Onsite Procedures

Information on presenting an oral paper
Information on presenting a poster
Information on presiding over an oral session

Oral Presenter Information

Oral Sessions

The presentation times for oral sessions are as follows: Contributed presentations are 15 minutes each, invited talks are 30 minutes and tutorials are 45 minutes. During the last 2-3 minutes of each presentation, there will be a break for questions.

Speaker Preparation Room

To ensure that the program runs smoothly, all speakers are asked to visit the Speaker Preparation Room, located in the Cascade C/D Room in the Rochester Riverside Convention Center, at least 1 hour prior to the start of their session. The Speaker Preparation Room will also allow presenters to test their presentation on the same type of equipment that will be used in technical session rooms.

Hours of Operation

Monday, October 20	12:00 p.m.–5:00 p.m.
Tuesday, October 21	7:00 a.m.–5:00 p.m.
Wednesday, October 22	7:00 a.m.–5:00 p.m.
Thursday, October 23	7:00 a.m.–5:00 p.m.

Speakers will have two options to present their presentations:

Carry their presentation to the meeting on CD-ROM or memory stick and load their presentation onto the PC laptop that will be supplied in each technical session room.
Plug their own laptop into one of the switchers at the podium.

Session Rooms

Each technical session room will be equipped with an LCD projector, screen, PC-compatible laptop with MS Office 2003 and switcher (for connecting your personal laptop). Authors with presentations that are not PC-compatible must bring their own laptop and use the switcher for their presentation.

Speakers Should Also:

* Prepare presentations so they are clearly visible to an audience of 50 to 250 people.
* Report to the registration desk to pick up your badge and meeting materials.
* Check in with the session presider when you reach the session room.
* Ensure that your required audiovisual equipment is in place in the room. Report any problems to the presider.

Poster Presenter Information

Materials Provided Onsite

A 4-ft-high x 8-ft-wide (122 cm x 244 cm) bulletin board, a sign indicating your paper number, and push pins or adhesive tape will be provided. Presenters should display the paper title and authors and affiliations on their posters. Please note that poster papers are not supplied with electricity or audiovisual equipment.

Set-up/Take-Down

Sunday, October 19	Set-up: 3:00 p.m.–6:00 p.m. Take-down: 7:30 p.m.–10:00 p.m.
Wednesday, October 22	Set-up: 10:00 a.m.–12:00 p.m. Take-down: 1:30 p.m.–4:00 p.m.

Suggestions for Poster Presentations

Posters should be readable by viewers 2 meters away. The message should be clear and understandable without oral explanation. The following guidelines have been prepared to help improve the effectiveness of poster communications.

Initial Sketch
Try various styles of data presentation to achieve clarity and simplicity.

Rough Layout
Enlarge your best initial sketch, keeping the dimensions in proportion to the final poster. The rough layout should be full size. Print the title and headlines. Indicate text by horizontal lines. Draw rough graphs and tables. This will give you a good idea of proportions and balance. If you are working with an artist, show the poster layout to your colleagues and ask for comments. This is still an experimental stage.

Balance
The figures and tables should cover slightly more than 50% of the poster area. If you have only a few illustrations, make them large. Do not omit the text, but keep it brief. The poster should be understandable without oral explanation.

Simplicity
Resist the temptation to overload the poster. More material may mean less communication. Prepare a 10 cm high headline strip that runs the full width of the poster. Include the title, authors and affiliations on the strip in letters no less than 2.5 cm high. Post a large, typed copy of your abstract.

Presider Responsibilities

Presider Check-in

We ask all presiders to check in at the Speaker Preparation Room before your session begins to ensure each session has a designated presider. We will have speaker check-in sheets to determine the talks within your session, the order in which they will be given and the name of the person giving the presentation. These lists are to assist you in running an effective session.

Presiders are requested to identify themselves at least 20 minutes before the session begins to the audiovisual personnel for a quick review of equipment and procedures.

Guidelines

Remember to introduce yourself as the presider and announce the session. The total amount of time allotted for each paper will be listed in the program. Tutorial presentations are allowed 45 minutes. Invited talks are allowed 25 minutes for presentation and 5 minutes for discussion. Contributed talks are allowed 12 minutes for presentation and 3 minutes for discussion. A 60-minute mechanical timer will be available for your use. We recommend that the timer be set 2 minutes prior to the end of the presentation time in order to provide a warning to wrap up the talk and start the discussion period. Notify the authors of this warning system. It is also important to remind the speaker to repeat the questions asked from the audience.

Maintaining the scheduled timing of papers is very important. In cases where the paper is withdrawn or the speaker does not show, use the time for an extended question period for authors of previously presented papers or call a break. PLEASE DO NOT START TALKS EARLIER THAN THEY ARE SCHEDULED. All requests to modify the program schedule should be directed to the program chair.

Important notice: Due to licensing restrictions, the use of music in presentations, including video presentations, is prohibited. If a speaker uses music during his/her presentation, please inform Meeting Management immediately.