IPS ASP Chicago 2016

PRESENTER AND CHAIR GUIDELINES

If you have received confirmation from the program committee that your abstract was accepted, then it’s time to start thinking about your presentation.  Whether it’s an oral presentation or a poster presentation, we ask that you follow the guidelines below to ensure everything goes smoothly when you are ready to address your audience at the Congress. If you are giving an oral presentation then you might have been assigned to chair the session you are speaking in. Please check to see if you will be chairing your session, and if you are, please read the instructions about the role of a session chair below.

Quick Links

Oral Presentations | Chairing a Session | Poster Presentations

Oral Presentations

Preparing your slides
Oral presentations are often accompanied with associated projected content created on software such as Microsoft PowerPoint or Apple Keynote.  At this Congress, presentations will be given using a MacBook Pro i7 laptop equipped with both PowerPoint and Keynote.  Presentations created on PCs or Macs should work on this equipment if created using the specifications here.

  • Presentation slides should be in 16:9 format
  • Any video files should be embedded rather than as separate files

ASP has a document on effective presentations that you can access here: https://www.asp.org/education/EffectivePresentations.pdf

At Navy Pier, there will be a presentation testing room in which you can ensure your presentation works with the venue’s equipment. We highly recommend you “test” your presentation in advance of your scheduled talk in the speakers’ prep room (room 329).

Giving your presentation
Check the conference schedule to find out when you are speaking and in what room. You should also look to see if you are chairing the session you are speaking in (if so, please see below for the instructions on chairing a session).

You will be able to load your talk onto the computer in the room where you will give your talk during any of the breaks throughout the conference (i.e. you can load your talk onto the laptop well in advance of the day you will give your talk, and we encourage you to do so). To do this, go to the room when you will be speaking, find the folder on the computer with the date that you are speaking, and copy your files into the subfolder titled with your session number/name.

In advance of your presentation, you can also test out your slides in the speakers’ preparation room (room 329).

On the day of your talk, go to the room 10 minutes in advance of the start of your session. Introduce yourself to the person chairing your session.

Make sure you know where the equipment is, and how it works, including pointers, microphones, projectors, and computers. If you encounter a technical problem, please tell the person chairing your session and reach out to a member of the local host volunteer team (Anne Kwiatt, who you can find at the Registration Desk, is coordinating the volunteers) or a member of the Absolute Productions technical staff.

When you are speaking, make sure you pay attention to your session chair as they will hold up time cards to let you know how long you have left to speak and when your time is up. We encourage you to allow 2 minutes for questions at the end of your talk.  The session chair will select questions for you.

Chairing a Session

Thank you for volunteering to chair a session at IPS/ ASP. Session chairs play a crucial role in ensuring that sessions run to time, which is particularly important for a large meeting like this with multiple parallel sessions.

Just before the session
Go to the room 10 minutes in advance of the start of your session. Make sure you know where the equipment is, and how it works, including pointers, microphones, projectors, and computers.

If you encounter a technical problem, please reach out to a member of the local host volunteer team (Anne Kwiatt, who you can find at the Registration Desk, is coordinating the volunteers) or a member of the Absolute Productions technical staff.

Check whether you are expected to give any housekeeping messages

Find the speakers in the room (if they are there), introduce yourself, find out how they prefer to be addressed and check how to pronounce their names.

Let the speakers know how you plan to run the session. Remind them how much time they have to speak. Encourage them to finish in time for questions (i.e., with at least 2 mins to spare). Tell them how you will let them know their time is up. Warn the speakers that you will move on to the next talk without questions if they run over time. Tell them that you will allow them to introduce their own presentation. Time cards will be provided by the local hosts so you can announce how long is left in a speaker’s slot (5 minutes, 3 minutes, 1 minute and ‘time’s up’).

Note: some sessions are scheduled such that they are interrupted by a coffee break. Ensure that you keep on schedule and stop for the break. Encourage people to return to the room promptly so that the session can resume on time after the break.  

