of the last platform talk. 
  • 1st Presenter should take stage immediately after last platform. 
  • 2nd–​4th Presenters should take stage immediately after the slide of previous speaker goes black. 

Focus Session Co-Chair: 

  1. Will queue Intro slide (SSR will provide) for each Presenter. The Slide will have title and presenter’s name. Chair will read Title and Presenter’s name only. 
  2. Presenter should be in place at podium—the Chair will then queue the Presenter’s Slide and the 3-minute clock will begin. 
  3. Hopefully, a 30-second countdown clock will appear on Slide as time runs out. The Slide will go blank and the presenter must stop talking and immediately take a seat. No applause, or thank you from FSO is necessary. 
  4. Repeat #1-3 three more times. 
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