Speaker Information

Oral presentations are an integral part of the educational program. Oral presenters selected from abstracts or organized sessions will be asked to prepare their presentation with the following information in mind. Should you have any questions about the following speaker instructions, please contact Beth Miller-Tipton at bmt@ufl.edu or 352-392-5930.

Speaker Timing

STANDARD FORMAT: Presenters giving talks in standard format sessions each receive 20 minutes (17 minutes per talk plus 3 minutes Q&A), with speakers using PowerPoint slides to display graphics emphasizing key elements, supporting details and in-depth information.

TED-STYLE: If you are speaking in a Ted-style session, you are allotted 10 minutes for a presentation (7-minute talks with three minutes of Q&A). Be sure to build in a few minutes at the end of your presentation to allow for questions and discussion. Because time is very short, moderators will enforce the time limit. Please prepare your PowerPoint presentation accordingly.

PANEL SESSIONS: If you are a panelist in a panel session, contact your session organizer to confirm the presentation/discussion format they plan to use for your specific session.

Plenary speakers will receive individual instructions for their presentations.

Speaker Registration

All presenters must register for the conference and pay the applicable fee by February 26, 2016 in order to confirm their participation as a presenter, and to have their abstract published in the Conference Book of Abstracts. If your talk will be given by a colleague, please inform Beth Miller-Tipton by email at bmt@ufl.edu immediately so that your presentation may be confirmed.

Note: Registration is required in order to secure a space in the program. 

Speaker Cancellation

In the event a situation arises that would prevent you from honoring your commitment, we trust that speakers will alert us immediately. If possible, we ask that presenters use diligent efforts to help us to locate a qualified substitute thereby preventing the program from being compromised.

Presentation, Equipment, Instructions & Preparation

Knowing the audiovisual set-up will prevent difficulties with your presentation and contribute significantly to the success of the conference. Concurrent Session Speakers are expected to produce a PowerPoint presentation to accompany their presentations, as a visual reference for the audience. *Note: This does not apply to Panel Sessions that choose not to incorporate PowerPoint presentations.

Equipment Available:

  • PC laptop with Microsoft PowerPoint (2013) Application
  • Computer Projector
  • One podium microphone
  • One lapel microphone
  • A Wireless Remote Control to advance and reverse your slides will be available for all presentations. The moderator will assist speakers with the microphone and an AV Technician will operate the audiovisual equipment.
  • NOTE ABOUT REMOTE CONTROLS: Please ask to see a remote at the AV Download Station so you can practice using the remote and familiarize yourself with the buttons.
  • Internet will not be available for speaker presentations. Sorry, no exceptions.

PowerPoint Presentations

  • Embed graphs or figures into the document as independent objects; do not dynamically link from other programs.
  • Limit file size to 25 MB and less. Photos for slides can be compressed and saved in a lower resolution.
  • Disable any automatic advance timer on your file.
  • When saving your file, use the name of the person who is presenting, e.g. JohnDoe.ppt.
  • We will accept files on jump drives or CDs. Label with your contact information.

Bring Presentations to the Conference Registration 24-Hours Prior to your Talk

  • IMPORTANT: Bring your PowerPoint presentation 24-hours prior to your talk to the conference registration area. Staff will ensure your presentation loads and projects correctly, and familiarize you with the equipment (Tuesday presenters: please bring your file or email to us to us on Monday afternoon or first thing Tuesday morning before the Opening Plenary.)
  • Your presentation will be set-up in advance to facilitate a smooth transition from one speaker to the next.
  • We encourage you to use the laptop offered by the conference. Should you decide to use your own laptop, you will need to test your laptop 24-hours prior to your talk. To avoid disruptions to other speakers the day of your talk, your laptop will need to be set prior to your session beginning. Do not forget to bring your power cord, computer cable and, if using a Mac, an adapter. Label your laptop and touch base with the audiovisual operator to facilitate a smooth transition from one speaker to the next for your session.
  • If you will not be at the conference the day before your presentation, you may email it in advance to Beth Miller-Tipton at bmt@ufl.edu. Please be sure to stop by the Presentation Download area once you arrive at the conference so that we may confirm that your presentation views normally and that you are comfortable with the equipment set-up.

Special Instructions

Each session will be facilitated by a moderator who is responsible for keeping speakers on time. Plan to arrive at the session 5-7 minutes prior to the published start time and introduce yourself to the moderator. They will review the speaker timing method with you. Be sure they know how to pronounce your name. It is best to sit in the front row for convenient access to the stage.

Color Shifts

Due to different resolutions of laptops and projectors, color shifting can and will occur. Please be aware when creating the presentation that the colors may change somewhat when projected. Also, please note that this conference will be using the 2013 version of Microsoft PowerPoint. Please review the following information on how presentations saved in an earlier version of PowerPoint may be affected.

Features that are lost when you open a presentation created in an earlier version of PowerPoint

Tips for Developing Your PowerPoint Presentation

  • To ensure your presentation is easily visible from any seat in the room, please use the following minimum font sizes:

    Title: Bold Typeface minimum 40 pt size
    Subtitles: Bold Typeface minimum 32 or 36 pt size
    Text and Figures:
    Bold Typeface minimum 24 or 28 pt size
    San- Serif fonts e.g. Arial or Verdana are easier to read in a large room

  • The 6x6 readability rule: no more than six words per line and six lines per “page” (i.e., Arial font size 40).
  • Use upper and lower case letters rather than block: ALL CAPS CAN BE DIFFICULT TO READ.
  • Lines that are used for emphasis should be bolder than background lines or borders.
  • Use contrasting text and background colors (white or yellow text on blue or black background).
  • Avoid using the color red as it tends to bleed into the background and is generally difficult to read.
  • Paragraphs should be clearly separated using a blank line. Lists should be organized using figures, dashes or bullet points. Please keep in mind that graphics and charts must be read from a considerable distance.
  • To ensure a safety zone for over-projection, leave a ¼-inch border, with no text or graphics, around your slide. Otherwise, logos close to the border of your slide may be cut off.
  • For a quick readability check: Stand back ten feet from your 14” monitor. If you cannot read the text clearly, your point size is too small for projection.

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OCI stands for the Office of Conferences & Institutes. It is a full service conference planning agency at the University of Florida. OCI was created to support the Institute of Food and Agricultural Sciences (IFAS) mission to develop knowledge in agriculture, human and natural resources, and to make that knowledge available to people to sustain and enhance the quality of life.

  • Phone:
    (352) 392-5930
  • Email:
    Beth Miller-Tipton
  • Address:
    2311 Mowry Road, Bldg. 78
    PO Box 110750
    Gainesville, FL 32611
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