UF/IFAS Extension

New Dates!

October 27-30, 2020


Gold Sponsor

UPL Aquatics

Important Deadlines

Sponsor Logo
Submit your final sponsor logo by: September 22, 2020

Sponsor Inserts
Mail any inserts or swag by:
September 22, 2020

Pre-Short Course Session

New Dates!

October 27-30, 2020


Speaker Instructions

Your presentation is an integral part of the program. In the event a situation should arise that would prevent you from honoring your commitment, please alert us immediately. If possible, we ask that you help us locate a qualified substitute to prevent the program from being compromised. Thank you.

Presentation, Equipment, Instructions, & Preparation

Knowing the audiovisual set-up will prevent difficulties with your presentation. PowerPoint is the recommended visual application. When developing your presentation, create slides using widescreen (16:9) and incorporate PowerPoint drawing tools and format features to highlight information for attendees. Following is the equipment that will be available, instructions to ensure the actual presentation goes smoothly, and some tips.

Presentation Date and Time

Speakers are recognized in the tentative agenda posted on the website. Access the agenda through this link: (coming in March). Initiate a search by your last name to find your session(s) and time(s).

Equipment Available

  • PC laptop with Office 2016 | PowerPoint 2016 application. The laptop will be operated from a tech station. There is no laptop at the podium. (Exception is the smaller Sandpiper Room).
    • We encourage you to use the presentation laptop offered by the Short Course. If you absolutly must use your own laptop, you will need to test your laptop one day prior to your talk, and your laptop will need to be set in the meeting room prior to your session beginning. Bring your power cord, computer cable and, if using a Mac, an adapter. Label your laptop and communicate with the AV Operator and moderator in your session room long before your talk.
  • One Wireless Lapel Microphone and one Podium Microphone.(Exception is the smaller Sandpiper Room).
  • One wireless remote (presentation mouse) to click through slides. There is no laptop at the podium.
  • One confidence monitor for presenter viewing (Grand Floridian Ballroom Only - General & "A" Sessions).
  • Internet connection is not available for presentations.
  • Important: Widescreens (16:9) will be used for the Short Course. When creating your PowerPoint, use the widescreen slide size (16:9). If using the old format (4:3), PowerPoint fills in the extra space with black bars on the left and right of the screen.
  • Important: For the Grand Floridian Ballroom only (Geneal & "A" Sessions), two screens (widescreen) will be set for dual projection of the PowerPoint visuals. When developing your presentation, incorporate PowerPoint drawing tools and format features to highlight information for attendees. A Laser pointer does NOT work to point out information on two screens.
  • Note: Session moderators will assist speakers with microphone(s) and an AV Operator will run the audiovisual equipment.

PowerPoint Presentation Submissions (Required)

DUE the Day Prior to Your Talk

  • IMPORTANT: Bring your PowerPoint presentation to the Short Course Registration desk in the Palm Room of the Conference Center the day prior to your talk. Staff will ensure your presentation loads and projects correctly, and familiarize you with the equipment. (Tuesday morning presenters may bring their talk in Monday evening from 3:30-7:00pm).
  • Your presentation will be set-up in advance to facilitate a smooth transition from one speaker to the next.
  • We will accept presentation files on flash drives or via email:
    • Label your flash drive with your contact information if dropping off onsite at the Registration desk -OR-
    • Email your presentation to Kristin Zupancic at kzupancic@ufl.edu
    • Note: Even if submitting your presentation via email, ALL presenters must still check-in at the AV Download station at Short Course Registration prior to their talk to confirm that their presentation is playing normally.

Session Moderators

Each session will be facilitated by a moderator who is responsible for keeping speakers on time. Plan to arrive at the session five 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. There will reserve seating sign on the front row for speakers and moderators for that session. A volunteer will be assigned to operate the laptop and projection equipment for your presentation.

Meeting Room Set-up

  • Sessions held in the Grand Floridian Ballroom (General & “A” Sessions) will be set mostly “classroom style” for ~450 people. This room will be set with two screens to accomodate viewing.
  • Sessions held in the Cocoplum Ballroom(Special & “B” Sessions will be set “classroom style” for 150 people.
  • Sessions held in the Sandpiper Room (Special Sessions) will have 50 chairs half “theatre”, half “classroom” and will also contain display tables for plants.
  • We anticipate roughly 425 attendees and the number of people in each breakout will vary.

Non-Commercial Nature of Sessions

The Aquatic Weed Control Short Course provides a unique opportunity for sharing information and techniques with one of the largest gatherings of pesticide applicators in the world. With this in mind, speakers and moderators must refrain from the use of specific product endorsements in their presentations. Under no circumstances is this platform to be used as a place for direct promotion of a product, service, or monetary self-interest.

PowerPoint Preparation Instructions

  • Embedgraphs 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 timers in your file.
  • If your presentation contains video or audio files, save all files along with the PPT file into one folder.
  • When saving your file, use the name of the person who is presenting, e.g. JohnDoe.ppt.

PowerPoint Tips

  • The 6x6 readability rule: no more than six words per line and six lines per slide (i.e., Arial font size 40).
  • 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 the audience to see.
  • Use upper and lower case letters rather than block: ALL CAPS CAN BE DIFFICULT TO READ.
  • Use contrasting text and background colors.
  • Avoid using the color red as it tends to bleed into the background and is generally difficult to read.
  • San-serif fonts (those that do not have feet on the bottom) such as Arial or Verdana are easier to read in a large room.
  • For more information, view our Powerpoint Tips

Color Shifts and your Presentation

Due to the different resolutions of laptops and projectors, color shifting can occur. Please be aware when creating the presentation that the colors may change slightly when projected. The Short Course will be using the most current version of Microsoft PowerPoint.

UF/IFAS Extension

Extension is a partnership between state, federal, and county governments to provide scientific knowledge and expertise to the public. The University of Florida (UF), together with Florida A&M University (FAMU), administers the Florida Cooperative Extension Service. UF/IFAS Extension encompasses thousands of Extension faculty members, scientists, educators, administrative staff, and volunteers, all working to provide solutions for your life.


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 enhance and sustain the quality of human life by making that information accessible.


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