Oral and poster presentations guidelines

Please always keep within your allotted time. Presentation should be adjusted to the given length. It is a discourtesy to your audience, the session chair and the other speakers to exceed the allotted time. Session chairs are required to adhere to the session schedule. With parallel sessions, this is critical to the overall success of the symposium.

 

Oral Presentations

Plenary Sessions

Invited plenary presentation duration: 45 min

One speaker  - Where one speaker has a full 45 min slot, the talk should be ca. 30 min with a 15 min Q&A period

 

Two speakers - Where two speakers share a 45 min slot, it will be up to the two speakers to have separate 15 min talks, or share a 30 min talk. The talk(s) should be followed by 15 min Q&A session

Splinter Sessions

Splinter session presentation duration: 15 min

The total time allotted to each speaker is 15 minutes. Talks should run for 12 minutes and leave 3 minutes for questions.

 

Organization of Splinter Sessions

  • We are running four sessions in parallel, and the Science Programme Committee will try to minimize conflicts of topics between parallel sessions.
  • Splinter session run for ca. 90 – 105 min and include 6-7 talks.
  • Each splinter session room will be equipped with a projector and laptop. Normal audio equipment such as microphones will also be provided.
  • All authors/presenters are requested to:
    1) visit the Speaker Ready Room (room #505) ideally a day prior to their splinter session to upload presentations. For Monday afternoon splinter sessions, uploads of presentations should be done between 8-9am (before the symposium starts) or during the morning break.
    2) verify that presentations are compatible with the system and operate properly. If necessary, especially if you have embedded multi-media content, you will have the final opportunity to adjust or tweak your presentation at that time. We suggest the presenting author to bring his/her own computer and an USB stick with presentation materials as backup.
  • Presentation uploads in the speaker ready room can be arranged using Windows and Mac laptops.

Good Practices

  • Keep the number of slides manageable, and allow for a three minutes Q&A (talk + Q&A should not exceed 15 min)
  • Follow the instructions of the session chair(s)
  • Please include an introduction and a summary or conclusion in the talk.
  • Include only information or data that can be properly explained in the allotted time.
  •  Repeat any questions that are posed to you.
  • If a question requires a lengthy reply, suggest that you and the person asking the question meet after the presentation. Then take the discussion out of the meeting room.

All plenary speakers should

  • Keep to the allotted length of their talk
  • Discuss plans for their talk(s) with the respective session conveners
  • Be prepared to answer questions and engage in discussions about their presentation

Poster Presentations

Poster sessions

Posters and exhibits will be displayed in the lunch and refreshment area for the conference adjacent to the plenary meeting room. Posters must be put up in the morning of day 1 between 8:00 am to 9:00 am, or as soon as the poster presenter arrives. We have arranged dedicated poster sessions as follows:

  • Monday, 6 May: 17:15 – 19:00
  • Tuesday, 7 May: 17:00 – 19:00
  • Wednesday, 8 May: 15:00 – 17:00

During day 4 posters are expected to remain on display, however, we are not intending to arrange poster sessions during that day.
Posters should be removed on day 4 (May, 9) late afternoon or day 5 (May, 10) in the morning.

 

Instructions

  • One poster board side is allocated to each presentation. The recommended poster size is Portrait format, ISO A0 (84 cm x 119 cm).
  • Each poster presenter should remain with their poster during the respective poster session slot to be able to discuss their work and answer questions.
  • Poster text and graphics should be readable from a distance of 1 to 2 meters.
  • It is a good idea to sequentially number your materials in the poster. This will indicate to the viewer a logical progression through your poster.
  • Provide an introduction (outline) and a summary or conclusion for your poster.
  • It might be helpful to have copies of the written version of your paper available for those viewers who may want to study specifics of your work in more detail.

 

Publication & Distribution

  • Official conference photos and/or audio or video recordings may be made of your presentation. Your submission of an abstract has constituted your agreement that recordings can be made and distributed.
  • Accepted abstracts will be posted on the website and included in the conference abstract volume to be shared with all conference attendees and stakeholders.
  • Social Media (Twitter, Facebook, Instagram, etc.): While the default assumption is to allow open discussion of presentations on social media, please respect any request by a presenter to not disseminate the contents of their talk.

 

Questions

Questions regarding your abstract or the conference program may be directed to the Conference Secretariat at OceanPredict19@agendamanagers.com.