In-person Oral Presenter Guidelines

The following instructions are only for Platform Presentations given in person. If you have been confirmed to be present online, please visit the Online Platform Presenter Guidelines.

Please note: All in-person oral presenters must visit the Speaker Ready Room to upload and test their presentation the day BEFORE their talk. The Speaker Ready Room is located in Sheraton Ballroom 1 on level 4.

There are three main types of oral presentations:

• Plenary talks are given by invited speakers for a total of 25 minutes, which includes up to five minutes of Q&A.
• Platform talks are selected by session chairs after careful review of submitted abstracts in a given topic. Platform talks are a total of 15 minutes (12-minute presentation followed by 3 minutes of Q&A).
• Special presentations include the Keynote address (60 minutes total, including Q&A) and the Larry Sandler Award Lecture (30 minutes total, including Q&A).

All in-person speakers (other than workshop speakers) must check in at the Speaker Ready Room (Sheraton Ballroom 1 on level 4) the day before their presentation to upload and test their talk. Bring your talk on a flash drive in any format other than a PDF. You will be able to test the equipment, view your slides, and run through your presentation if necessary. Technical support will be there to help you with any challenges. On the day of their presentation, speakers should arrive at the meeting room (see the schedule of events to find out where your presentation room is) 30 minutes prior to the beginning of their session to check in with the session chair and for up-to-date instructions. You will not be able to upload your talk in the meeting room. Please note that all speakers, regardless of their format (in-person or virtual) will receive a zoom link for the session. In-person presenters can ignore that automated information. Your slides will be available in the session room after you visit the Speaker Ready Room. Presenters should NOT change any settings on the presentation computer in the meeting room as that may impact the online audience and session recordings.

The speaker ready room will be open at the following times:

• Wednesday,  March 1: 1:00 p.m.–5:00 p.m.
• Thursday, March 2: 8:00 a.m.–4:00 p.m.
• Friday, March 3: 8:00 a.m.–4:00 p.m.
• Saturday, March 4: 8:00 a.m.–4:00 p.m.

Timing

To keep the session on time and allow people to move between concurrent platform sessions, the session chair may alert you as follows:

• After 12 minutes, “3 minutes remain, start Q&A”
• After 14 minutes and 30 seconds, “30 seconds remain, wrap up”
• After 15 minutes, “STOP”

Answering questions

Your session chair will select and read attendee questions that are submitted in the Q&A window as well as questions posed by the in-person audience. Remember to check your talk in the app as people may leave you a question there as well.

Contacting live technical support

Technical support will be monitoring your presentation from the speaker ready room. There will also be a large help button on the podium that you can hit if you run into a problem.

Health and Safety

Masks should be worn at all times when inside the conference center. Presenters can remove their mask during their talk. Hand sanitizer will be available on stage for you to access when leaving the stage after your talk. For more information on health and safety policies at the meeting, please check our Conference Policies.

Talk Length

• Plenary – 25 minutes total which can include up to 5 minutes for Q&A.
• Platform – 12 minutes plus an additional three minutes for Q&A.
• Special Talks – Keynote address (60 minutes total, including Q&A) and the Larry Sandler Award Lecture (30 minutes total, including Q&A)

Presentation Day and Time

You can look up your presentation time on the Author Abstract Assignments page. All presentation times are shown in Central Time. You should be prepared to present your talk at any time during your session. If a presenter that precedes you is unable to present, the session chair may decide to move your talk to an earlier time within the session.

Registration

You must register for the conference by January 17 to confirm your participation.

Recordings

All oral presentations will be recorded and made available to registrants through April 6, 2023.

Device

You will use the computer at the podium for your presentation. You will not be able to use your own computer.

File Format

Please use any presentation file format, except .pdf, to upload your presentation in the Speaker Ready Room. We do not accept PDFs of presentations because it presents challenges with the live recording on Zoom.

Q&A

Q&A will be handled two ways. There will be audience microphones for the in-person attendees to ask questions. Those who are participating online will be able to post a question in the Zoom Q&A. The session chair will select questions from the Q&A and in-person audience as time allows. All participants will also be able to leave a question for you in the Conference App, so be sure to check your listing on the app to see if there are questions for you after your session.

Privacy and Recordings

All oral presentations will be available for registered attendees to view online until April 6, 2023. Sharing of results without permission is a violation of the Code of Conduct, but you should be aware that we cannot monitor whether online attendees take photographs, screenshots, audio recordings, or video recordings during your presentation.

Code of Conduct

All registrants agree to abide by the GSA Conferences Code of Conduct. Our Code of Conduct was established to communicate a transparent set of standards and guidelines for acceptable behavior at GSA Conferences and to provide a positive, safe, and welcoming environment for all attendees. Note that all sessions will be moderated and actively monitored for disruptive behavior. Any attendees disrupting the session in person or online will be removed.

 

Plenary Presenter Guidelines

Plenary presentations should follow the guidelines listed above.

Plenary speakers will have a rehearsal in the Sheraton/Chicago Ballroom at the following times:

• Opening Ceremony (Keynote, Larry Sandler) – Wednesday, March 1, 4:00 p.m.
• Plenary Session I – Wednesday, March 1, 4:30 p.m.
• Plenary Session II – Wednesday, March 1, 5:00 p.m.
• Closing Plenary – Saturday, March 4, 12:15 p.m.