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2014 Important Dates

Abstract Submission Opens August 15
Conference Registration Opens October 6
Travel Award Application October 16
Abstract Submission Deadline October 27
Abstract Revision Deadline October 28
Early Meeting Registration November 13
Housing Reservation November 13
Platform/Poster Assignments Online December 15

Plenary  and Concurrent Speaker Guidelines


All plenary and concurrent presentations are 15 minutes: 12 minutes for the talk and 3 minutes for a question and answer period.


The following equipment will be available in Merrill Hall: Macbook, data projector, laser pointer, lavaliere microphone, podium microphone and a speaker timer. Scripps and Triton will not have microphones due to the size of the rooms.


Please arrive 30 minutes before the start of your session.  A 2.0 GHz MacBook, 4 Gb ram with Version OS x 10.6 with a full install of Microsoft Office 2011 will be available. Bring your presentation on a USB flash drive to load your presentation on the conference computer.

Use the format below to label your presentation. This format will make it easier for the computer technician to display the correct presentation.

Last name presentation #

Sample: Smith12


Presenter Instructions

Please check in at the meeting room 30 minutes in advance of your presentation.  

You may bring your own computer and hook it up to the switcher provided OR you can load your presentation onto either the conference MAC or PC. Each of the conference computers will have the 2010 version of Microsoft Office.

Computers will be at the A/V table and you will have a slide advancer, and laser pointer at the podium. If you use your own computer, please be sure to disable all screen savers, system sounds and passwords.

Make sure presentations are viewable in screen resolution size 1024x768.

MACINTOSH USERS: Please make sure that all inserted pictures are either JPEG or PNG file-types. QuickTime (.mov) files are also an accepted video format. Also have the correct vga video adapter for your Macbook model.

Additional Specifications

Acceptable formats for presentations:
•PowerPoint (.ppt), (.pptx)
•Adobe Acrobat (.pdf)
•Flash (.swf)

Video Formats: The recommended video format for Windows-based presentations is Windows Media (.wmv). 

Using one of the codec's from the following list of will ensure proper performance:
Microsoft - RLE, Video1, Windows Media Series 8 and 9 Divx 3/4/5 Intel Indeo Video <= v.5.11 TechSmith Screen Capture Codec Huffyuv Lossless Codec Asus Video Codec, On2VP3, ATI VCR and YV12 Codecs Cinepak, MJPEG

There is a trade-off between high quality videos and large files. Use short video segments when needed, and try to keep the file to less than 20 MB.

PowerPoint embeds image files directly into the file when you save them, while video files are not embedded. Only a link is made to the video file. Copy the video clips you want to insert into the same folder as the PowerPoint file. This will eliminate the problem of PowerPoint losing the link to the file. Be certain to bring the video files and the PowerPoint files to the meeting.

Fonts: Arial and Helvetica are recommended for clarity and compatibility. Confirm a font size of AT LEAST 24 points for body text and 36 - 40 points for headings. Light colored text on a dark background is advised. Avoid using red or green. Confirm that the maximum number of lines in text slides is no more than 6 or 7.

Images: The resolution size of the screen will be 1024 x 768 pixels, meaning that any image with more pixels in the X or Y coordinate that is more than that will not be displayed. The image will be altered by PowerPoint to fit. Large images (i.e. 2000 x 1500 pixels) which are created with digital cameras and scanners will make the resulting PowerPoint file very large. This may cause the presentation to load slowly. This can be avoided by inserting images with the following properties:

•For on-screen presentations, JPEG-type images work well. This type of image file can be created with virtually all imaging programs.
•There are many graphics programs, which can manipulate images. Consult the manual for more specific instructions if needed. Using a graphics program
•Change the size of the image to approximately 800 x 600 pixels
•Save as file type "JPEG" or "JPG"
•Select compression setting of 8 (High quality image)
•Insert all images into PowerPoint as JPEG files.

If you copy the images to the clipboard and then Edit / Paste them into PowerPoint, the images will not be compressed and the PowerPoint file can become very large. To avoid this, insert them directly into PowerPoint (Insert / Picture / from File).

Bring a Backup: Be sure to bring a backup copy of your presentation with you to the meeting.

For specific technical questions, please contact Jason McIntosh at

Test your presentation on a separate Mac or PC to insure fonts are standard and components such as movies are included rather than merely linked in your presentation.





Your PowerPoint presentation should help clarify ideas, emphasize key points, show relationships, and provide the visual information your audience needs to understand your message. Please consider the following suggestions as you plan your presentation:


  1. Keep visuals clear and easy to read. Abbreviate your message. SIMPLE graphs, charts and diagrams are much more meaningful to an audience than complex cluttered ones. – Remember too many lines of text and it may cause the audience to begin tapping on their smartphones
  2. Avoid using too many patterns and graphics in one frame.
  3. Use a minimum of words for text and title frames. Five to eight lines per frame and five to seven words per line are the maximum-fewer is better.
  4. Use upper and lower case lettering, which is more legible than all capital letters.
  5. Vary the size of lettering to emphasize headings and subheadings, but avoid using more than three sizes per frame.
  6. Select sans serif type (example: Arial) which projects better and is easier to read than serif type.
  7. Maintain the same or similar type sized from frame to frame, even if some frames have less copy than others.
  8. Keep all type horizontal, even in charts.
  9. Consider color with care. A dark background with highly contrasting text and graphics is most readable. Cool colors (example: deep blue, turquoise, purple) appear to recede and make white or light colored text more readable. In one study, blue was found to be the most effective background color for projection. Do not use red for text; it is extremely difficult to read.
  10. Highlight your main point or heading with a dominant color (example: yellow for the heading, white for body text). Avoid the use of intensely bright or saturated colors that compete with the text.
  11. Maintain a consistent color scheme. Use no more than six colors throughout your presentation.
  12. Select backgrounds to enhance your text or graphics. A background that transitions smoothly from lighter to darker shades of the same hue can be effective. Some software packages permit the gradation from one color to another. A textured background can be effective, but it should not detract from or compete with text or images.
  13. Consider photographs for added interest. Combined with simple, straightforward graphics, illustrations, cartoons and artwork, photos can bring another dimension to your presentation.
  14. Remember the basics of good design: Plan a template. Use colors consistently with light fonts on a dark background. Keep text clear and easy to read.

 Please contact Anne Marie Mahoney, at with any questions.