Presentation Guidelines
In order to maximize the success of the presentations at this year’s meeting, we are offering this guide as a reference to ensure the readability and effective organization of your presentation or poster. The following information gives tips and guidelines for creating presentations using Microsoft PowerPoint.
Types of Oral Presentations:
There are several types of oral presentations—oral breakout presentations, oral panel presentations, and oral workshop presentations. Your abstract notification e-mail details which type of oral presentation you have been invited to make. We highly recommend that 10-minute presentations be limited to 10 slides and that 5-minute presentations be limited to 5 slides. Time limits will be strictly enforced to allow adequate time for questions, answers, and discussions.
Room Set-up/Audio Visual
You will be asked to submit your presentation in advance of the meeting, or at the latest during check-in (see details below). On the day of your session, speaker ready rooms will be available at the Imperial Royale and Serena Hotel for you to review your pre-loaded presentation and to make any last minute edits. These rooms will be supplied with a laptop and there will also be a technician onsite to assist you with any questions. Once onsite, please visit the registration area at the Imperial Royale to inquire about the location of the speaker ready rooms.
Most sessions will be set classroom style and the rooms will be set for 150 – 300 people with head tables for the presenters. The following audio visual items are standard in each session: LCD projector, screen, laptop, and microphones.
Room assignments for your session(s) will be provided to you in future correspondence.
Submission and Pre-loading of Presentations:
All oral presentations will be pre-loaded on session computers and posted on the post-Meeting website. Note: presentations will NOT be posted until after the meeting. All presentations must be submitted in advance of your session in order to be pre-loaded onto the computer in your session room. We strongly encourage presenters to submit their presentations on-line in PowerPoint or PDF formats to the Secretariat between Thursday, May 1 and Wednesday, May 28, 2008 . Details on submitting your presentation on-line will be available on the meeting website by Thursday, May 1, 2008 and will also be forwarded in future e-mails. When uploading your presentation, you will be required to enter your session number, abstract control number and last name. Please contact the Secretariat directly with any questions.
If you are unable to submit your presentation on-line, please bring your presentation on USB/Flash drive or CD-ROM for submission during your on-site check-in. (No floppy discs). We do strongly suggest that you bring a backup copy of your final presentation on USB drive or CD Rom, as well as a hard-copy print-out or any notes you may need to speak from. Personal computers will not be allowed for oral presentations.
In the event that you do not submit a copy of your oral presentation by May 28, 2008 or need to make changes to a presentation already submitted to the Secretariat, you must report to upload your presentation or make these changes in the speaker ready room at least 2 hours prior to your presentation.
Presentation Recommendations:
Since the meeting is sharing lessons learned around program implementation, we are encouraging presenters to include critical ‘how to’ factors in their presentations and discussions. Please include the important factors about your project such as those highlighted in your abstract—including data on what was achieved, how those data were collected, and tools, steps taken, and partnerships that were critical to your success. In addition, we would like to strongly encourage you to present your implementation insights on:
- What surprised you during implementation?
- What would you NOT do again?
- What are critical steps/tools/processes you would DEFINITELY do again?
Below are tips to apply when creating your PowerPoint slides. These guidelines will result in easy-to-read, attractive, and valuable presentations.
General Tips:
- Keep it short and simple. PowerPoint slides should serve as an overview of your presentation content, so keep the text down to bullet points that support what you are saying.
- Create an outline what of what you want to say before beginning.
- Dark background with light text shows up well in these large venues.
- Create a title slide that contains the title of your presentation and your name, title, and affiliation, and your co-authors.
- Type should be sized in 30 to 36 point for headings and at least 24 point for body copy. Use a Sans Serif font (example: Arial).
- Use five or fewer words for each title.
- Use 20 or fewer words per slide.
- Double space between bullet points.
- Do not use all capital letters.
- Be aware of copyright laws.
- Use one main idea per visual.
- If using charts or graphs, label them clearly.
- Charts, graphs, and diagrams should be as simple as possible for ease of viewing and comprehension.
- Make sure visuals are in the proper sequence. If you need to refer to the same slide at different points in the presentation, make a duplicate slide.
- Practice your narration and anticipate questions that may arise.
- Please note that English is the primary language of the conference.
- Only PCs will be used for presentations onsite. If you create your presentation on a MAC, please ensure that all components of the presentation are compatible with a PC and you have tested it prior to submitting it.
- All meeting PCs will run on Windows 2000 or Windows XP
Presentation Submission Instructions:
All presentations will be posted on the post-Meeting website, with oral presentations also being preloaded onto session computers. Note: presentations will NOT be posted until after the meeting. We strongly encourage presenters to submit their presentations on-line in PowerPoint or PDF formats.
The presentation upload system is now open and will remain open until May 28, 2008. Please complete the following steps in order to upload your presentations:
- Please go to http://www.goimage.com/hivupload/ and enter the passcode you received from the Conference Secretariat on May 1, 2008. If you did not receive that email, please contact the Secretariat at hivimplementers@courtesyassoc.com and we will send you the passcode.
- Once you enter the passcode, you will be required to create a user name and password for the system.
- When uploading your presentation, you will be required to enter your session number, abstract control number and presentation name. The email you received with your passcode also contained all the details mentioned above. If at any time you wish to upload a revised presentation, please log back in to the system to upload your revised documents.
If you are the presenter for multiple abstracts, you can repeat step 3 above with the additional abstract’s control number, name, and corresponding session information.
If you are unable to submit your presentation on-line, please bring your presentation on USB/Flash drive or CD-ROM for submission during your on-site check-in. (No floppy discs). We do strongly suggest that you bring a backup copy of your final presentation on USB drive or CD Rom, as well as a hard-copy print-out or any notes you may need to speak from. Personal computers will not be allowed for oral presentations.
In the event that you do not submit a copy of your oral presentation by May 28, 2008 or need to make changes to a presentation already submitted to the Secretariat, you must report to upload your presentation or make these changes in the speaker ready room at least 2 hours prior to your presentation.
If you have any questions, please contact the Conference Secretariat at +1 (202) 973-8681 or hivimplementers@courtesyassoc.com.
