Guidelines for speakers

Dear speakers  
 
Before preparing your oral presentation and before coming to the 18th ISoP Annual Meeting, we recommend you take a few minutes to read the following guidelines.

Oral Presentation Specifications & Guidelines

Oral presentations are always accompanied by presentations projected on the screen in the lecture room. Speakers are entirely responsible for the production as well as for the content of their presentations (order, graphics etc…). Once onsite, every speaker should also verify in the printed Programme Book that the name of the room and the time of the session assigned for his/her presentation have not changed.

Note to pre-conference course speakers: please note that you have already been contacted by ISoP to send you presentations in advance (prior to the conference).

Your presentation in general

All presentations as well as questions from the audience must be delivered in English, as English is the official language of the 18th ISoP Annual Meeting.
Please keep in mind that time reserved for your presentation (depending on the particular session it has been incorporated in) includes already time for questions and possible discussion (unless specified otherwise by the chairs of the session), therefore you may want to adapt the length of your talk accordingly and please keep the time of your presentation. It is strongly recommended that you have a disclaimer slide and use of the conference logo (to be found below) in your presentation.

Format of your presentation

• Use Microsoft PowerPoint™ version 2010
• Video files must be integrated in your PowerPoint™ presentation
• Use screen resolution 16:9 otherwise we will not be able to show your presentation (you will find instructions at the end of the document on how to prepare your presentation in 16:9). Do not forget to add a slide with your Conflict of Interest available on the website.
• Please bring a USB with your presentation (Microsoft PowerPoint™ version 2010) to the technician at the Speakers’ Preview Room at least 2 hours the start of the session during which you will give your presentation
• When you use PowerPoint™ always use the option: ‘Font TrueType’
• If you use a Mac/Macintosh™, computer, save your presentation on a PC format

Depositing your file

Your presentation must be handed over to the personnel in the SPEAKERS’ PREVIEW ROOM, as far in advance as possible but not later than TWO HOURS before the beginning of each of your dedicated session(s).
The presentations for an early morning session should be handed over to the Speaker’s Preview room the evening before.
 
In the Speakers’ Preview room, you will be assisted by a technician who will help you upload your presentation to the internal network. You will also be able to review your presentation and to verify that it has been transferred correctly to the network.  
Once uploaded to the internal network, your presentation will be sent directly to the lecture room assigned for your presentation.
 
The Speaker Preview room is located near the cash-bar on the Ground Level and is open at the following times:

Your presentation will be posted on the ISoP website (password protected) after the conference, unless you don’t agree. Please contact the organisers for more information.

In the lecture room

It is highly recommended you arrive to the respective lecture room enough time ahead prior to your presentation to meet with the session chairs and familiarize yourself with the technical setup.
When your turn comes and your presentation is launched on the screen, you will advance your own slides using the remote control. 
Please, DO NOT come at the last minute with your own computer into the lecture room: all presentations must be uploaded in the Speaker’s Preview room beforehand. (If you can’t avoid presenting from your own laptop after all – please make sure you stop by the Speaker’s Preview room anyway – enough time ahead – to inform the personnel and to make sure we are ready for such eventuality).

General Guidelines and Recommendations

PREPARATION RECOMMENDATIONS:

• Before the meeting, do not hesitate to contact your chairperson(s) for any questions regarding your session/presentation
• Plan your presentation carefully
• Co-ordinate each phase of your lecture with your PowerPoint™ slides
• Number the sheets at the bottom of the page, and have them in proper order and position
• Avoid unfamiliar abbreviations or expressions
• Your copy should be highly legible (ALL CAPITALS, for instance) double or triple-spaced, with wellmarked cues for slides
• For PowerPoint™ slides, a coloured background usually works better than black and white. However, colours should be kept limited and simple
• Optimise the visual simplicity of your slides – use few words and avoid sentences
• Try not to use more than 6 bullet points per slide
• Leave out text you do not plan to discuss
• Use several slides to cover a detailed topic that cannot be logically included on one slide
• If you must refer to one slide on several occasions during your presentation, use duplicates instead of trying to return to the original
• To coin a phrase, graphs often speak louder than words

THREE EFFECTIVE PRESENTATION RULES: 

1. Introduce your topic and inform your audience what you intend to speak about
2. Deliver your talk, including the methods, results and conclusions
3. Summarize for your audience the most important points of your lecture
 
Note: The sessions will not have any simultaneous interpretation. Please be aware that some participants may not speak your language as their mother tongue. For that purpose, please remember to speak slowly and clearly.

DELIVERY TIPS:

• Bring a text prepared specifically for the oral presentation
• Find time before sessions begin, and acquaint yourself with the operation of the podium and location of the equipment. Conference staff will be present to assist you
• Give the technician any special instructions you may have before, not during the talk
• Be careful to speak in accordance with your slide sequence, discuss the material as written on the slide
• Use a laser pointer to guide the audience. Do not wave the pointer around the slide
• Remember to speak slowly and clearly
• Please stay within the time limit allocated for your presentation

How to prepare your presentation in a 16:9 format
 
Open PowerPoint™
 
Go under Design

 
Then under page Setup:

 
Finally on “Slides sized for” select “On-screen Show (16:09) on the drop down list

 
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