Presenter Guidelines

General Information for All Presenters

Thank you for presenting at the conference.  These guidelines will assist with your preparation and participation in the conference.

Presentation Upload

Presentation Upload

Presentation & Session Times

  • Check the online program to confirm your presentation’s session, date and time
  • The program on the website and in the conference app is live and will include any changes
  • Please re-confirm your session date, time and room prior to your presentation

Keeping Time

Not keeping to time is the biggest disruption to conferences and negatively impacts the experience of attendees and presenters.

  • Please ensure you keep to your allotted time
  • The session chair will use timecards to show you how much time is remaining
  • The session chair will use a bell to signal the end of your presentation
  • If you use all the allocated time, the chair will not allow questions and will move to the next speaker

Handouts

  • If you wish to provide handouts to attendees, send a PDF version to mail@conferencedesign.com.au
  • Handouts will be added to your presentation/poster in the conference website/app/online portal

Official Letter of Presentation

  • All presenters will be sent a letter after the conference confirming their presentation(s) delivered at the conference
  • The letter will be sent as an email and can be saved as a PDF by the presenters if needed. It will include the presentation title, format and authors. 
  • One letter will be sent to the corresponding author
  • The corresponding author can make the letter available to co-authors

Publication of Slides

  • Slides will be converted to PDF and made available on the conference website
  • If you do not wish your slides to be published, please email mail@conferencedesign.com.au
  • If you wish to provide edited slides for publication, please advise us following your session and send a PDF version to mail@conferencedesign.com.au

Publishing Recorded Presentation

  • Recorded presentations will be available for attendees to view for three months following the conference
  • Access to presentations will be password protected and limited to registered attendees
  • Presentations will include additional material such as handouts, live Q&A and discussion forums

Copyright & Ownership

  • Authors retain ownership and copyright of their presentation and material
  • Ensure you have documented permission to use any images, music or other content in your abstract and presentation. Do not include any images copied from the internet. Getty Images and other agencies crawl the internet looking for images that have been copied without the appropriate licenses. You are liable for all copyright infringements that arise from your presentation.

Recording, Photography & Screen Shots of Presentations

Attendees agree to registration Terms & Conditions, which prohibit unauthorized photography, screenshots, audio, or video recording of conference material. We cannot enforce this rule completely, so you should assume a participant may take unauthorized recordings. You may wish to adjust the content of your presentation accordingly. Presentations in the online portal and conference app are available only to view and cannot be downloaded.

Audio-Visual (AV) Equipment

Each onsite session room will be equipped with:

  • Presentation laptop running Windows 10 or 11
  • Data projector
  • Screen or large monitor
  • Lectern
  • Microphone, including sound for your presentation
  • A clicker to progress your slides
  • A laser pointer or mouse for pointing

All presentations will be run from the presentation computer.

If you use a Mac, have a complex presentation, or require an uncommon program, we suggest you bring your laptop as a backup in case of difficulties loading your presentation. You will need to arrange this in advance with the AV technicians.

PowerPoint Presentation Tips

  • Slides should be in a 16:9 aspect ratio
  • Video and audio clips should be embedded in your slides rather than linked to external files
  • There should be no more than 5 x 1-line bullet points per slide
  • The optimum title text is 45 – 55 points and no smaller than 36 points
  • Body text should be at least 26 points
  • Avoid UPPERCASE letters as they are hard to read

Oral Presentations

Onsite

Preparing and Uploading Presentations

  • Prepare your PowerPoint slides in 16:9 aspect ratio
  • Embed any content such as audio or video; don’t link to external files
  • Presentation files should be named using your family name, the day and the time of your presentation (e.g. Brown-Saturday-1400.ppt)
  • You can upload your presentation before the conference using the link provided or take your presentation to the AV technician onsite
  • If you uploaded your presentation before the conference, you can take an updated version to the conference
  • If you uploaded your presentation before the conference, bring your presentation on a USB as a backup
  • Check your presentation with the AV technician at least two hours before your session

