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Speaker Guidelines

 

 

All speakers must upload their presentation slides in advance of the meeting. This can be done (starting in September) by going to the presentation upload site at  http://ICHG-ASHG2011.sessionupload.com (see instructions below). If you are unable to upload your presentation before you travel, please refer to the section below entitled “upload your presentation at the Congress.”

 

The tips outlined below will help ensure that little, if any, editing will need to be once you arrive at the Congress. The tips are for both Windows and Mac users. By following these important guidelines, your presentation will go smoothly. All of the session room computers will be PCs, therefore Mac users should review Considerations for Mac Users below.

 

Backup: Please take a backup copy of your presentation with you to the Congress. You should copy your PowerPoint and all movies to a folder on a USB or CD-ROM. PowerPoint does NOT embed movies. They must all be placed in the same folder as your PowerPoint. It is good practice to keep a second copy in your luggage.

 

Please read all information below BEFORE using the presentation uploading system.

 


 

General Information

 

  • All presenters must use electronic presentation format (PowerPoint) and presentations must be loaded into the central computer system (either in advance or in the Speaker Presentation/Upload Room at the meeting).
  • We encourage authors to upload their presentations in advance of traveling to the Congress (see further details below).
  • Please do not take your laptop to the session room. Presenters who arrive at the session room with their laptops will be asked to go the Speaker Presentation/Upload Room to upload their presentation.   
  • Plenary presentations are 15 minutes in length (10-minute presentation, 5-minute question and answers).
  • Platform presentations are 15 minutes in length (10-minute presentation, 5-minute question and answers).
  • Invited Speaker Session presentations are various lengths from 25-30 minutes each. Please discuss your session time with the moderator.

 

Invited Sessions, Award presentations, and all Plenary sessions will be recorded for Web cast (streaming) purposes after the meeting. Presentations (audio and slides only) will be available to be viewed on the Congress Web site two weeks after the meeting.

 

Presenters must agree or disagree (with agree being the default) to the following: I hereby grant permission to allow the text and images of my presentation to be posted on the Congress Web site after the meeting. I understand I will have the opportunity to delete slides (only if necessary) within 7 days of the presentation. I understand I am responsible for obtaining all releases for any copyright-protected or proprietary content that is in the material being presented.

 

By offering these presentations, we hope to extend our outreach and impact to registrants, members, students and the genetics community around the world.

 


 

Important Reminders/Slide Preparation:

 

  • When presenting data and health information (including photos) all presenters must have informed consent compliant with human subjects and applicable HIPAA regulation.
  • The rules and guidelines for the Congress requires disclosure of gene names (either as part of abstract text or in presentation) and sharing research data so that findings can be replicated and other investigators with similar data can test findings against their own. Authors who do not name genes at the meeting will be subject to sanctions as determined by the Scientific Program Committee.
  • Authors must disclose on one of their slides whether the abstract has been previously published (prior to October 2011). If the abstract has been previously published, authors should indicate the date and publication.
  • The slide following your title slide should contain text about relationships and affiliations disclosed in your conflict of interest information.
  • The last slide in your presentation may include acknowledgments. Authors should not use presentation time to acknowledge co-authors.

 


 

Upload Your Presentation Before Traveling to the Congress

(Recommended): Deadline, October 1

 

Go to  http://ICHG-ASHG2011.sessionupload.com (the upload site will open in September).

 

  • Once logged in, follow the instructions on the screen. You must use the e-mail address you provided when you submitted your abstract. Leave the password field blank.
  • Multiple Presenters: Do not combine multiple presentations into one file. The system manages only one presenter at one time. A co-presenter cannot log on to edit the combined presentation.
  • Use the mouse to advance your slides, not the keyboard, as you will only have a mouse at the podium inside the session room. Left click advances the slides; right click goes back.
  • Once you are comfortable that your presentation is complete, confirm the date, time, and room for your session. Be sure to click the “save/logout” button at the top of the screen before logging out.

 

If you upload your presentation in advance, you can still make changes by visiting the Speaker Presentation/Upload Room (Room 514, Level 5  in the Montreal Convention Center) at least 4 hours before your talk. If your travel plans allow, we recommend you do this the day before your talk. All presentations will be downloaded to your session room on the day of your presentation. Do not bring your laptop to the session room. Laptop presentations are not permitted.

