Oral presentations are an integral part of the CIMR program. Oral presenters selected from volunteered abstracts will be asked to prepare their presentation with the following information in mind. Should you have any questions about these instructions, please contact Mandy Stage at mstage@ufl.edu or 352-392-5930.

Presentation, Equipment, Instructions & Preparation

Knowing the audiovisual set-up will prevent difficulties with your presentation and contribute significantly to the success of the symposium. Speakers are encourage to produce a PowerPoint visual aid to accompany their presentation. Equipment that will be available, instructions to ensure the actual presentation goes smoothly, and some tips follow.

Speaker Timing

Each speaker will receive 15 minutes total time for their presentation. Allow the first couple of minutes of the presentation time for speaker change and a brief introduction by the moderator. The end of the session will be dedicated to group Q&A and panel discussion, which will be led by the session moderator. Presenters are requested to stay with the panel for the duration of the session.

Each session will be facilitated by a moderator who is responsible for keeping speakers on time. Plan to arrive at the session at least 10 minutes before the published start time and introduce yourself to the moderator. They will review the timing method and seating arrangement with you. Be sure they know how to pronounce your name.

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

• PC laptop with Microsoft PowerPoint 2007
• 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.
• Tabletop microphones for the panel

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 or 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 on Disk to the Conference Registration 24-Hours Prior to your Talk

• IMPORTANT: Bring your PowerPoint presentation 24-hours prior to your talk to the symposium registration area located in the Foyer area of the Caribbean Ballroom at the Caribe Royal Conference Center. Staff will ensure your presentation loads and projects correctly, and familiarize you with the equipment.
• Your presentation will be set-up in advance to facilitate a smooth transition from one speaker to the next.
• Only the laptop computer provided by the conference can be used for presentations.

Speaker Registration

All presenters must register for the conference and pay the registration fee by March 28, 2011 in order to CONFIRM their participation as a presenter. If your talk will be given by a colleague, please inform Mandy Stage immediately so that your presentation may be confirmed.

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.

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 2007 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 2007
http://office.microsoft.com/en-us/powerpoint/HA101676841033.aspx?pid=CH100673491033

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.