Conference Menu

Poster presentations

Poster boards with push pins and Velcro will be provided. Each poster board is 8 feet wide by 4 feet high, the dimensions of your poster must be less than those of the poster boards.

The poster sessions are from 5:30 – 7:30 PM MT on Monday, Oct. 30 and Tuesday, Oct. 31.

Posters can be installed starting at 11:00 AM MT on Monday, Oct. 30. In order to be easily located by presenters, posters will be organized by abstract ID number. Presenters should attend their posters between 5:30 – 7:30 PM MT. Posters can be left up between Monday and Tuesday. If they are not removed immediately following Tuesday’s poster sessions, they will be discarded.

Oral presentations

Presenters should report to their designated session room 10 minutes before the start of the session to meet the session chair and have their presentation uploaded to the computer supplied in the session room. The volunteer in the room will assist with uploading your presentation for you.

All presenters should aim to budget time for a 5-minute question period at the end of their presentation, whether it is 20, 30, or 40 minutes long.

The conference will supply computers equipped with USB ports. Authors must bring their presentation on a USB memory key (flash drive) to the room where their presentation is being given to preload it on the presentation laptop. Authors are free to use their own laptop for their presentations but must ensure compatibility with the LCD projector prior to the start of their session. The computers will be running Windows 10 with MS Office 2019 and the latest version of Acrobat Reader. If authors are using a Mac laptop, please ensure to bring an adapter.

Speaker ready room

Presentations should be tested in the Speaker Ready Room (Pacific Room) to ensure that they are compatible with the equipment. No other software will be available for authors to use on the supplied computers. If authors wish to run other software, they will need to bring their own laptops for the presentation.

The Speaker Ready Room is equipped with audio-visual equipment to preview your presentation and will be available during the following dates and times:

Monday, Oct. 30  7:00 AM – 5:00 PM MT

Tuesday, Oct. 31  7:00 AM – 5:00 PM MT

Wednesday, Nov. 1    7:00 AM – 2:00 PM MT

Creating an accessible presentation

An accessible presentation, whether it’s a talk or a poster, is a presentation created to enable everyone to see well, hear well, and understand the information presented.

By following simple guidelines, you can ensure that no one is left out. Accessible presentations are inclusive to all and respect every attendee’s needs.

By following simple guidelines, you can ensure that no one is left out. Accessible presentations are inclusive to all and respect every attendee’s needs.

When preparing your slides for your talk or your poster using PowerPoint (the preferred software for the conference):

  1. Make text and visuals big enough to be read even from the back of the room.
    For oral presentations, we recommend not using font size smaller than 30.
  2. Use a sans serif font face, such as Calibri or Arial.
    These font faces are easier to read from a distance. The letters appear less crowded for people with dyslexia.
  3. Minimize the amount of text on each slide and poster.
    This should keep the focus of the audience on what you are saying, rather than just reading. If following the first guideline and you uses a larger font size, this won’t be an issue.
  4. Make certain that colour is not the only mean to convey your information.
    People who have low vision or are colour-blind might have some difficulty grasping the information.
  5. Be mindful of having sufficient contrast between colours.
    This includes having sufficient contrast between the text and colour of the background, and between colours in graphs. We recommend using a white background with black text. While this choice seems very boring, it provides the highest contrast in colour for most room settings. Regarding graphs, avoid yellow, lime, and cyan colours, as these colours are hard to see from far depending on the lighting condition in the room. Similarly, avoid combining green and red to convey information, as most colour-blind people have difficulty distinguishing between these colours.
  6. For oral presentations, be mindful when using motion or animations.
    While animating a block of text in an oral presentation might help the audience to engage with the content, flying letters and/or images from all corners can be very distracting for some people. You should always ask yourself: will the motion make the information easier to understand? If the answer is no, you should probably refrain from using it.
  7. Make your graphic as simple as possible, avoid presenting complex charts or tables, and don’t forget to add a meaningful legend.
    People might get lost trying to understand unnecessary information, which ultimately will lead to disengagement with the content you are presenting.
  8. Provide bullet point summary of takeaway messages/claims conveyed by graphics.
    This summary will keep your audience engaged and improve understanding of the content.

When presenting your work as an oral presentation or a poster, you can make sure it is accessible to all by following these simple guidelines:

  1. Speak clearly.
    By reducing your speech speed, your audience can better understand you and keep up with your presentation.
  2. Use simple language.
    Avoid the use of jargon, acronyms, and idioms to ensure people outside your field of research can engage and learn from your presentation. When avoiding it is impossible, make sure to briefly define the non-obvious terms.
  3. For oral presentations, use a microphone.
    You should use a microphone, even if you are in a small room. Using a microphone will allow everyone in the room to hear you clearly. Don’t forget that if you ask: “Can everyone hear me OK?,” some people might be uncomfortable saying they cannot.
  4. For oral presentations, we ask that you enable the subtitle feature in PowerPoint (see below on how to do it).
    The use of subtitles will allow people who are hard-of-hearing to follow your presentation.
  5. For oral presentations, describe pertinent parts of graphics, tables, schemes, chart, and videos before playing them.
    This simple action will help people with lower vision to grasp the information you are trying to convey.
  6. Cover all displayed text.
    It doesn’t mean you should read your slides or poster words for words. However, you should cover all the information provided on your slides or poster.
  7. For poster presentation, avoid crowding around a poster.
    If you see already that several people are in front of a poster, you should consider coming back to it a bit later. There are many more to look at during the conference. Clustering of people in front of a poster is blocking the passage for others.
  • This feature is available in Office 365 for both Mac and PC, as well as PowerPoint for the web. To enable this feature, go on the Slide Show ribbon bar and select Subtitle Settings.
  • In the setting, you can choose both the Spoken Language and the Subtitle Language. We recommend that you choose English, as this is the official language of the conference
  • The position of the subtitle can also be selected; we recommend using the default setting Below Slide.
  • You can modify the appearance of the subtitles, such as increasing the font, choosing the background colour, etc. To alter the appearance settings in Windows, go to Subtitle Settings > More Settings. For Mac users, go to Subtitle Settings > System Caption Preference.
  • Finally, to have the subtitles starting when your Slide Show presentation start, from the ribbon Slide Show, you can navigate and select Always Use Subtitles.