In-person Oral Presenter Guidelines
All in-person speakers (including plenary, concurrent and workshop speakers) must check in at the Speaker Ready Room, located on the ground level of the SEC in the Etive Meeting Room, the day before their presentation to upload and preview their talk. Technicians will be available to assist speakers.
- Platform talks are selected by the program committee and organizers after carefully reviewing submitted abstracts in a given topic. Platform talks are a total of 11 minutes (9 minute presentation followed by 2 minutes of Q&A and then 1 minute for transition between speakers).
- Invited speaker presentations are a total of 29 minutes, (25 minute presentation, 4 minutes for q&a and one minute for speaker transition).
- Keynote address is a total of (60 minutes, 3 minutes for an introduction, 45 minutes for the talk and 12 minutes for Q&A.
- Workshop presenters varying length of presenations. Workshop organizers will contact speakers regarding the schedule. Presentations need to be uploaded in the Speaker Ready Room.
- Projection will be 16:9 format.
- Computers in room are PC’s. MACs will not be available, please consider this when making your presentation.
- Presenters will use the computer mouse, not a laser pointer, so that remote attendees will be able to see which part of your presentation you are referrencing.
- File name: Your presentation file should be labeled with the following information: time, weekday, room, surname for example: 1400 wed Boisdale Clark
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 any last minute instructions.
The Speaker Ready Room, located in Etive Meeting Room on the ground level of the SEC, will be open at the following times:
- Saturday, June 24: 4:00 p.m.–9:00 p.m.
- Sunday, June 25: 7:30 a.m.–6:00 p.m.
- Monday, June 26: 7:30 a.m.–6:00 p.m.
- Tuesday, June 27: 7:30 a.m.–6:00 p.m.
- Wednesday, June 28: 7:30 a.m.–11:00 a.m.
Meeting rooms will be equipped with a PC running Windows 10 using PowerPoint 365. Mac computers will not be provided in any of the session rooms. When you arrive in the meeting room to present your talk, your file will already be uploaded to the computer. The podium will be equipped with a clicker to enable the speaker to move the presentation forward from the podium. Simply launch your presentation from the podium and then use the computer mouse to move about the screen.
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. Presenters should NOT change any settings on the presentation computer in the meeting room as that may impact the online audience and session recordings.
To keep the session on time and allow people to move between concurrent sessions, the session chair may alert you as follows:
- After 9 minutes, “2 minutes remain, start Q&A”
- After 10 minutes and 30 seconds, “30 seconds remain, wrap up”
- After 11 minutes, “STOP”
Preparing Effective Oral Presentations
Projection will be 16:9 format. We encourage presenters to use color blind-friendly palettes and accessible fonts. An online tool such as Coblis will help you prepare posters that are more accessible to all.
- Keep visuals clear and easy to read. Embed your fonts. SIMPLE graphs, charts and diagrams are much more meaningful to an audience than complex cluttered ones.
- Avoid using too many patterns and graphics in one frame.
- Use a minimum of words for text and title frames. Five to six lines per frame and five to seven words per line are the maximum-fewer is better.
- Use upper and lower case lettering, which is more legible than all capital letters.
- Vary the size of lettering to emphasize headings and subheadings, but avoid using more than three sizes per frame.
- Select sans serif type (example: Arial) which projects better and is easier to read than serif type.
- Maintain the same or similar type sized from frame to frame, even if some frames have less copy than others.
- Keep all type horizontal, even in charts.
- Consider color with care. A dark background with highly contrasting text and graphics is most readable. Cool colors (example: deep blue, turquoise, purple) appear to recede and make white or light colored text more readable. Do not use red for text; it is extremely difficult to read.
- Highlight your main point or heading with a dominant color (example: yellow for the heading, white for body text). Avoid the use of intensely bright or saturated colors that compete with the text.
- Maintain a consistent color scheme. Use no more than six colors throughout your presentation.
- Select backgrounds to enhance your text or graphics.
- Remember the basics of good design: Plan a template. Use colors consistently with light fonts on a dark background. Keep text clear and easy to read.
Question and Answer
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. All participants will also be able to leave a question for speakers 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.
You will use the computer at the podium for your presentation. You will not be able to use your own computer.
Privacy and Recordings
All oral presentations will be available for registered attendees to view online until July 19, 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.