Guidelines for Poster Presentations
The objective of the poster session is to give presenters the opportunity to share their work and gain feedback on a one-to-one basis from conference participants. Our goal is to provide a high quality poster session that is comparable to oral sessions in terms of presentation quality.
Please take note of the following guidelines while preparing your posters:
- 1. Posters will be placed on free-standing poster boards measuring 240 cm (8 ft) wide X 120 cm (4 ft) high. Total space available for a poster: approximately 120 cm x 120 cm (half of each side). There will be four posters on a poster board, two on the front side and two on the back side of each poster board.
- 2. Your poster should be labeled and laid out in a clear and logical format to effectively communicate the results of your work. Posters will typically be read from 1 m away, hence, the text and graphics used should be able to be read from at least this distance. We suggest that written materials displayed on the panels should be no less than 24 point bold lettering. Keep in mind that capital and lower-case lettering is easier to read than all caps.
- 3. Posters must be attached using Velcro (adhesive, male - rough side). Velcro will be provided at the poster session. Make sure that you have enough to hold up your poster (depending upon the weight of the poster materials you used). No exceptions will be made.
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4. It is strongly recommended that posters be made ready for display prior to the opening poster session at 10:10 on Wednesday October 28. Please note these dates and times:
- Poster Setup: Wednesday, October 28, 7:00 - 9:40
- Poster Session: Wednesday, October 28, 10:10 - 11:45 and 13:20 - 16:30.
- Note: all poster presenters must be present at their posters during the formal Poster Session from 13:30-16:30.
- Poster breakdown: Poster materials must be removed at 16:30 on Wednesday October 28 at the conclusion of the poster session. Posters that have not been removed at that time will be discarded.
Should you have any additional questions, please do not hesitate to contact the Conference Coordinator, Lee-Ann Choy, prc@hawaiibiz.rr.com, 808-864-9812.
Guidelines for Oral Presentations
General Guidelines
These guidelines have been developed in order to assure that your presentation goes exactly as planned with no technical difficulties.
- Plenary speaker: presentations are scheduled for 45 minute time blocks. Each presenter is limited to 40 minutes plus 5 minutes for questions and transitions to the next speaker. Note that due to the tight schedule you will not be able to extend your time should you have technical problems during your talk, so be prepared to give your presentation directly from your notes.
- Keynote speaker: presentations are scheduled for 30 minutes. Each presenter is limited to 25 minutes plus 5 minutes for questions and transitions to the main program at the end of the keynote address. Note that due to the tight schedule you will not be able to extend your time should you have technical problems during your talk, so be prepared to give your presentation directly from your notes.
- Symposia speaker: presentations are scheduled in 20 minute time blocks. Each presentation is limited to 18 minutes plus 2 minutes for questions and to transition to the next speaker. Note that due to the tight schedule you will not be able to extend your time should you have technical problems during your talk, so be prepared to give your presentation directly from your notes.
- Oral speaker: presentations are scheduled in 12 minute time blocks, Each presentation is limited to 10 minutes plus 2 minutes for questions and transition to the next speaker. Note that due to the tight schedule you will not be able to extend your time should you have technical problems during your talk, so be prepared to give your presentation directly from your notes.
- You may not change the time or venue for your presentation. This is to ensure that attendees can choose which presentations they want to attend. Any official changes in the program will be posted daily so please check to ensure that your scheduled presentation is current.
- All PowerPoint presentations will be run on computers which will be will running Windows XP Professional and at minimum Microsoft Office 2003. Presenters are strongly discouraged from asking to connect their own computers. There will be no Macintosh computers available. There will be no exceptions. If you cannot create your presentation on this same version of Windows, please test it using this version before submitting it.
- Prepare your presentation on a single PowerPoint file to run on an IBM-compatible computer with Microsoft Office XP (or more recent version). This program will run PowerPoint 2003 and all earlier versions of PowerPoint. Save your file as a normal PowerPoint file (.ppt). Do not save your file as a PowerPoint Show (.pps) file.
- Avoid using imbedded audio or video if possible. If you do imbed audio or video, please inform the Presentation Coordinator and Volunteers at the time you give them your presentation in order to assure that the audio and video are linked when transferred to the computers.
- Please label your PowerPoint presentation file "presentation code_your last name.ppt". Example: A-1_Smith.ppt, or O-23_Nishida.ppt
- All presentations should be submitted online at www.yousendit.com, with copy to Joshua.Kubojiri@ars.usda.gov. Make sure it has a .ppt extension and not .pps. Deadline for online submission will be not later than October 22, 2009. Bring your presentation to the conference on a USB media storage device as a backup. Presentations should under no circumstances be submitted after 9:00 on Tues Oct 27. Late submitters must submit their presentations at the time of registration.
- The Presentation Coordinator will be collecting presentations during registration. After you submit your presentation, it will be considered final and no uploading of revised versions will be allowed.
Meeting rooms will be set up with a podium, podium microphone, screen, laser pointer, LCD projector and a computer loaded with the PowerPoint presentations for that session.
Tips for Preparing and Making Oral Presentations
Producing PowerPoint Graphics
Remember to keep your visual aids simple. Try to convey only one idea per table, figure, or title slide. Slides should be readable to the unaided eye. Keep text on slides restricted to 6 lines.
BIG IS BEAUTIFUL and easy to read when speaking in a large room. Use 24 point font or larger. Also remember to use appropriate colors for type and backgrounds. Color combinations with pleasing contrasts are preferable. Do not use colors or images that you have never tested before in an actual presentation (i.e., don't assume that what you see on your computer will be what the audiences sees on the projected screen).
Presentation
Use Arial or Times New Roman fonts for all slides. This is to prevent problems with incorrect font/character substitutions that occur when presentations are prepared in fonts not available on the conference computers. Remember to keep your presentation simple so as to avoid hardware and software conflicts.
Tailor your presentation to the audience as precisely as you can
The conference is attended by resource managers, scientists, educators, students, policymakers and the general public. Scientific terms and acronyms specific to your discipline should either be avoided or explained in detail during your presentation.
At the Conference
Check in with your session moderator at least 15 minutes before the commencement of your session. We strongly suggest that you meet with your session moderator and presentation volunteers and become familiar with the room prior to giving your presentation. A presentation volunteer will open and close your presentation for you; however, you will be advancing your own slides. When presenting, you will be stationed at a podium with a laptop for you to view your presentation, while a projector will simultaneously project your slides.
We strongly encourage you to print a hard copy of your presentation in the event of technical difficulties.
All symposia oral presentations are limited to 18 minutes plus 2 minutes for questions. Under no circumstances may your presentation last longer than 18 minutes. The moderator will be aggressive in monitoring times. Please respect that. The 2 minute question period also allows people time to move between session rooms. Oral session will be 10 minutes plus 2 minutes for questions and transitions.