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Presentations

Platform presentations will be held in Meeting Rooms 301/302, 303/304, 315/316, and 317/318, and in the Spirit of Pittsburgh Ballrooms B and C on the third floor of the David L. Lawrence Convention Center. Six simultaneous sessions will be held in these rooms Sunday, Monday, Tuesday, and Wednesday. Minisymposia and other invited talks will be held in the Spirit of Pittsburgh Ballroom (B and C) and in Meeting Rooms 301/302, 303/304, and 315/316. Minisymposia will be held in five concurrent sessions on Sonday, Monday, and Tuesday. Please check the Schedule of Events for start times.

Platforms and Invited Talks

Upon arrival at the David L. Lawrence Convention Center, all speakers should review their presentations in the Slide Preview Room, located on the third floor near the meeting rooms. 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 times:

Saturday, 18 July 9:00 am–6:00 pm
Sunday, 19 July 7:30 am–5:00 pm
Monday, 20 July 7:30 am–5:00 pm
Tuesday, 21 July 7:30 am–5:00 pm
Wednesday, 22 July 7:30 am–1:00 pm

Creating and Uploading PowerPoint Presentations

REQUIREMENTS:

  1. Only PowerPoint presentations will be accommodated (e.g. no slides or overheads, and no alternative programs allowed).
  2. All session rooms will have Master PCs running PowerPoint 2003 in Windows XP.
  3. Windows 2007 PowerPoint files will not be accepted; please save these files Windows 2003 format.
  4. Individual laptops may not be connected to the projectors.
  5. All presentations must be uploaded by Friday 10 July, to allow staff time to pre-flight the presentation and create appropriate back-up files. Presentations should be checked and may be changed onsite in the Slide Preview Room as listed above.

UPLOAD:

  1. Either follow the link in the “request for presentation” email recently sent to you or go to http://submit.ssrabstracts.org; log in to your Author Area.
  2. In your Author Area, click on the queue “Requests for Presentation files.”
  3. Click on the link “Upload Presentation Files.”
  4. Indicate the number and type of Presentation Files you will be uploading—usually just one PowerPoint file. In the event you have movies embedded in your presentation, please include the movie(s) as a separately uploaded file to ensure smooth running during your presentation. Click Save/Continue.
  5. Browse for the presentation file(s) on your computer. Labeling the file (e.g., presentation for program #28) is helpful. Click Save/Continue.
    Be patient! If you have large image files embedded, this upload may take some time. If your institution server “times out” the upload, you may need to reduce the overall file size by first reducing the size of your images.
  6. Click on “Return to Previous Queue.”
  7. Choose the action “Notify Staff—Presentation Files Uploaded”; the next screen will be an email to Staff, notifying us that your presentation has been uploaded. If there is anything you need to tell us about your presentation, you may use this email to do so. Click on “Complete this action” to send the email.

Special instructions regarding 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, 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 XP. These include:

Arial Microsoft Sans Serif Tahoma
Comic Sans Modern MS Sans Serif Times New Roman
Courier New MS Serif Trebuchet
Franklin Gothic Palatino Linotype Verdana
Georgia Roman Webdings
Lucida Console Script WingDings
Lucida Sans Unicode Symbol  

The following fonts were introduced with Windows Vista and Office 2007/2008; do not use them in your presentation:

Calibri Consolas Segoe Print
Calisto Constantia Segoe Script
Cambria Corbel Segoe UI
Candara Nyala  

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 XP and Microsoft Office 2003 to ensure that slides retain their original look when projected.

Special instructions to Macintosh 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.

Duration for Platform Presentations

We have allotted a total of 15 minutes for your presentation. This includes the questioning period. Therefore, you should plan your presentation so that it will not exceed 12 minutes in order to leave three minutes for questions. We must strictly adhere to our published schedule because these are concurrent sessions and some people will want to move between sessions to hear different specific talks. 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. We strongly recommend that you carefully plan and rehearse your presentation to ensure that you will stay within this time limit. Thank you in advance for your consideration of our 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 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 colorblind people cannot distinguish between the two. Do not use three-dimensional bar charts unless three-dimensional information is being presented.

The best 10-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 recommended.

Posters

All posters must be mounted between 1:00 and 6:00 pm on Saturday 18 July, and remain in place for the duration of the meeting. Posters must be removed by 4:30 pm, Tuesday 21 July, or they will be discarded.

Three poster sessions, with approximately one-third of the posters in each, will be held in Exhibit Hall C, on the second floor of the David L. Lawrence Convention Center, as follows:

Poster Session A Sunday, 19 July 7:30 am–9:30 am
Poster Session B Monday, 20 July 7:30 am–9:30 am
Poster Session C Tuesday, 21 July 7:30 am–9:30 am

Poster dimensions must not exceed 45 inches high by 45 inches wide (114.3 centimeters by 114.3 centimeters). Posters MUST be mounted with push pins, which will be provided in the exhibit hall. Poster boards are NOT Velcro compatible. Abstract numbers will be indicated on the poster boards. Please check the itinerary in the program and the meeting newsletter for updates.

Posters should include the title of the abstract and the name(s) and affiliation(s) of the author(s). Charts, drawings, slides, and illustrations may be similar to those used in making slides, but with bolder, heavier figures. They should be readable from distances of 4 feet or more. Color may be used to add emphasis. Keep illustrative material simple. Hand-lettered material should contain appropriate heavy lettering at least 3/8" high. Please use large type for all text. When feasible, use graphs to demonstrate qualitative relationships and tables for presenting precise numerical values. If possible, photographs should be on matte, not glossy, paper. Brief “Introduction” and “Conclusions” sections are helpful.