Before the Session

  • Re-confirm your presentation’s session, date, time, and room in the conference app prior to your session
  • Arrive 15 minutes before the session starts to meet the session chair and AV technician
  • An AV technician will assist during sessions
  • Familiarise yourself with the room layout and AV equipment
  • Sit in the front tow to move quickly to the lectern once the chair introduces you

During your Presentation

  • Please ensure you keep to the allotted time
  • The chair will signal the time remaining in your presentation (5 minutes, 2 minutes, 1 minute)
  • The chair will ring the bell when you must stop
  • If you use all your time, the session chair will not allow questions and will move to the next speaker
  • Please remain in the room following your presentation as the chair will use any remaining time for questions

Question Time

  • For individual speakers, question time is included in your presentation time
  • For panel sessions, question time is scheduled at the end of the last presentation
  • The chair will direct questions from the audience and from the app
  • Use a microphone (if available) when responding to questions

Online 

  • Presentations may be pre-recorded or live online; you will be advised of the format when your abstract is accepted

Preparing and Uploading Presentations

  • To pre-record your presentation, we suggest Zoom or Microsoft PowerPoint
  • You will be asked to edit and re-submit your presentation if it runs over the allotted time
  • Presentation files should be named using your family name, the day and the time of your presentation (e.g. Brown-Saturday-1400.ppt)
  • Upload your MP4 presentation recording as a single file using the link provided two weeks prior to the conference
  • Details to join online for your live presentation or live Q&A will be sent to you prior to the conference  

Before the Session

  • Re-confirm your presentation’s session, date, and time in the online portal prior to your session
  • Log in 30 minutes before the session starts to meet the chair and check your microphone and camera are working
  • Familiarise yourself with the online conference layout
  • An AV technician will manage the session

During your Presentation

  • If you have a pre-recorded presentation, this will be played at your presentation’s start time:
    • The AV technician will make you live for the Q&A
  • If you have a live presentation:
    • The AV technician will make you live at your presentation’s start time
    • Please ensure you keep to the allotted timeframe
    • A count down clock will be displayed on your screen
    • If you use all your time, the session chair will not allow questions and will move to the next speaker
    • Please remain online following your presentation as the chair will use any remaining time for questions

Question Time

  • For individual speakers, question time is included in your presentation time
  • For panel sessions, question time is scheduled at the end of the last presentation
  • The chair will direct questions from the audience and from the conference app

Poster Presentations

  • Posters will be accepted as Display Posters or ePosters. You will be advised of the format when your abstract is accepted. 
  • Display Posters will be displayed onsite as A0 portrait size
  • All posters will be displayed in the conference app/online portal as a PDF
  • Upload a single PDF file of your poster using the link provided two weeks prior to the conference
  • PDFs should be named using the poster numbers from the website, your family name, and the initial five words of the title (e.g. 123-Brown-A study from Australia hospitals.pdf)

Display Posters

  • Your poster should be prepared in A0 size in portrait orientation, which is 84.1 cm wide x 118.9 cm high
  • You do not need to use a conference template to prepare your poster
  • You need to print your poster and bring it with you to the conference
  • Poster boards and adhesive will be provided
  • Poster boards will be numbered; check the website for your poster number
  • You need to collect your poster at the end of the conference; posters will not be kept by staff

ePosters

  • Prepare your ePoster using the PowerPoint template provided, which is in 16:9 aspect ratio
  • Ensure your ePoster is less than 20 MB in size
  • Upload your ePoster as a single PowerPoint using the link provided two weeks prior to the conference
  • PDFs should be named using the poster numbers from the website, your family name, and the initial five words of the title (e.g. 123-Brown-A study from Australia hospitals.ppt)
  • Posters will be displayed on monitors at the venue

Poster Viewing Sessions

  • A poster session will be held during the conference
  • Check the program for your poster viewing session
  • Stand by your poster during the poster session to discuss your work with other attendees
  • Attendees will also be able to engage with you in the discussion forum relevant to your poster in the app and online portal
  • Attendees will be able to connect with you using the conference app
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