SSR 2017 Presentation Instructions

Click here for current presentation assignments at SSR 2017!

Types of Presentations at SSR 2017

  • Invited Talks: Speakers invited to present in a plenary or symposia.
  • Oral Talks: Presenters whose abstracts have been selected for a 15-minute platform presentation in a symposia or for the Trainee Research Award—Platform Competition. 
  • Poster Flash Talks: Presenters whose abstracts have been selected for a 3-minute presentation early on the afternoon of Thursday, 13 July 2017, in a session immediately preceding the formal opening ceremony; these presenters also prepare a Poster for the regular poster session on Sunday afternoon. 
  • Posters: Presenters whose abstracts have been selected for poster presentation in a poster session (Friday or Saturday evening). 

Slide Presentations

Presentations for invited talks, oral talks, and poster flash talks may be uploaded beginning 10 May 2017, at which time instructions for uploading will be displayed on the submission site. Presentations not uploaded by 7 July 2017 must be uploaded at the meeting in the Slide Preview Room (see below).

Upon arrival at the Marriott Wardman Park, please pick up your registration materials and proceed to the Slide Preview Room (Park Tower Room 8206) where all invited speakers, oral talk presenters, and poster flash 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

Wednesday, 12 July 2017

1:00 pm–7:30 pm*

Thursday, 13 July 2017

7:00 am–7:00 pm**

Friday, 14 July 2017

7:00 am–7:00 pm

Saturday, 15 July 2017

7:00 am–7:00 pm

Sunday, 16 July 2017

7:00 am–6:00 pm

*For Emerging Technologies Workshop presenters, please see the specific information for this event, which is at the Omni.

**For Poster Flash Talk presenters, it will not be possible to upload or edit your presentations after 12:00 noon on Thursday, 13 July. Please check your talk between 7:00 am and 11:00 am to ensure that your presentations can be uploaded before noon.

 

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 or institution server times-out during upload, please contact us at 608.256.2777 or abstracts@ssr.org (link sends e-mail)
  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 Friday, 7 July, to allow time for staff to preflight presentations and create appropriate back-up files. Presentations must be reviewed onsite and may be modified in the Slide Preview Room no later than 24 hours prior to the scheduled session.

SLIDE SIZE: Please set your slide size to Widescreen/On-Screen Show (16:9). In PowerPoint 2010, go to Design, select Page Setup, and then choose On-screen Show (16:9) from the dropdown menu for “Slides sized for.” In PowerPoint 2013 and higher, go to Design, select Slide Size, and then choose Widescreen (16:9):

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:  https://www.xcdsystem.com/SSR/abstract/index.cfm?ID=xvTOXm5
  2. Find the submission that has been accepted to present as an oral talk, poster flash 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 symposia 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.

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 Flash Talk: Your entire presentation is limited to 3 minutes; you are limited to two slides maximum, one of which lists the title, authors, affiliations, and abstract number. There will be no time allotted for questions; your formal poster session presentation will allow attendees to ask you questions. Please see the section below for further instruction; remember this Poster Flash 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 Marriott Wardman Park. 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, 14 July

4:45 pm–6:30 pm

Poster Session B

Saturday, 15 July

4:45 pm–6:30 pm

Poster Session C

Sunday, 16 July

3:30 pm–5:00 pm

 

You are required to present during the evening poster session indicated in your Presentation Notification. All posters must be mounted on Thursday, 13 July, between noon and 6:00 pm, and must remain in place through 5:00 pm on Sunday 16 July and then immediately removed following the poster session. Posters still in place at 5:30 pm on Sunday will be discarded. 

Poster Sizes and Presentation Tips

Poster must be no larger than 44 inches high by 44 inches wide (111.76 centimeters by 111.76 centimeters). Posters may be mounted either 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 

Poster presenters may provide an audio description of their posters that attendees access by scanning a QR (quick reader) code on the poster. The QR code may be used for any supplemental information, including audio description, multimedia files, statistical data, jpeg of the poster, etc. This supplemental data is for attendees only and will not affect awards evaluation (e.g., poster presenters who are finalists in the Trainee Research Competition). Complete instructions on how to create an audio recording and make it available to attendees are available here.

Poster Printing Options 

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. To receive this discount, please use Coupon Code SSR2017 when completing your order. Go to PosterSmith to start your order. Order price includes 2-day free shipping within the US. PosterSmith can ship posters directly to the Marriott Wardman Park, if desired. Note that SSR meeting posters must not exceed 44" x 44". For questions please call 617.383.7772 or email support@postersmith.com

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

Paper Posters

FedEx is offering SSR 2017 Annual Meeting attendees a 50% discount on posters produced and held for pickup at the FedEx Office Center located in the meeting's anchor hotel, the Marriott Wardman Park. A 44" x 44" poster (SSR meeting posters can be no larger) will run approximately $56 depending on the customization desired. Simply place your order on or before 7 pm, 10 July, to enjoy the discount and ensure pickup by 13 July. For questions, call 202-986-4028 or email usa5018@fedex.com.

To place your order, visit: https://docstore.fedex.com/hco5018.

Note: the business center portion of the Marriott Wardman Park's FedEx Office Center is not open Saturday and Sunday. If, due to travel difficulties, you need to pick up an ordered poster on either of those days, please call ahead so FedEx can store them in the shipping and receiving portion for pick up. Shipping and receiving is open from 8 am to 2 pm Saturday and 12 pm to 4 pm Sunday.

SSR 3-Minute Poster Flash Talk—2017 Rules

  1. A maximum of two PowerPoint slides are permitted.
  2. One slide must list the title, authors, affiliations and abstract number in a 24 or larger font size.
  3. DO NOT MAKE A SLIDE WITH YOUR ENTIRE POSTER ON IT!
  4. The 3-minute clock will begin when your first slide is projected, and no more than 3 minutes will be allowed per speaker. 
  5. Please do not use slide transitions, animations, or "movement" of any type nor any sound or video.

The Goal: Create Interest in Your Poster.

The goal is not to present your entire poster (see rule #3 above).

The goal is to provide a brief background to your research that highlights its objectives and significance and introduces the methods you have used. (Tip: name the species you study, if it’s not in your abstract title.)

You will be addressing an audience informed about the importance of research in reproductive biology, but do not try to deliver a highly technical presentation. Do not present a compilation of data from the poster, rather inform the audience of what they will learn when they view your poster and what you find fascinating about your area of research. This will help attract delegates with common interests and/or overlapping expertise to your poster. 

The Process 

Poster Flash Talks will occur early on the afternoon of Thursday, 13 July 2017, in a session immediately preceding the formal opening ceremony. 

The following guidelines will ensure the session keeps to time, in fairness to all presenters.

Poster Flash Talk Presenter: 

  • Sit in front rows.
  • Walk onto the stage immediately after the final slide of previous speaker (screen will go black), and leave immediately after your final slide.

Poster Flash Talk Co-Chair: 

  1. Chair will read Presenter’s name only (with slide 1 from the presenter on the screen). 
  2. Presenter should already be in place at podium, and 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 interaction with the audience is necessary. 
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