Annual Meeting

Presentation Instructions



Types of Presentations at SSR 2019 Annual Meeting

  • Invited Talks:Speakers invited to present in a session.
  • Oral Presentation:Presenters whose abstracts have been selected for a 15-minute platform presentation in a session or for the Trainee Research Award—Platform Competition. 
  • Flash Talks:Presenters whose abstracts have been selected for a 2-minute presentation will also prepare a Poster for the regular poster session.
  • Posters:Presenters whose abstracts have been selected for poster presentation in a poster session.


Slide Presentations Guidelines

Speakers for Invited Talks, Oral Presentations and Flash Talks will be able to upload their slides to the SSR Abstract Submission Site (OpenWater).  You will need to log back into your account using the same credentials you submitted your abstract with.  Once on the site, you will see the following notice on the top of the page.  Click on “Click to continue” to submit your slides. 

 
The presenter must name the file:  Last Name_First Name_Presentation Day _Session Number.  (i.e Smith_John_Friday_Session 1).  If you have any issues, please contact administrator@ssr.org for help.

 

Deadline to upload presentations is July 5th, 2019. You will receive an email confirmation from OpenWater to confirm receipt of presentation. Presentations not uploaded by July 5th must be uploaded at the meeting in the Speaker Ready Room.

Upon arrival at the, please pick up your registration materials and proceed to the Speaker Ready Room where all invited speakers, oral talk presenters, and flash talk presenters are required to check in and review or upload their presentations. This room will have computers and trained personnel available for assistance should technical difficulties arise. All session rooms will have Master PCs.​ Individual laptops may not be connected at the podiums in the session rooms. Presentations must be reviewed onsite and may be modified in the Speaker Ready 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.


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 Focus Session Talk: Your entire presentation is limited to 30 minutes. This includes the questioning period. Plan your presentation not to exceed 25 minutes in order to leave 5 minutes or more for questions.

Oral Presentation
: 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. 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.

Flash Talk: Your entire presentation is limited to 2 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 instructions; remember this Poster Flash Talk presentation is in addition to your regular Poster Session presentation. 



Flash talk Guidelines

SSR 2-Minute Poster Flash Talk—2019 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 2-minute clock will begin when your first slide is projected, and only 2 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 

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 2-minute clock will begin.
  3. 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. 

 

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.

 

Poster Presentation Guidelines

 

Poster Presentations Sessions

Poster sessions will be held in the San Jose Convention Center.   Poster numbers will be indicated on the poster boards; there will be two posters on each side of the poster boards. All posters will be on display the entire meeting. You are required to present during the session time indicated in your presentation notification.  All posters must be mounted by Thursday, July 18th, between noon and 6:00 PM, and must remain in place through 10:00 AM on Sunday, July 21st.  Please remove your posters at the conclusion of Poster Session C.  Posters still in place by 11:00 AM 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 Printing

The UPS Store is located within the San Jose McEnery Convention Center and can print posters up to 42” x 44”.  The price is the same whether you prefer to print on heavy bond paper or light weight canvas.  To receive the discounted price of $8.00 per square foot, your artwork is due by Monday, July 15.  After that date, the price increases to $12.00 per square foot.  In addition, you need to order directly with the store by emailing your order to store6722@theupsstore.com.  The online portal does not offer the SSR discount. For further information please call 408-792-4168.

 

Poster Shipping

If you are shipping your poster, please ship it to your attention to the hotel where you are staying. Please include your full name and SSR Annual Meeting in the shipping label.  DO NOT MAIL POSTERS TO THE CONVENTION CENTER.