Oral Presentation Guidelines

Talk Language and Length

Although the official language at this meeting is English, oral presentations in Portuguese will be allowed, but all slides must be presented in English. 

Talks are scheduled in 15-minute time slots. We strongly encourage a presentation of no more than 10 to 12 minutes, to allow three to five minutes for questions from the audience. 

The time limit will be strictly enforced since the conference program is very tight.

Advance Submission and Presentation Upload

Presentation Submission Upload Instructions. Presentation files must be submitted through e-mail (given above) until03 April 2019,so that files can be checked by the scientific committee.

A link to the file submission tool will be available at the conference home page after abstract acceptance deadline. Once your presentation has been submitted, you will be able to update it by removing the original and resubmitting a revision, up to 03 April 2019.

All presentersare required to check in at the Presentation Room at the day of presentation, before presentation. This is the single most important action you will take to ensure your presentation is a success.Please check-in on-site in the Presentation Room as soon as possible. Please check it in the presentation room to make sure that everything appears as expected and that all audio or videos are working properly. When you are finished reviewing, and/or making changes to your presentation, tell the A/V technician you have finalized your presentation review. Be sure to bring a backup copy of your presentation with you to the meeting. USB/Flash drives are preferred. Please make sure you have all power, video, and networking adapters with you.

During Your Presentation

Each session room will be equipped with a screen, projector, computer, sound system, timer, and laser pointer. All presentations will be preloaded into the computer by the audio-visual staff for the session room. Oral presenters will be provided with instructions on using the presentation system.

Presentation Preparation

Windows is the only operating system available for the presentations. If your presentation data is linked to other files, those linked files also should be saved in the same folder and checked with the audio-visual technicians for operability beforehand. Likewise, if parts of your presentation are not in Power Point format, you will need to check with the audio-visual technicians prior to the meeting to make sure it is compatible with the computers that will be used during the sessions.


Format for Presentations 

  • PowerPoint (.ppt) or (.pptx), PDF files.

Apple Macintosh Users
Please make sure that all inserted pictures are either JPEG or PNG file-types. Individuals using Apple Keynote should bring their files directly to the Speaker/Presentation Room to have them correctly transferred.

Microsoft PowerPoint Tips
Your content will be displayed on a 16:9 aspect ratio screen. Choose the correct format by going to the “Design” tab – select “Page Setup” – select the drop-down arrow for “Slides sized for” and select “On-screen Show 16:9.”

Be sure to embed the video file into the PowerPoint file. Be certain to bring the video files and the PowerPoint files to the meeting.

Use short video segments when needed and try to keep the file to less than 1GB. Large files will load and play slower during your presentation.

Fonts:Choose a font available in Windows/PowerPoint 2007. Fonts not available in Windows 2007 will not display correctly.

Images: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.
  • Resize image to 1024×768 as a default
  • Compress all files
  • Insert all images directly into PowerPoint (Insert / Picture / from File)

Animations:Keep animations to a minimum. When using a bulleted list of points, it may be useful to have the points appear.