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Oral Session Guidelines

Please use the checklist below to ensure that you have not missed any important steps in preparing for your presentation at the 2010 Western Pacific Meeting.


Prepare Your Presentation

Acceptable formats for Presentations:

Microsoft Windows, Microsoft PowerPoint, Adobe Acrobat PDF.

  • For information on creating PowerPoint presentations, please see the PowerPoint Tips & Style Guide at http://www.projectionnet.com/styleguide/index.html.
  • Graphics must be well designed, simple, and legible to everyone in the audience.
  • Use as few graphics as possible for the time allotted. As a general rule, use one graphic for each 1 or 2 minutes of presentation time
  • Presentations are most readable on a dark background (blue, for example) and bright lettering (yellow or white). It is helpful to step 8-10 feet back from your computer screen and make sure your slides are legible. Avoid using small fonts that will be illegible from the back of the room, and break up a complex slide into a series of slides
  • Devote each graphic to a single fact, idea, or finding. Illustrate major points or trends, not detailed data
  • Avoid long or complicated formulas or equations. Each graphic should remain on the screen for at least 20 seconds
  • Use the minimum number of words possible in titles, subtitles, and captions. Standard abbreviations are acceptable
  • Use bold characters instead of fancy fonts
  • Table preparation: Use not more than 3 or 4 vertical columns or more than 6 to 8 horizontal rows. Information is hard to read with more columns or rows. Avoid vertical or horizontal rules as they distract the eye and clutter the graphic. Whenever possible, present data using bar charts or graphs instead of tables
  • Graph preparation: Avoid more than 2 curves on one diagram; a maximum of 3 of 4 curves may be shown, but only if well separated. Label each curve; Avoid symbols and legends. Avoid data points unless scatter is important
  • Colored graphs are very effective. Color adds attractiveness, interest, and clarity to slide and viewgraph illustrations and should be used whenever possible. Contrasting color schemes are easier to see
  • Examine every graphic and view each under adverse light conditions before presenting at a meeting. It is not often possible to provide excellent lighting at meetings
  • An introductory and a concluding graphic can greatly improve the focus of your talk

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Determine Your Audio/Visual & Equipment Needs

One PC will be available in each session room.

All oral session meeting rooms are equipped with the following audiovisual equipment:

1-LCD projector
1-Computer (Windows-based PC)
1-Screen
1-Laser pointer
1-Speaker timer
1- Microphone

Computers in the oral session rooms have the following configurations:

PCs:
Windows XP
Microsoft Office 2007
Adobe Acrobat Reader, v8 or above

Mac users will need to provide their own laptops with a VGA socket for their presentation.

All videos should be in AVI, or MPEG format so they will run properly on the computers provided.

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Create a Backup Copy of Your Presentation.

We recommend you bring at least two copies of your presentation to the meeting in case there is a problem with one. The following media formats will be supported:

  • USB storage device
  • CD-R/RW, DVD-R/RW

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Check in at the AV Room the Day Before Your Presentation

First Floor, Room 105, Taipei International Convention Center

Checking in at the AV Room is the most important step you will take to ensure your presentation is a success. ALL speakers are required to check into the AV Room at least one day before their presentations. Those presenting on Tuesday, 22 June must check in Monday between 1400h and 1700h after going to the Registration area at the entrance of the convention center.

The hours of operation of the Speaker Ready Room:

Monday,    21 June 1400h-1700h
Tuesday,    22 June 0800h-1800h
Wednesday,    23 June 0800h-1800h
Thursday,    24 June 0800h-1800h
Friday,    25 June 0800h-1500h

When your presentation is to be given, the file will be loaded on the computer in the oral session room. At the end of the meeting, all files will be destroyed.

Security

  • You will be required to provide identification in order to submit your presentation.
  • Presentation media is returned to the speaker.
  • Floppy and CD/DVD drives on the computers are disabled so no presentations can be copied.
  • External storage devices will not function on the meeting room computers.
  • Cameras and video equipment are not permitted in the Speaker Ready Room or session room.

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Give Your Presentation

  • Be considerate of other speakers and the audience by staying within your allotted time. The time allotted for your presentation includes discussion and changeover to the next speaker. Session chairs will hold you to the allotted time. This is essential to ensure adequate time for questions and discussions as well as adherence to the schedule.
  • Please discuss the material as reported in the abstract.
  • Prepare your presentation in advance so that your ideas are logically organized and your points clear.
  • Take time to rehearse your presentation. If your presentation runs longer than the allotted time, eliminate the least essential material and rehearse again.
  • Give an opening statement to acquaint the audience with the nature and purpose of the study. Speak slowly and clearly. Word choice should be simple: use active words and short sentences.
  • Use the public address system, and speak into the microphone and toward the audience. When using the microphone clipped to your lapel, it is difficult for the audience to hear if you turn your head away from the microphone. If you need to see what is on the screen, have copies at the podium.

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