Presentation Guidelines

Oral Presentation Guide

  1. The session chair will have your speaker data information to use for your introduction. Please assist the session chair with the correct pronunciation of your name.
  2. You are REQUIRED to be present at your session 15-20 minutes before the start of your session to meet with the Audio Visual Technician and session chair to connect your laptop and answer any questions that you or they may have. All computers must be connected before the session begins. You will find them in each session room near the stage.
  3. If you want to check your presentation (test run) you will need to come either in the morning (07:30 - 08:00, from Monday to Thursday) or during the lunch break prior to your session. Tests will not be done 30 minutes prior to the beginning of a session. This time is only for connecting computers to the switcher.
  4. You are required to bring your presentation on your own computer. In addition to bringing your own computer laptop, please bring your presentation on a USB flash memory stick. This will be used as a back-up in case your own computer has a problem. The complexities of software compatibility are such that the Conference is unable to guarantee that your presentation will be delivered correctly if you elect not to bring your own computer, especially if your presentation uses features such as embedded animations or video clips.
  5. IMPORTANT - ALL laptops MUST have the sleep mode turned OFF prior to connecting to the switcher. This will save time at the podium.
  6. For MAC users please make sure you are familiar with your settings to send the signal to the LCD projector (i.e. mirror image). If you are not, please make sure that you see the AV tech prior to the 30-minute set-up period. Also be sure to bring your dongle for connecting to a VGA cable for the projector.
  7. A laser pointer and a lavalier microphone will be provided.
  8. Please remember to strictly observe and not exceed your allotted time:
    − Plenary 35 minutes for presentation and 5 minutes for questions
    − Oral 15 minutes for presentation and 5 minutes for questions
    A timing light will assist in keeping the program on schedule. The AV technician will be responsible for programming and resetting the light.
  9. With three parallel sessions, it is critical that talks are kept on time. Therefore, your session chair will make sure that your presentation time is STRICTLY observed. Attendees highly value the chance for Q&A after a presentation, and so we ask that you ensure your presentation fits within the allotted time. We provide the following suggestions to help keep your talk on time.
    • The session chair will read the title of your talk and introduce you. We would discourage you from lengthy repeating of the title, or reading the list of authors
    • You should avoid lengthy outline, introduction, acknowledgement and conclusion slides.
    • Remember that it will take a little time to set up your AV and introduce your talk. You should account for this time in your presentation.

Poster Presentation Guide

Download: Poster Presentation Guidelines (PDF)

All poster sessions will be held in Exhibition Hall.

All posters are to remain up during the Conference. This will give additional time for attendees to view posters during breaks and before the Conference sessions.

Sunday, October 28
16:00 – 19:00

Thursday, November 1
10:45 - 12:30

Monday, October 29 13:45-16:00
Tuesday, October 30 13:45-16:00
Wednesday, October 31 13:45-16:00

  • On your assigned day, please plan to spend the entire session at your poster for questions and discussion. Please refer to the Conference program for your assigned day and poster number. You may download the current program from the website.
  • All posters must be removed by 12:30 Thursday, November 1
  • Organizers will not place, store or send back posters for authors who cannot come to claim the poster. If for some inevitable reasons that you cannot come and collect your paper, please ask your colleague to collect the poster for you. Posters not claimed at the end of the conference will be discarded by the organizer.


  • The poster board is self-standing.
  • There will be tone poster per board per side.
  • The size of the poster board is: Height: 210cm, Width 90 cm
  • You may use all parts of this board however we recommend you to avoid using the area below your knees.
  • Push-pins will be provided for your use.


  • When planning a poster presentation, it is useful to keep in mind the advantages of a poster over a podium presentation. Posters are available for viewing throughout the meeting and interested viewers have scheduled time for discussion, not just a few minutes.
  • Carefully and completely prepare your poster before departing for the Conference. There will no materials available for printing at the Conference. Try setting up the poster before you leave for the Conference to determine what it will look like and to make sure that you have all of the necessary pieces.
  • The title of your paper should appear at the top of your poster in CAPITAL letters. This lettering should be at least 1 inch (2.54 cm) high. Below the title, place the authors' names and affiliations.
  • It is important that you remember that the audience viewing your poster and listening to your presentation will be 2 meters (6 feet) from your poster. Please double check your poster from 2 meters (6 feet) to ensure its visibility.
  • Use text sparingly. Use pictures, cartoons, and figures rather than text wherever possible. Bright colors will greatly enhance the attention of the viewer.
  • The flow of your poster should be from the top left to the bottom right. Use arrows to lead the viewer through the poster.
  • Make your poster as self-explanatory as possible, so that you will have time for in-depth technical discussions.
  • The poster board will have your assigned number on it, so there is no need for you to include your number on your poster.