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Presentations

All plenary talks, symposia, and platform sessions will be held in the meeting rooms on the second floor of the Oregon Convention Center. Plenary sessions will be held in Portland Ballroom 251each day of the meeting; minisymposia will be held in Ballrooms 252, 253, 254, 255, and 256 on Monday, Tuesday, and Wednesday (five concurrent sessions each day); and platform sessions will be held in Ballrooms 251, 252, 253, 254, 255, and 256 on Monday, Tuesday, and Wednesday (six concurrent sessions during each period). Please check the Schedule of Events for start times.

Plenary, Symposium, and Platform Presentations

Upon arrival at the Oregon Convention Center, all speakers should review their presentations in the Slide Preview Room, located in Meeting Room D134. 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:

Sunday, 31 July Noon–7:00 pm
Monday, 1 August 7:30 am–5:00 pm
Tuesday, 2 August 7:30 am–5:00 pm
Wednesday, 3 August 7:30 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 PowerPoint 2007 in Windows XP.
  3. Individual laptops may not be connected to the projectors in the session rooms.
  4. All presentations must be uploaded (see instructions under UPLOAD) by Friday 15 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 up to 24 hours prior to the scheduled session.

UPLOAD: (Read all instructions before beginning the upload process)

Please be sure to name your presentation file in the following format: "P(Your Presentation Number)-(Your Last Name)," (e.g., P28-Smith). Your presentation number can be found in your presentation notification email.

  1. Follow the link in the “request for presentation” email sent to you or go to http://submit.ssrabstracts.org and 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 quantity (number) and type/s of Presentation Files you will be uploading—usually just one PowerPoint file. If movies are embedded in your presentation, please include the movie(s) as separate files to ensure smooth running during your presentation. Click “Save/Continue.”
  5. Browse for the presentation file(s) on your computer. Click “Save/Continue.”
    Be patient. If large image files are embedded, the upload may take some time. 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.
  6. When the file/s have been successfully uploaded, click on “Return to Previous Queue.”
  7. Select the action “Notify Staff—Presentation Files Uploaded”; the next screen will be an email notification to Staff that your presentation has been uploaded. If you need to tell staff something about your presentation, use this email to do so. Click “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 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 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 2007 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 of Platform Presentations

Your entire presentation is limited to 15 minutes. This includes the questioning period. You should plan your presentation not to 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, 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 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 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 colorblind people 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

All posters must be mounted between 9:00 am and 3:00 pm on Sunday, 31 July, and remain in place until 11:30 am, Wednesday, 3 August. Posters must be removed before noon, Wednesday, 3 August, or they will be discarded.

Three poster sessions, with approximately one-third of the posters presented in each, will be held in Exhibit Hall D, on the first floor of the Oregon Convention Center, as follows:

Poster Session A Monday, 1 August 8:00 am–10:00 am
Poster Session B Tuesday, 2 August 8:00 am–10:00 am
Poster Session C Wednesday, 3 August 8:00 am–10:00 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 exhibit hall. Abstract numbers will be indicated on the poster boards.

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.