Open the session
Begin the session promptly; introduce the session title and introduce yourself; and move straight on to the first presentation.

During the session
Introduce each speaker by name

Remind them of how you will let them know their time is up.

Remember that some speakers will be nervous. Encourage them, and remember to thank them afterwards.

Allow speakers to introduce their own presentation (many speakers will expect to do this and doing this for them can lead to confusion).

If a talk is cancelled, or ends early, resist the temptation to begin the next talk. Instead, ask if there are further questions or discussion points, and take a break until it is time for the next talk.

During each presentation
Listen attentively. Don’t fidget, or yawn.

Time each presentation carefully. Write down the start and end time. Don’t let talks over-run.

The conference organizers will provide brightly colored time signs in each room (5 minutes, 3 minutes, 1 minute and ‘time’s up’). Hold these up at the right time to communicate how much time is left to the speaker. Some speakers may not notice signs but standing up will tell them that they should finish. If that doesn’t work, then walk towards them.

At the end of each presentation
Thank the speaker publicly. You may wish to congratulate them privately on their talk, too.

It is your role to select questioners. This allows you to keep the session to time and ensure that the discussion is inclusive.

Be prepared to step in if the speaker and questioner are getting into a long-winded, technical discussion.

To take questions, stand to the side of the podium and scan the audience for questions.

If multiple people raise their hands, make eye contact with each and nod discreetly so they know you have seen them.

Try to ensure that all speakers get at least one comment or question (unless the speaker has used all their time). Prepare your own question for each speaker, in case there are none from the floor (“what will you do next?” is a good generic question).

If there are questions from the floor, then save your own question(s) for later.

Prevent questioners from dominating, intimidating, or patronizing speakers by politely asking them to come to the point.

Ensure that all audience members have an opportunity to ask questions if they wish to. Prioritise early career researchers – more established primatologists will get their chance later.

If there is no time for questions, stay on schedule by saying that the speaker will be happy to take questions at the break.

At the end of the session
Thank all the speakers again.

Poster Presentations

Preparing your poster
Posters will be tacked to individual poster boards (we will provide the push pins) that will measure 4 feet tall by 8 feet wide (121cm x 243cm).  Your poster must not exceed the dimensions of the board.  In general, posters are of the following dimensions:

  • Landscape format (not portrait)
  • Width: 48 inches (121.9cm)
  • Height: 36 inches (91.4cm)

Posters can be created using a variety of software packages but most commonly are created in Microsoft PowerPoint, Adobe Illustrator or InDesign.

Ensure that fonts are large enough to be read when printed.  The main text should likely not be less than 24 pt.  Photos should be at least 150 dpi in resolution.

You may choose to have 8x11 (A4) printouts of your poster for distribution, but this is not required.

OFFICIAL POSTER PRINTER OF THE 2016 IPS/ASP JOINT MEETING: MakeSigns.com
MakeSigns.com is the official Poster Printer for the 2016 IPS/ASP Joint Meeting.  Click here for more information

Presenting your poster
Find out what day you are presenting your poster (there are three poster sessions, on Tuesday, Wednesday, and Thursday evening from 7pm – 9pm). All poster sessions will be held in the Exhibition Hall.

You may hang your poster any time from 9:30am on the day you will be giving your poster presentation. Please hang your poster on the poster board with your assigned poster number so that conference attendees can find your poster. Pins will be provided on the poster boards. If you cannot find enough pins, please ask for more from the Registration Desk.

Show up promptly for the poster session at 7pm and stand by your poster to answer questions from conference attendees about your poster and research.

At the end of the poster session, please remove your poster. Please leave the pins on the poster board for the next presenter to use. If you leave your poster on the poster board at the end of the evening, conference organizers will remove your poster the following morning. If you wish to retrieve your poster, you may collect it from the Registration Desk at any time during the remainder of the conference. Any posters left at the end of the conference (i.e. after 6:30pm on Friday August 26th) will be thrown away.

 


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