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Information for Presenters 

 

ORAL & POSTER PRESENTATION INSTRUCTIONS

 

 

  • POSTER PRESENTATIONS

In order to efficiently communicate the results of your research to the viewers, you are kindly requested to devote considerable effort in the design of your poster.  Please pay attention to details by carefully following the instructions outlined below:

IMPORTANT INFORMATION

Sample of Poster

 

EQUIPMENT FOR POSTER DISPLAY

  • A large display board giving a display area of approximately 900mm wide x 1200mm high will be provided for your poster display.  Please refer to the above diagram. 
  • Please note that individual pieces of paper should be pre-mounted onto one large piece of paper or card. 
  • The poster display boards are Velcro compatible and Velcro fixers will be provided to all poster presenters at the Conference.  Staff will be available to assist you
  • A header panel with your poster number will be provided and will only be visible on the morning your poster is due to go up.  Please ensure that your poster title and authors as stated on the submitted abstract are printed on your poster
  • Please refer to the Final Program book that you will receive upon arrival at the Congress for the poster board number assigned to you.
  • Please use the board with the same number.

CONTENT

  • Make your title short to summarise the message of the research
  • Do not include references unless it is imperative

LAYOUT

  • Try to avoid using several A4 sheets. Please note that individual pieces of paper should be pre-mounted onto one large piece of paper or card. 
  • The reading order of the a poster should be down columns, rather than across rows
  • Use just one or two colours on a plain coloured background
  • Put the conclusions in a prominent panel (preferably at the bottom of the poster)
  • Watermarks in the middle of a poster tend to distract
  • Do not justify the column text if there are few words to a line
  • Be selective in your use of bullet points, perhaps only in the conclusion

FONT

  • Poster body text must be readable from 2 metres (with possible exception of references) and the title from 4-5 metres
  • Mostly avoid capital letters except at the beginning of sentences and proper nouns
  • Use a black sans serif font eg Arial or Gill Sans throughout
  • Do not underline anything
  • Use a bolder, larger typeface for the main titles and headings.  It can be effective to use a different typeface for headings and subheadings
  • To emphasize body text, use a bold or italic font

AND FINALLY

  • Check the draft of your poster very carefully to ensure that there are no typographical or style errors. 
  • Use matt (non reflective) encapsulation to protect the poster

We would like to thank you for your valuable contribution to this Conference.

Please do not hesitate to contact the Laryngology Conference Secretariat at the address below should you require any assistance before or during the congress.

DISPLAY, INSTALLATION, PRESENTATION AND REMOVAL TIMES

  • Each posters will be on display for the duration of the conference ie Monday, 20 June – Wednesday, 22 June
  • Poster presenters should refer to the list of poster presentations in the programme for their board numbers.
  • Poster presenters are requested to be present at their designated poster board(s) during all official  breaks to answer questions.
  • Your poster can be mounted from 09:00 – 10:15 on Monday, 20 June. Please remove your poster on Wednesday, 22 June, between 11:30 – 13.30. The Organising Committee will not be responsible for posters that are not removed by the stated time on Wednesday, 22 June.

 

  • ORAL PRESENTATIONS

The Speakers’ Ready Room is located in Committee Room 3 and this will be clearly signposted .  We are keen to ensure smooth transition between presenters and wish to avoid presenters using their own laptops at the lectern as this sometimes causes delays between presentations.

If using a Powerpoint (or any other computer) presentation, please note you need to bring it on a CD, a DVD or on a “disk on key” Memory stick (using the USB port in the computer) and load it on one of the conferences’ computers in the Speakers’ Ready Room,  at least 2 hours before the start of the session.  You may supply your own laptop computer as a back-up.

If combining video films with PowerPoint, please make sure to check it in the Session Hall where your lecture is taking place, during a coffee or lunch break prior to your session, at least 30 minutes before the start of the session – even after checking it in the Speakers’  Ready Room.

Please note that the conferences’ computers in the Session Halls are being supplied with Windows XP and Office 2007.

IMPORTANT NOTE FOR MACINTOSH USERS

In order to use MAC presentations on a PC compatible computer please note that you need to prepare it according to the instructions below, before bringing it to the Speakers’ Ready Room:

  1. Use a common font, such as Arial, Times, New Roman, Verdana, etc (special fonts might be changed to a default font on a PowerPoint based PC).
  2. Insert pictures as JPG files (and not TIF, PNG or PICT – these images will not be visible on a PowerPoint based PC).
  3. Use a common movie format, such as AVI, MPG and WMV (MOV files from Quick Time will not be visible on a PowerPoint based PC)

You may use your own Macintosh laptop computer as a back up.  In such a case please confirm that it has a VGA socket for external signal and come to check it first in the Speakers’ Ready Room as soon as you arrive and later on in the Session Hall where your lecture is taking place during the coffee or lunch break prior to your session, at least 30 minutes before the start of the session

Please note that VHS Video Projection, 35 mm slide projection and overhead projection (projection of transparencies) will NOT be available.

 

GUIDELINES FOR PLANNING YOUR PRESENTATION

The following information is designed to offer guidance to those who will be making a presentation at the Conference.  We appreciate that many of these points will already be familiar to you however we seek your co-operation in reading and ask that you act on them.

Please refer to your acceptance letter for the exact timings for your presentations.  Due to tight programme schedules, session chairpersons have been instructed to interrupt speakers who over run their allocated time.  Please therefore ensure that you plan your presentation carefully.  If you are interrupted, please be understanding of the requirement to keep to time for other presenting colleagues.

All talks must be in English.

Please plan your presentation carefully and co-ordinate each phase of your presentation with your audio-visual aids.  Please select your vocabulary to address as wide an audience as possible and avoid unfamiliar abbreviations or expressions. 

Remember that the three rules of effective presentation are :

  1. Tell them what you are going to say (spend a few moments introducing your topic and what you intend to speak about)
  2. Tell them (deliver your talk including the methods, results and conclusions)
  3. Tell them what you said (summarise the most important points of your presentation)

Please bring a second back up copy of your presentation with you to the Conference.

 

GUIDELINES FOR PRODUCING POWERPOINT PRESENTATIONS FOR ORAL COMMUNICAITON

LAYOUT

  • Keep slides simple and concise – do not present too much information on any one slide
  • As far as possible use just one or two colours on a plain coloured background for maximum impact
  • Put any conclusions/summaries in a prominent panel

FONT

  • Use as large a font as possible and no less than 16 point
  • Avoid capital letters except at the beginning of sentences and proper nouns
  • Avoid underlining
  • Use a bolder, larger typeface for the main titles and headings.  It can be effective to use a different typeface for headings and subheadings
  • To emphasise text, use a bold or italic font