Information for Presenters
Length of Oral Presentations
- Most contributed presentations are 25 minutes in length (check the program) including at least 5 minutes for questions; invited presentations are a total of 40 minutes in length including time for questions.
Audio-Visual Equipment
- A video-data projector and a computer with a USB port will be provided as will a VGA cable and an HDMI cable; access to the Internet is also available.
- Presenters should bring their presentation on a flash drive to the volunteer at least one-half hour before the morning or afternoon session is due to begin; they may bring it to the volunteer as early as 08:30 on Monday morning even if they will not be speaking until Thursday.
- Presenters are free to use their own laptop for their presentation but must ensure compatibility with the projector prior to the start of their session. Mac users must provide the appropriate VGA adapter.
- Connecting your own laptop to the computer will use some of the time available for your presentation; prepare accordingly.
- The computer is equipped with a DVD drive and USB port. Presenters are encouraged to bring their presentation on a USB flash drive. The computer will be running Windows 7 Enterprise with MS Office 2010 (including PowerPoint 2010) as well as Acrobat Reader.
- Please be sure to embed your fonts and graphics properly in your PowerPoint presentation. In the past, this was quite straightforward but is less so today. Please check to make sure your fonts and graphics are properly embedded and will display correctly in PowerPoint 2010 or Acrobat Reader.
- MS Media Player, VLC Media Player and Quicktime Player are installed on the computer; however, problems have occurred in the past regarding running different international editions of the software. Bringing the movie as a separate file is strongly recommended.
- Three browsers are installed, Internet Explorer, Mozilla Firefox and Google Chrome. In the event that a presenter wishes to run other software, (s)he needs to bring her/his own laptop to the presentation.
- To reiterate: Presenters are free to use their own laptop for their presentation but must ensure compatibility with the projector prior to the start of their session. Mac users must provide the appropriate VGA adapter. Connecting your own laptop to the computer will use some of the time available for your presentation; prepare accordingly.
- An overhead (transparency) projector and chalkboards are also available
Poster Presentations
- Poster boards approximately 1.2 m high by 2.4 m wide (4’ x 8’) will be available on the first floor of the Atrium in the Physics and Astronomy Building. Each presenter will have the whole side but need not cover all the usable space [~1 m x ~2.1 m (~3.5’ x ~7.5’)].
- The location of your board space will be identified with the poster number found in the program in the Program/Abstract Book.
- Once the poster boards are in place (by noon on Monday, August 8), your poster may be installed; they must be installed by noon on Tuesday. They must be removed by 11:00 (end of coffee break) on Thursday but may be left up until that time for people to visit at their leisure during coffee breaks, etc.
- Appropriate materials (adhesive-backed Velcro™ dots) will be provided to allow you to attach your poster to the board; you may not use pins, staples, etc.
- Presenters are asked to be present during the poster session, Tuesday, 16:00 – 17:30, to answer questions by visitors (including the judges for the student poster competition) to their poster displays.
- Since a reception is being held in conjunction with the poster session, presenters should get some food and beverage at the beginning of the session.
- Posters left in the poster area after the end of HRDP8 on Thursday will be discarded.
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