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Speaker Information

Oral presentations are an integral part of the ACES 2014 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 Jhanna Gilbert at jhanna@ufl.edu or 352-392-5930.

Speaker Timing

Presenters giving talks in concurrent sessions each receive 20 minutes.  These 20 minutes include any time for Q&A as well as your moderator’s brief introduction of your talk.  Depending on your topic, you may want to build in a few minutes at the end of your presentation for discussion or questions.
Plenary speakers will receive individual instructions for their presentations as each plenary timeslot varies in structure and timing.

Speaker Registration

All presenters must register for the conference and pay the applicable fee by October 13, 2014 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 Jhanna Gilbert immediately so that your presentation may be confirmed.

Note: It is assumed and advised that each talk have only one presenter.  The presenting author is required to register for the conference in order to secure a space in the program.  If you plan to have dual presenters (two speakers presenting at the same time), please contact Jhanna Gilbert as soon as possible.

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 PowerPoint-Free Sessions. Following is the equipment that will be available, instructions to ensure the actual presentation goes smoothly, and some tips.

Equipment Available – A volunteer will be assigned to each room to assist with equipment operation during the session

  • PC laptop with Microsoft PowerPoint  (2010) 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 Operator will run the audiovisual equipment.
  • ***If you plan to use the internet at any point in your presentation, contact Jhanna Gilbert at 352-392-5930 or jhanna@ufl.edu immediately so that the proper arrangements can be made.***

PowerPoint Presentations

  • Embed graphs or figures into the document as independent objects; do not dynamically link from other programs.
  • Attempt to 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 your jump drive with your contact information.
  • Label your CD as follows: first & last name, day & time of talk

Bring Presentations to the Conference AV Download 24-Hours Prior to your Talk

  • IMPORTANT: Bring your PowerPoint presentation 24-hours prior to your talk to the conference registration area located in the Marriott Crystal Gateway Conference Center. Staff will ensure your presentation loads and projects correctly, and familiarize you with the equipment (Monday presenters may bring their talk in Sunday, December 7th from 4:00-7:00pm).
  • 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 Jhanna Gilbert at jhanna@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.

Session Moderators
Each session will be facilitated by a moderator who is responsible for keeping speakers on time. Plan to arrive at the session 5 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. For detailed information please make plans to attend the moderator meeting on Monday, December 8th at 5:00pm.

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 2010 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 in PowerPoint 2010http://office.microsoft.com/en-us/help/features-are-lost-when-you-open-a-presentation-created-in-an-earlier-version-of-powerpoint-HA010338389.aspx?CTT=1

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   
        Note:
    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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