Microsymposia (ePoster Talk) Presentation Guidelines

NEW THIS YEAR: Microsymposia talk presenters will have the option of presenting one to three PowerPoint slides during the 5-minute talk portion of the presentation. 

IMPORTANT: If you present using PowerPoint slides, you will still need to prepare an electronic poster for viewing on the individual screens around the room for the Q&A period. See below for instructions on how to create your ePoster.

There are two options to create your ePoster:

  • Option 1: Use either Adobe Acrobat (the full version is needed to embed multimedia files), or PowerPoint to create a single page document with embedded multimedia.
  • Option 2: Use Prezi, a free online tool to make zooming multimedia presentations. If you plan to use Prezi, please click here to read “How to Use Prezi to make a dynamic ePoster talk.”

If you wish to use Adobe Acrobat or PowerPoint, PowerPoint 2010/2013 users should save their presentations in those versions’ native .pptx format, and not in the PowerPoint ’97-2003 format for best results. Also, be aware that embedded media clips are not saved as part of your PowerPoint presentation. The actual video or audio files need to be on the computer you will be presenting from. You will need to supply those files along with your PowerPoint file either when you upload or in the Speaker Lounge.

If your presentation contains any video or audio, please bring your files to the Speaker Lounge AT LEAST 24 hours in advance, due to additional processing time that may be required.

Widescreen Display Information and Configuration

The ASCB will be providing an ePoster system and projector that display at 1920×1080 resolutions. This high definition display will enhance the quality of your presentation by providing a bright and clear display of your presentation in the session room.

Please note that in order to take full advantage of the widescreen display you should create your presentation in 16:9 aspect ratio. From Within PowerPoint, click on the “Design” tab. Click “Page Setup”. PowerPoint will default to Slides sized for: “On-screen Show (4:3)”. Change the setting to “On-screen Show (16:9) and click OK. (See below)If you do not format your presentation in 16:9 then the presentation will display with black bars to the left and right and will not fill the screen properly.

The ASCB prefers that presentations be loaded on a central server in the Speaker Lounge in Room 26AB of the San Diego Convention Center, and pushed out to presentation computers in the session rooms. However, you will also have the option of loading your presentation in the Microsymposia room in the ASCB Learning Center (formerly called the Exhibit Hal). Even if you plan to load it in the room, stop by the Speaker Lounge to be sure it displays properly.

Speaker Lounge Check-In Procedures

Please come to the Speaker Lounge, Room 26AB of the San Diego Convention Center at least 24 hours in advance of your scheduled talk, regardless of whether you prefer to load it in the room or not.

Upon arrival at the Speaker Lounge, a technician will assist you with check-in, upload your presentation, if necessary, and assign you to one of the preview stations where you will be able to review and finalize your presentation.

All electronic files must be submitted in the Speaker Lounge using one of the formats listed below:

  • PowerPoint 2011 or earlier version
  • USB Drives should be PC Formatted
  • Preferred video format: .wmv
  • Acceptable video formats (may require conversion, please allow extra time)
  • .mov, .avi, .mpg, .mp4, .wmv
  • PDF Reader: Adobe Acrobat X

Please submit your presentation utilizing one of the following physical media types.

  • USB Drive
  • CD

Files stored in email, Cloud Drives, ftp sites, etc., or phones are not acceptable.

Session Room Check-in Procedures

Please arrive at your session room 15-20 minutes prior to your session start time. The room will have a projectionist to assist you with any technical needs. There will not be internet connectivity in the session room.

Speaker Lounge personnel are not responsible for your devices, i.e. memory cards, disks, laptops, etc.

Speaker Lounge Hours

The Speaker Lounge is located in Room 26AB of the San Diego Convention Center. The hours of operation are:

  • Saturday, December 12- 8:00 am-6:00 pm
  • Sunday, December 13- 7:00 am-6:30 pm
  • Monday, December 14- 7:00 am-6:30 pm
  • Tuesday, December 15- 7:00 am-6:30 pm

Audio/Visual Equipment

The ePosters (and PowerPoint if you choose this option) for the Microsymposia will be presented on a high definition screen connected to a computer on the network. To become more familiar with presenting an e-poster, practice stations will be available in Speaker Lounge.

Computers will be provided with the following configuration:

  • Processor: a minimum Core i7
  • 4 GB RAM
  • 1920 x 1080 at 24 bit color depth
  • Microsoft Windows 7 Professional
  • Microsoft Office 2010 Professional
  • Windows Media Player (Version 12)
  • QuickTime (Latest Version)
  • Flash Player (Latest Version)
  • Adobe Acrobat Reader (Latest Version)

***Note: For the discussion portion of the session, all presentations will be single screen only***

For More Information

Please review the ProjectionNET Style Guide at: http://www.projectionnet.com/Styleguide/PresentationStyleguide.aspx for more information about preparing your presentation, helpful hints for designing and presenting your talk, and tips to avoid incompatibilities and minimize potential challenges onsite.

If you have other technical questions, please contact us at ggunthner@projection.com and we will be happy to assist you.