Presentation Guidelines

Please note, all presenters must register for the conference. Registration information is available here

Oral Presentation Guidelines

Oral presentation time slots are 15 minutes, including time for questions. Speakers should divide this time up into no more than 12 minutes of oral presentation, followed by 3 minutes of questions. Session Chairs will be instructed to move to the next speaker after 15 minutes, to keep the session on time. In general, we recommend no more than 10 slides for most presentations. Presenters are encouraged to focus on study results and their implications and relate their work and results to those being presented by others, especially other presentations in the session.

All presentations must be given in either Microsoft PowerPoint or Adobe Acrobat software. You have two options to upload your presentation:

  1. Email your PowerPoint or Acrobat presentation in advance to SSECpresents@wwu.edu. In the subject line, include the name of your file in the naming convention listed below. Presentations are due no later than 5:00 pm on Friday, April 8. Please bring your presentation to the conference on a thumb drive and check-in at the Speaker Prep Room to be sure your presentation was received.
  2. A Speaker Prep Room (Thompson Room) is available for uploading and previewing PowerPoint and Acrobat presentations. The room will be available from 7:00 a.m. until 3:30 pm on Wednesday and Thursday, and from 8:00 a.m. until 3:30 pm on Friday. The upload should be done at least 3 hours ahead of your session.

You will find the session schedule and conference program here. To facilitate smooth transitions between speakers, please name your file following the file naming convention:

SpeakerOrder_SessionNumber_SpeakerLastName.ppt (e.g. 2_SW1A_Francis.ppt)

We will have volunteers and staff available in the Speaker Prep Room to assist with the labeling and uploading of your presentation to the correct session folder. Please note: session rooms will have slow wireless internet access, so video streaming is not recommended; bring videos on a separate thumb drive to load directly onto the session room laptop.

Upon arrival in your session, introduce yourself to your Session Chair and/or Session Volunteer and work with them to confirm your talk has been loaded onto the room laptop. Session rooms will be equipped with wireless internet, screen, projector, laser pointer, computer (PC) loaded with Windows 7/Office 2010 and Adobe Acrobat, and a podium with a microphone. Please contact your Session Chair if you have special audio-visual needs.

Poster Presentation Guidelines

The poster session is an all-day event, scheduled for Thursday, April 14, culminating with the Poster Gala Reception at 5:00 p.m. in the Grand Ballroom. Presenters should be at their posters to discuss their work during the Poster Gala. Presenters may bring hand-outs (typically, 8 ½” x 11” versions of the poster) to accompany their posters.

Bring your poster presentation with you to the conference. Posters should be a maximum of 1.13m wide by 1.15m tall (44.5” wide by 45.5” tall), and not mounted on foam core or other hard backing. Presenters will be provided with a 1.22m x 1.22m (4’x 4’) bulletin board area to mount their poster

Bring your poster presentation with you to the conference. Posters should be a maximum of 1.13m wide by 1.15m tall (44.5” wide by 45.5” tall), and not mounted on foam core or other hard backing. Presenters will be provided with a 1.22m x 1.22m (4’x 4’) bulletin board area to mount their poster

Poster storage will be available on site in the Chehalis Room located on the second floor if the conference area. The room will be open and unlocked throughout the conference and can be accessed on a self-service basis.

Poster set-up in the Grand Ballroom will be allowed during the following times:

  • Wednesday, April 13 from 5:00-6:30 p.m.
  • Thursday, April 14 from 7:00-10:00 a.m.

Staff and Volunteers will be available during these times to assist you in finding your assigned spot and hanging your poster. Posters must be removed following the Poster Gala, no later than 7:30 pm.

Snapshot Presentation Guidelines

Each Snapshot Session has up to 10 speakers. Speakers have 5 minutes for their talk with 2 minutes between speakers to allow for transition.

Speakers are strongly encouraged to use the Ignite format which utilizes 20 slides, images (not text) on the slides and auto advance every 15 seconds. See Snapshot page for training video and an example video.

Tips for an effective 5 minute talk:

  • Please remember that 5 minutes allows you to provide a short story or teaser to a bigger project. It’s fine to leave your audience wanting to know more – they will track you down or go to look at your poster, website or paper.
  • It’s tempting to talk fast but you will only lose your audience that way. Instead use your time wisely to tell a short narrative.
  • Use strong images that help make your point.
  • Even if you are choosing not to use the Ignite format, the tips from Ignite will be useful for a successful 5 minute presentation.

Chairs will help with speaker transition – alerting speakers that time is up and moving to the next speaker. Depending on the number of speakers in the session, the chair will determine how best to allow questions. If there are 9 speakers, questions must wait to the end to ensure full opportunity for speakers to present.

Please make sure your presentation is set up to auto-advance each individual slide every 15 seconds. If you have not done this, please let the IT person know and they will do this for you. If you have any special requests for your presentation outside the normal format please notify your session chair.

All presentations must be given in either Microsoft PowerPoint. You have two options to upload your presentation:

  1. Email your PowerPoint presentation in advance to SSECpresents@wwu.edu. In the subject line, include the name of your file in the naming convention listed below. Presentations are due no later than 5:00 pm on Friday, April 8. Please bring your presentation to the conference on a thumb drive and check-in at the Speaker Prep Room to be sure your presentation was received.
  2. A Speaker Prep Room (Thompson Room) is available for uploading and previewing PowerPoint and Acrobat presentations. The room will be available from 7:00 a.m. until 3:30 pm on Wednesday and Thursday, and from 8:00 a.m. until 3:30 pm on Friday. The upload should be done at least 3 hours ahead of your session.

You will find the session schedule and conference program here. To facilitate smooth transitions between speakers, please name your file following the file naming convention:

SpeakerOrder_SessionNumber_SpeakerLastName.ppt (e.g. 2_SW1A_Francis.ppt)

We will have volunteers and staff available in the Speaker Prep Room to assist with the labeling and uploading of your presentation to the correct session folder. Please note: session rooms will have slow wireless internet access, so video streaming is not recommended; bring videos on a separate thumb drive to load directly onto the session room laptop.

Upon arrival in your session, introduce yourself to your Session Chair and/or Session Volunteer and work with them to confirm your talk has been loaded onto the room laptop. Session rooms will be equipped with wireless internet, screen, projector, laser pointer, computer (PC) loaded with Windows 7/Office 2010 and Adobe Acrobat, and a podium with a microphone. Please contact your Session Chair if you have special audio-visual needs.