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Information for Presenters: Posters and Talks

Posters

We strongly believe that poster presentations should be regarded as equivalent to oral presentations, and that they warrant the same level of status, attention, and importance. Our intent therefore is to ensure that the poster sessions are treated as highlights of the conference, and are as productive and enjoyable for both presenters and audience as possible. To this end:
  • There will be two poster sessions, on Thursday and Friday evenings, rather than just one. As was the case last year, there are simply too many posters to squeeze into a single session if each is to receive the time and attention it deserves.
  • Posters will be grouped thematically, rather like paper sessions, with related posters located in close proximity to one another within the same session. These groupings are listed in the conference program.
  • Within each poster session, each presenter will be expected to stand by his or her poster for half of the scheduled (2-hour) time period, and be free to roam and view other posters during the other half.  We will announce a schedule assigning each presenter to either the first or the second hour of the respective session.
  • We have a nice large room to devote to these sessions, which is adjacent to a lovely outdoor terrace offering additional conversational space. In addition, a cash bar will be set up in the atrium adjacent to the poster room.
  • We will have unusually large panels for displaying posters: Each panel is 4' x 8' (i.e., 4' tall x 8' wide).  Rather than asking presenters to squeeze two posters onto a panel side, each presenter will have the entire 4' x 8' surface to work with. We do not recommend creating a poster quite this large, of course, but there will be more than enough room for larger posters and creative displays.
Unfortunately, we need to use the same room (and panels) for both poster sessions, so posters cannot remain on display for the entire duration of the conference. However, presenters will be able to put up their posters earlier in the day of their scheduled session.

Oral Presentations (Paper Sessions and Symposia)

Each paper session or symposium is scheduled to allow exactly 20 minutes per presenter. You should plan to speak for no more than15 minutes, and leave 5 minutes for questions. It is absolutely essential that you do not take any more time than you have been allotted so that each speaker received the full time allotted. In addition, note that many audience members move from room to room to hear particular talks, so each session needs to remain on a precise schedule to remain in synch with the others.

By far the most common problem with oral presentations at conferences is that of speakers running out of time before they finished. Per the above, you cannot have “just one more minute” to show that all-important final slide, so please plan your presentation carefully to ensure that you have more than enough time. Any details you skip over early to save time can always be filled in later if you finish early. And remember that it almost always takes longer to give a talk to an audience than it does to read or practice it to yourself!

IMPORTANT NEW INFORMATION (added 5/23):

To ensure synchrony across sessions, we will use the computerized presentation timer system developed by Hasan Ayaz and introduced at last year's conference in Philadelphia. During each talk, a color-coded display will indicate how much time you have remaining. You can mouse over the timer to see the exact amount of time left.
  • When the timer is GREEN, you are within your 15 minues for the content of your talk.
  • When the timer is ORANGE, your 15 minutes for your talk is over, and you are within your 5-minute question period.
  • When the timer is red, the next talk is scheduled to begin in less than one minute. If someone is currently asking a question, simply indicate that you will answer the question privately after the session. If you are answering a question, please finish up your response and allow the next speaker to be introduced.
The automated presentation timer virtually obviates the need for session chairs, who ordinarily would have the responsibility of keeping time, informing speakers about how much time they have left, etc. We therefore have assigned the first speaker in each paper session (other than symposia) as the "chair" of that session. These assignments are noted in the conference program. However, note that the "chair's" only real responsibility is to begin his her own talk on time. We suggest that the next speaker begin getting set up and opening his or her Powerpoint file during the question-and-answer period of the previous speaker. (Symposium chairs are those assigned by their organizers. However, it is essential that symposium speakers similarly follow the automated presentation timer to remain synchronized with other sessions.)

Speakers are invited to email us (at hbes07@wm.edu) their Powerpoint files so we can load them onto the computers in advance. Otherwise -- or in addition, to be on the safe side -- bring your presentation file on a memory stick or CDr. Speakers should come to their scheduled room during the break preceding their session to ensure that their presentation is ready to go.
 
Questions?  Email us at hbes07@wm.edu.