Oral Presentations

Oral presentations will be 12 minutes in length, with 2 minutes for questions and 1 minute to be introduced and get on and off the stage. Because there will be three concurrent sessions, it is imperative that you stay within your allotted 15 minutes to keep the programme on schedule in each session. Your 15 minutes INCLUDES the time it takes you to get on and off the stage, your introduction, and time to answer questions. Session chairs will cut anyone off who exceeds their time limit to ensure that the programme stays on schedule.

Audio/Visual Equipment

1. Only PowerPoint or stand-alone (self-executing) presentations will be accepted. The presentations will be loaded onto a conference computer before the start of the session. YOU WILL NOT BE ABLE TO USE YOUR OWN COMPUTER. We will not support 35mm slides or overhead transparencies.


2. Presentations will be done using Microsoft. It is possible for you to do your presentation on Mac, but the technician here will transfer it to Microsoft. However, if you are using animation and video clips, it is advisable to do your presentation on Microsoft, as the two systems are not always compatible. Or bring your Mac presentation, with separate video clips, and work on the transferred file in our speaker preparation room. Presentations will be accepted on a 3¼ in floppy, USB “thumb" drive, or CD disc.


3. We need to know about any special needs, such as whether you will include a video stream as part of your PowerPoint presentation. If you have special needs, please send us an email with the Audio Visual Request Form below.


4. Auditorium I is set up to show moving images both from DVD and VHS. Both systems are nominally multizone, but for VHS it is recommended that PAL is used as other formats have sometimes given problems. The other two venues (Ballroom East and Ballroom West) are not currently set up for DVD/VHS, but arrangements can be made for this is if necessary (please specify your needs on the AV form below).


5. Each speaking session will have a presentation laptop, projector (ANSI Lumen or Barco G5), lectern microphone, laser pointer and speaker timer/cue light system. Auditorium I will have a single 8 m x 5 m projection screen, Ballroom East and Ballroom West will each have two 4 m x 3 m projection screens. Auditorium I will also have a VHS/DVD combo player [see above].


6. The speaker ready room will include a server pc with DVD writer &Media, six loading/preview PCs, two laser colour printers, 1 black and white printer, a scanner and 3 IT engineers plus a senior roving AV/IT technician. Be sure to test your presentation here before giving it to your session technician.

Suggestions for Oral Presentations

1. Please take care in the preparation and presentation of your illustrative materials. They are an extension of your work and an indication of your respect for the audience. Projected materials should be clear, legible and in letters large enough to be easily and quickly read by the audience in the back of a room that can hold over 500 people.


2. Minimise the number of lines of text and the number of figures per slide. As a guideline, use no more than 8 lines of text and 4 curves per slide.


3. Limit the amount of data in tables. Eight cells of data per slide are an easily digestible limit. Do not photograph entire tables or figures from publications or theses. Unless specifically prepared for projection, print tables and figures project an unprofessional appearance and are frequently illegible.


4. Ask yourself whether every slide is really necessary. Limit your slides to the minimum and carefully choose what you plan to say. One slide per minute is usually ideal.


5. Organize your talk with an introduction, body, and summary or conclusion. Include only facts or concepts that can be explained adequately in the limited time available to you. Rehearse your talk, preferably in front of another professional, so that you can confidently deliver it in the time allowed.


6. Keep in mind that you know your work better than anyone else. Others will be a bit slower in appreciating the story's significance. Explain your work clearly and simply. The audience will not be impressed by something they do not understand.


7. When preparing your presentation, keep in mind that each of the concurrent session rooms will have two projection screens to ensure that everyone can see your slides. A laser pointer will available, but it can be used on only one screen at a time. Therefore, you should design your slides so highlighting is integral to the slide rather than depending on a pointer that will be visible from one side of the room only. See comments about venues above – one has single screen, others have two!


8. Your audience will appreciate the opportunity to ask questions. Plan your talk for 12 minutes and allow time for the audience to ask questions about your work.


9. Arrive at your session early enough to meet the chair, [having provided the computer operator with your talk and any instructions at least 24 hours before you are due to speak], and familiarise yourself with the podium, pointer, and microphone.

Speaker Audio/Visual Confirmation Form

Computer projection, a laser pointer, and a microphone will be standard for every spoken session. If you require additional equipment, please send the following information to sciprog@marinemammalogy.org NO LATER THAN 23 October 2007. If we do not receive your form by this date we will be unable to guarantee the audiovisual equipment you require. You can copy and paste this text directly into an email message and then fill it out, or download the form here and send it as an attachment.

Audio/visual Requirement Form for Oral presentations

Name of presenter:

Title of presentation:

Please indicate the presentation aides you will be bringing:

• My PowerPoint presentation will include

audio stream: YES/NO

video stream: YES/NO

• A VHS or DVD video presentation (PAL format preferred for VHS): YES/NO

Length of video:

Other special equipment (we will make every effort to address your special needs, but there is no guarantee that we can provide it):

NOTE: You MUST check in at the Speaker Ready Room 24 hours prior to your scheduled speaking time to drop off a copy of your presentation materials. Once they have been left at the Speaker Ready Room you will NOT be able to make changes to your presentation.