 

You can also upload your presentation from your hotel room by following the same instructions above.

Upload Your Presentation at the Montreal Convention Center by visiting the Speaker Presentation/Upload Room (Room 514, Level 5 in the Montreal Convention Center) at least 4 hours before your talk. If your travel plans allow, we recommend that you check your presentation one day prior to your talk. All presentations will be downloaded to your session room on the day of your presentation. Please do not take your laptop to the meeting room.

 


 

Building Your Presentation

Movies: Please take steps to compress your videos. Uncompressed videos will take longer to upload and will not be better quality than a modern MPEG-4 codec. We can only accept movies created as MPGs, WMVs, or with the following AVI codecs: MPEG-4 (Divx, Xvid, or WMVs), Indeo, Cinepack, Techsmith. Note: It is important that your movies do not completely fill the screen. In the meeting room you will have a mouse to advance your slides. You can only advance PowerPoint with a mouse by clicking on the slide, not the movie itself.
 

Flash content (SWF) is fully supported.
 

Apple Quicktime formats such as MOV, QT, MP4, or DV files are NOT supported in Windows PowerPoint. Options to convert these movies to a Windows compatible AVI are discussed below in Considerations for Mac Users.
 

DVDs: If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Presentation/Upload Room so arrangements can be made for assistance in your meeting room.
 

Fonts: We only supply fonts that are included with Office 2007. If you need a specialized font, it should be embedded into your PowerPoint presentation. For instructions on this process, please click on the following link: http://support.microsoft.com/kb/826832/en-us.


Considerations for Mac Users

Keynote
Please convert all Keynote presentation files to Powerpoint. You may be allowed to bring your own keynote files and Mac laptop with you in order to present using Keynote.  If you do not have a Mac laptop, please notify your association to arrange for one to be provided for you.
 

Pictures
If you use a version of PowerPoint prior to 2008, please be sure embedded pictures are not in TIFF format. These images will not show up in Windows PowerPoint. With PowerPoint 2008 for the Mac, TIFF inserted images will be compatible.
 

Movies
Please export MOV files to Windows Media WMV with Quicktime-7 Pro. PowerPoint on Windows machines will not play MOV files. If you cannot convert the files or have a considerable number of MOV files, please check with a technician in the Speaker Presentation/Upload Room who can make arrangements to convert the videos for you, or at the Association's discretion, confirm you will be allowed to present using your own laptop.


 

Once at the Congress

 

  • Visit the Speaker Presentation/Upload Room (Room 514, Level 5 in the Montreal Convention Center) at least 4 hours before your talk! If you are speaking in an early morning session and if your travel plans allow, we recommend that you visit the room the day prior to your talk.

     

    Tuesday: 1:00 pm-7:30 pm
    Wednesday: 7:00 am-5:00 pm
    Thursday: 7:00 am-5:00 pm
    Friday:  7:00 am-5:00 pm
    Saturday:   7:00 am-1:30 pm

     

  • Please arrive at your meeting room at least 30 minutes before the start of your session and inform the AV technician that you are a speaker.
  • Introduce yourself to the AV technician and ask the technician to go over the set-up and to provide instructions on the use of the timer. It is important that all speakers stay on time.
  • Familiarize yourself with the set-up at the lectern.
  • At the lectern, there will be a monitor where you can follow your presentation. Simply click your session time, then click your name on the display, and your PowerPoint will launch automatically.
  • Speak directly into the microphone in a normal voice, and do not handle the microphone while speaking.
  • If you have any difficulties or need any assistance, click the ASSISTANCE NEEDED button on the computer and a technician will be immediately sent to your room
  • At the end of your presentation, the display will return to the list of presenters in that session.

 


 

Audio-Visual Equipment


The audio-visual equipment available inside the room includes: a data projector, screen, speaker timer, lavaliere microphone, lectern microphone, table microphone, a computer, monitor and mouse on a lighted lectern. Aisle microphones will be placed in the audience for the question and answer period. There will not be an internet connection. If you require equipment not listed above or require an internet connection for your presentation, please contact the Congress Management Office at ashgmeetings@ashg.org prior to September 15, 2011.