Presentation Guidelines

Please familiarize yourself with the SETAC Meeting Policies, especially the copyright and presenter responsibilities and recording and photographing policy.

Presentation Formats

The following list describes session formats at this SETAC meeting.

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Poster

poster_horiz

Example of poster board at the meeting.

Poster Display Information

Posters are displayed all day in the exhibit area. Posters will be organized by sessions then topic within each session.

Each poster display is 4ft tall x 8ft wide (122cm x 244cm) mounted horizontally. This measurement includes a 2-inch metal frame border. The actual size of the mounted poster is up to the presenter but should be confined to the space provided. The poster board surface consists of fabric over cork board. Velcro will be provided at a supply table near the entrance to the exhibit hall for mounting posters.

Presenting Author

Each poster presentation can only have one person listed as the presenter. The presenter is responsible for mounting, presenting, and removing of the poster. Should circumstances prevent a presenter from making your presentation, they must arrange for a substitute presenter and notify jason@setac.org at the SETAC office.

Mounting and Removal of Posters

Presenters will be allowed to begin mounting posters on assigned boards at 7:00 am on the day of their presentation. Presenters must remove posters immediately at the end of each poster session so that the boards may be prepared for the next day.

Poster Schedule

Poster viewing hours:
Monday–Wednesday: 8:00 a.m.–6:45 p.m.
Thursday: : 8:00 a.m.–5:45 p.m.

Presenters are expected to attend their poster during most breaks and the poster social.

Refreshment and lunch breaks:
Monday–Thursday: 9:15 a.m.–10:00 a.m.
Monday–Thursday: 11:15 a.m.–1:00 p.m.
Monday–Thursday: 2:15 p.m.–3:00 p.m.

Poster socials:
Monday–Wednesday: 5:00 p.m.–6:45 p.m.
Thursday: 4:15 p.m.–5:45 p.m.

Tips for Preparing a Good Poster Presentation

  • Ensure that the poster is readable from at least five feet away.
  • Aim for clarity and simplicity in the poster design. Organizing the poster in columns is recommended.
  • Be clear and concise in all statements. Avoid long narratives and make use of lists.
  • Use a short descriptive and compelling title written in plain language.
  • Resist the temptation to overload the poster with excessive text and data. Infographics are recommended.
  • Include the following: objectives, design or methods, results and conclusions.
  • Abstain from including an abstract and excessive background details.
  • Do not include any advertising material in your presentation.
  • Strive for creativity and innovation.

Resources

SETAC Webinar: Designing your conference poster
SETAC Globe article by Tamar Schlekat: The Evolution of the Scientific Poster
Video by Mike Morrison: How to create a better research poster in less time
Article by Tullio Rossy: How to design an award-winning conference poster

Platform (15-minute format)

Platform Presentations are 15 minutes in length for this meeting (12 minutes plus 3 minutes for Q&A)

Platform presenters in all Annual Meeting sessions are required to use digital projection of a PowerPoint presentation. Each platform presentation can only have one person listed as the presenter and that person must be registered for and attend the meeting. Presentations should be prepared for use with PowerPoint at 16:9 (widescreen) in a PC compatible format. If you have developed your presentation with a Macintosh, it SHOULD project properly, but we encourage you to preview it on a PC with PowerPoint BEFORE arriving at the meeting to ensure that it will project properly.

The presentation of a slide talk or computer presentation is quite different from the presentation of the same information in a journal article. Keep in mind that in a slide presentation, you have only 15 minutes including Q&A.

  1. Prepare your slide to communicate ideas, not details. If attendees want details, let them ask you in the Q&A period.
  2. A table in a published article is much too detailed for a slide presentation. Take the time to think through what conclusion you want to present from the table and present the least amount of material you can to communicate that idea. A graph or photograph may better communicate your data.
  3. A slide presentation should include a title slide, a slide stating the question or hypothesis to be addressed, and a slide describing the overall approach you used to address the question. A “methods” slide should be included but should never include the details of the method unless the purpose of the talk is to describe the method. The next several slides should present the results obtained, and a final slide should give the conclusions of the study.
  4. Review your presentation on a different machine from which it was originally prepared to ensure the backgrounds, transitions, video clips, graphics, and linked images appear properly.

Instructions for Giving a Platform Presentation:

Presenters in all Annual Meeting sessions are required to use digital projection of a PowerPoint presentation.

  • Arrive at least 30 minutes prior to the beginning of your session and introduce yourself to the chairperson. Provide appropriate information to him/her for your introduction. Uploaded presentations will be downloaded on the computer for you before the session starts.
  • Upload your presentation by 4:00 p.m.the day before your Session. Be sure to check the Presentation Services Desk for the location of the presentation preview area. One of the most effective contributions to a presentation is well-prepared slides.
  • The electronic projection equipment provided in each room will include a laptop equipped with Windows 7 and PowerPoint 2010 (subject to change to current version). Please bring a backup of your Power Point presentation to the meeting on a USB Memory Device. It is highly recommended if you are a Macintosh user to test your presentation on a PC to verify it converts to WINDOWS format accurately. There will NOT be any MAC equipment available.
  • Schedule. No scheduling change can be made. You have been allotted a total of 15 minutes, including discussion for your presentation. The chairperson has been instructed to require all speakers to adhere to this limit: twelve minutes for the presentation, three minutes for discussion.
  • Should circumstances prevent you from making your presentation, you must arrange for a substitute to present your paper and you must notify SETAC Headquarters (jason@setac.org). Abstracts may not be changed or withdrawn after print date of (22 August 2018).

Poster Corner

The Poster Corners are located in the center of the Exhibition Hall and each Poster Corner session will have a unique time slot scheduled during the morning coffee break, afternoon coffee break or evening poster social. During the assigned Poster Corner session, a group discussion will be organized with an introduction by the Session Chair in front of the posters (see poster presentation guidelines). After this introduction, the posters will be discussed among the authors and the audience in the Poster Corner. The poster will be displayed all day in the same location. There will not be a screen or projector for this presentation type, the presenter will have access to a microphone during the assigned time slot for the session.

Special Forum

Special Forum sessions are platform sessions that may have special timing, incorporate group discussions or other non-standard elements within the session.