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Logistics and Helpful Hints for 2018 Annual Meeting Presenters

Helpful Hints

  • Talk Length and Q&A: Check in with your Program Chair regarding the exact length of your talk. In most cases, you will be asked to leave time at the end for Q&A. For a 30-minute talk, you will likely be asked to schedule 5 minutes for questions. 
  • PowerPoint Template: If you prefer to use a meeting-themed template, we have created a standard PowerPoint slide template at the correct aspect ratio of 16:9.
  • Session computers will be able to play audio clips and show Presenter View in PowerPoint.
  • Name badges: Your name badge will either be pre-printed with a speaker designation, or you will receive a ribbon to add to your badge. Please stop by the registration desk if you don't have either of these.


Logistics

Speaker Ready Room

There is a Speaker Ready Room for presenters in SUGARLAND A. Please note any presentations loaded to the computers in the Speaker Ready Room will NOT be transferred to the computers in the meeting rooms. 


Loading your Presentation 

In each session room, there will be a PC Computer operating on Office 2013.

You need to bring your presentation on a USB flash drive and download it to the computer in your session room. Connecting to Dropbox and Google Docs can be tricky, so please bring your presentation on a USB flash drive.

The computer in your session room will stay the same throughout the conference.

Your Program Chair will convey more detailed instructions on when to load your presentations, however, below is a basic guideline.


General Schedule Guidelines (Program Chair may have alternate instructions)

May 29 & 30 – Pre-session Symposia Presenters:
Please arrive in meeting room SALON A at 7:45 a.m. on the day of your Symposia to load your presentation.

May 31 – Morning Presenters (Opening General Session): 
Rehearsal time will be set for the afternoon of May 30 in SALON (A-D). Watch for an email with more details.

May 31 – Afternoon Presenters:
Please arrive in the meeting room by 1:15 p.m. to load your presentation.

June 1 – Morning Presenters:
If possible, load your presentation during the afternoon break on May 31, or right after the session ends at 5:30 p.m. If this is not possible, then please arrive at 8 a.m. to load your presentation.

June 1 – Afternoon Presenters (Concurrent General Session):
Please arrive in the meeting room by 1:15 p.m. to load your presentation.

June 2 – Morning Presenters:
Please try to load your presentation after the morning session on June 1 has ended, or please arrive at 9:30 a.m. to load your presentation.

June 2 – Afternoon Presenters:
Please try to load your presentation in the morning, or arrive by 1:30 p.m. to load your presentation.


Internet Access

There will be a dedicated WiFi network for speakers. You will be able to connect to the Internet before your talk. Login details will be provided in the Speaker Ready Room.

 

 

Poster Presenters

  • Download the Poster Guidelines
  • You may put up your poster in the Texas Ballroom Foyer as soon as the boards are ready.
  • Posters can stay up until Saturday, June 2.
Note that the maximum dimensions are 122cm x 122cm (4ft. by 4 ft).

Please plan to be next to your poster during the Poster Author Q&A on Friday, June 1, at 3:30pm during the last break of the day.
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