PRESENTER GUIDELINES

Oral & Poster Presentations

The time available for each Symposium is 90 minutes. Symposia presenters are responsible to stay within the time allocated to their presentation. The Chair/Discussant of each symposium are to provide the outline of the session and communicate with each presenter about the order and length of presentation, as well as moderate the discussion. 

Oral Presentation Sessions are scheduled for 90 minutes and include a maximum of 6 presentations. Each presenter has about 12 minutes for their presentation plus 2-3 minutes for Q&A

A moderator will introduce each speaker and keep the session on track. 

Posters should not measure more than 120cm high x 120 cm wide (47”h x 47”w) and should be constructed from lightweight material. Push pins to mount posters will be provided. Each poster presenter will share an 8′ x 4′ poster board with another presenter. Poster boards will be numbered and the board number will be communicated to poster presenters closer to the dates. 

Presenting authors are required to attend their posters during the appropriate poster session. Posters should be mounted and removed by the presenters themselves at the following times:

THURSDAY, AUGUST 24
Mounting: 8:00 am – 9:00 am
Take down: by 5:00 pm at the latest

FRIDAY, AUGUST 25
Mounting: 8:00 am – 9:00 am
Take down: by 5:30 pm at the latest

SATURDAY, AUGUST 26
Mounting: 8:00 am – 9:00 am
Take down: by 3:30 pm at the latest

Any posters not taken down at the end of each day will be removed by the organizers and can be picked up at the Registration Desk. Posters not collected by the end of the meeting will be recycled. We appreciate your support in mounting and taking down posters on time.

If you wish to print your poster in Vancouver (paper only, no fabric), please contact TPH (Branch 20). 

You can upload your file directly on their website.

Semi-satin paper: CAD $7.50 per sq.ft plus $4.89 file handling

TPH – The Printing House (Branch 20)
1177 W Hastings St Concourse Level
Vancouver, BC V6E 2K3
Phone: +1 604-684-4410
tph020[at]tph.ca

Mon – Fri: 8:30 AM – 5:00 PM

Templates & Upload Link

PowerPoint templates (optional) and congress logos can be downloaded here

Slide aspect ratio
PowerPoint presentations will be projected on screens format with the aspect ratio of 16:9.  

Video Clips
The preferred format is Windows Media Video (WMV). While some conversion may be necessary, we can also accept movies created as MP4 (ideally MPEG4 or H.264).Please remember to compress your videos no matter which format you prefer. By doing so, your movie will transfer and load faster during your presentation with minimal loss in video quality.

Special Fonts
The only supported fonts are those included with MS Office 2013. If you need a specialized font, it should be embedded into your PowerPoint presentation.

What File Types Can I Upload?
We currently support all versions of PowerPoint through from MS Office 2013 and higher. If your PowerPoint presentation is from a version prior to Office 2013, the system will be able to open and read the file.

Prezi
If your presentation is in Prezi, please provide the Portable Prezi version of your Presentation.  Click on the link below as reference and for instructions: https://prezi.com/support/article/sharing/download-a-portable-prezi/

Keynote
Currently, we do not support Keynote files. Please convert your keynote presentation to either PowerPoint or PDF.

Apple MOV files
PowerPoint 2010 or higher supports playback of MOVs. The best compatibility for MOV playback is to use MPEG4 or H.264 as your codec. If you are using an earlier version of PowerPoint (older than 2010) please export MOV files to Windows Media WMV with Quicktime 7 Pro. If you cannot convert the files or have a considerable number of MOV files, please bring all video files separate to your presentation. 

We appreciate you uploading your slides ahead of the conference to help us have them available on the presentation laptop for your on the day of your session. 

When your slides are ready, please upload them here

Name your file: Session Date_Session Time_Presentation Title, e.g. Aug25_0930_Presentation Title

Your name will be automatically added when uploading the file, there is no need to include it in the file name. 
Please note that no confirmation email will be sent after uploading, but once successfully uploaded, you will see a green checkmark on the screen. 

If you are unable to upload your slides by the above deadline or need to make changes onsite, please bring your updated slides on a USB drive to your session room at least 15-20 mins prior to session start. 

Questions?

Should you have any technical questions not addressed, please feel free to reach out to our team at icbm2023-program[at]venuewest.com.