SEPS and SESOT Annual Meeting | Nashville,TN

Presentation Guidelines

Registration for all Authors

All participants, including invited speakers, are responsible for their registration fees. Unless you have been notified in writing by a program officer, you must register and pay for your own meeting registration at the normal fee. If you believe that your registration fee is being covered by the program committee and has not confirmed it in writing with you, we strongly recommend that you contact us well before the meeting to clarify who is registering you and who is paying your registration fee.

Instructions for Oral Presentation Authors

In order to ensure your presentation is a success, it is important that you are familiar with and abide by the following guidelines. Your cooperation will be appreciated and will help keep the meeting on schedule for the benefit of all attendees. Even though LCD projectors are standard equipment, their use in a session is at the discretion of the session chair. Contact your session chair in advance to determine their preference for presentation format.

Standard AV Equipment in Technical Session Rooms

Overhead projector
LCD projector with VGA connection cable and switcher
Screen
Pointer
Lavaliere microphone

You must notify your session chair of any other audiovisual requests (such as a VCR or computer). This equipment is available at an additional cost and must be approved in advance by the Program Chair. Onsite requests should be directed to the nearest Program Office. Program staff can assist speakers and session organizers in contacting program chairs.

Preparing for Your Electronic Presentation on a LCD Projector

Authors must provide their own laptop computer, power cord and any other proprietary cords required by the laptop. SEPS-SESOT and the host institutions are not responsible for the security of any personal equipment during the national meeting. All authors planning to give an electronic presentation on a LCD projector must bring a back-up overhead presentation in case of unforeseen computer incompatibilities or set-up difficulties with the equipment.

The LCD projectors can accommodate PC and MAC computers. Meeting rooms are not configured to play external sound from your laptop. Internet or network access will not be available in the technical session meeting room.

All LCD projectors are capable of up to 1024x768 displayed screen resolution and available color depth is 24 bit. Please check the displayed screen resolution on your laptop, particularly on the new models. If your laptop's screen resolution is set lower than 1024x768, a smaller image will appear on the projected screen. If you cannot read your presentation on your laptop screen from 10 feet away, then your presentation will not be legible to the audience.

Maintaining the Published Schedule

Published presentation times must be maintained. It is important that presentations not start late or extend past their scheduled conclusion because of equipment set-up or associated troubleshooting with computers. Session chairs will be responsible for keeping their session on time.

Speaker Responsibilities on the Day of Your Presentation

It is the presenting author's responsibility to ensure that their computer is turned on and properly connected to the LCD projector no later than the "break" immediately preceding the scheduled presentation.

Minimal audiovisual assistance on non-technical details only can be expected from your session chair or symposium organizer. Technical personnel will be on hand to address unforeseen technical problems. Please contact us if you have any questions or comments.

Instructions for Poster Session Authors

Policies for Poster Sessions
Each horizontal poster board measures 4 feet high X 6 feet wide (including frame). All presentations must be confined to poster board itself. Computer display equipment, sound or projection equipment, freestanding or three-dimensional displays, demonstrations/experiments, or tables for handout materials are not permitted in the poster session.

All posters will continue to be displayed beginning with the first poster session and continuing through the second poster session on Friday. Each author is responsible for mounting his/her material prior to the opening of the first poster session and for removing it after the close of the second poster session. We strongly recommend that you plan to finish installing your poster no later than 30 minutes before the start of the first poster session. SEPS-SESOT and the host institutions will not assume responsibility for materials left beyond those time limits.

Authors must remain with their posters for the duration of the session or as long they are scheduled, as indicated in the technical program. They are expected to display and discuss their results and answer question from other attendees. SEPS-SESOT encourages you to remain for the entire poster session, even if you are only scheduled to be present for a specific time.

Poster numbers supplied by SEPS-SESOT will be placed in the upper corner of each poster board. This number corresponds with the number assigned to each paper in the program book.

Design Suggestions for Scientific Posters

Each horizontal poster board measures 4 ft high x 6 ft wide (including frame).
Allow ample time to prepare your poster. All poster materials (illustrations, charts, and text) must be prepared in advance.
All posters should feature a title, your name, the name of the institution where the research was performed, and should credit other contributors, as appropriate.
Use a crisp, clean design. All lettering should be legible from about 5 feet (1.5m) away. Title lettering should be about 2" to 3" (5cm to 7.5cm). Subheading lettering should be 1/2" to 1" high (1.25 to 2.5 cm). Text lettering should be approximately 24 points (1/4"/.625cm).
Make illustrations simple and bold, with captions at least 3/8" high. Enlarge photos, tables, and charts to show pertinent details clearly.
Do not tell the entire research history. Present only enough data to support your conclusions and show the originality of the work. The best posters display a succinct statement of major conclusions at the beginning, followed by supporting text and a brief summary at the end.

Displayed materials should be self-explanatory, freeing you for discussion.
Poster elements should be mounted on 1/8" (.313cm) foam-core board or less. Thicker boards and heavy paper will be difficult to pin onto poster boards.
Enhance your effectiveness by mounting your poster on a solid, colored background.
Utilize other techniques to improve the graphic impact. Use color to add emphasis and clarity. Simplicity, ease of reading, etc., are more important than artistic flair. Keep in mind that lighting may be dim inside large poster sessions, so make sure your contrasts and color combinations are easy to read.
For ease of transport, make poster elements small enough to package and carry.
Pack a sketch of your poster layout, measuring tape, push pins, or Velcro, so you can set up your poster quickly. All material must be removable. You may not write, paint, or use paste on the board.
You may want to bring handouts of your abstract or copies of your data and conclusions to share with interested viewers. Some authors also provide sign-up sheets to record names and addresses of attendees who might wish more information, reprints, etc.