Presentation guidelines

Guidelines for oral presentations

PowerPoint presentations – general

  1. All oral presentations are allocated 12 minutes for the presentation + 3 minutes for Q&A
  2. Presentations may only be submitted as PowerPoint or PDF presentations. No other audio-visual layout (e.g., slide, video, or overhead) or software is permitted.
  3. Prepare your presentation as a single file to run on PC, as a Microsoft Office PowerPoint presentation format file. Save your file as a normal PowerPoint file (.pptx). Do not save your file as a PowerPoint Show (.ppsx) file. For security reasons, we cannot accept macro-enabled files (.pptm or ppsm).
  4. All presentations must run on Windows operating system. Conference computers will run on at least Windows 7. Please create your presentation in PowerPoint for Windows. If you use PowerPoint for Mac please test it on a Windows computer before submitting.
  5. Bring your presentation to the conference on a USB media storage device. As an additional backup measure, save a copy on a web-accessible server or email the file to yourself, if the file size is small enough.
  6. Conference organisers will load all presentations onto conference computers. Presenters will NOT be allowed to use their own laptop computer. Apple computers will NOT be available.
  7. Remember your presentation is limited to 12 minutes plus 3 minutes for questions.

Advice on PowerPoint graphics

  1. Keep visuals simple. Convey only one idea per table, figure, or title slide. Figures from publications, theses, or dissertations normally do not make good PowerPoint slides. Too much detail detracts from the primary message of the slide. Make use of white space.
  2. Slides should be readable to the unaided eye – you will be speaking in a large room. Text on title slides should be limited to 7 lines. BIG IS BEAUTIFUL and easy to read.
  3. Sans serif typefaces are preferable to fancy fonts. Bold type may be effective on title slides.
  4. Slides with photographs should clearly show what you want the audience to see.

Advice on production of PowerPoint presentations

  1. The presentation MUST be in widescreen 16:9 ratio to work with the format of the projector screens. This can be amended in PowerPoint by changing the Slide Size on the Design ribbon. Review each slide as you may need to adjust text around graphics or font sizes after resizing.
  2. Use Arial or Calibri fonts for all slides to prevent a font clash with the conference computers. Please note if you embed a non-standard font, there is a chance you will not be able to edit your presentation on the computers in the Data Center.
  3. Keep your presentation as simple as possible to avoid hardware or software conflicts. Audio and video files, animated text, slide transitions, animated figures, superscripts, and subscripts cause most of the problems. If you must embed video files, .mpg, .mpeg, or .wmv formats are more likely to be compatible. Other formats may not play properly.
  4. Complicated presentations may not display the same way on the conference computer as on your own equipment. If at all possible, review your presentation on the conference computer at the speaker preview in the room prior to your talk.
  5. Download a PowerPoint template in 16:9 format.

At the venue

  1. Register upon arrival at the conference.
  2. Download your presentation in the Data center at least 4 hours prior to your session. The data desk will open every day at 08:00 and will have all the necessary equipment for viewing your presentation.
  3. Please note that you cannot present from your own laptop or USB in the session rooms. All presentations must be uploaded at the Data Center so that your presentation can be sent directly to you session room.
  4. Arrive at your session 30 minutes prior to the beginning of the SESSION (not your presentation). Meet the session moderator and audio-visual volunteer. Become familiar with the room and with the operation of the ‘forward’ button for your PowerPoint presentation – please do not use return to advance the slides.