Session instructions for chairs, invited and oral contributions, and posters

Oral contributions

DURATION:

These are the maximum length of the contributions. Please prepare your talk accordingly.

• Invited speakers: 25 minutes + 5 mins for questions
• Other oral contributions: 12 minutes + 3 mins for questions

AV EQUIPMENT / COMPUTER SPECIFICATION

Audio-Visual equipment available at the conference meeting room include:

• Overhead projector
• Data projector + computer
• Microphone
• Laser pointer

• Microsoft Office 2003 (PowerPoint)
• OpenOffice 2 (Impress)
• Adobe Acrobat Reader 7
• Windows Media Player 10
• QuickTime
• Gsview 4.8 (a postscript viewer)

If you are using computer data that are incompatible with the supplied PC (special animations, MAC data) it is possible to bring your own laptop to be connected with the data projector. Please discuss your presentation beforehand (at least one day prior your presentation) with the technical people of the LOC, to check for possible incompatibilities.

The use of your own laptop during the presentation is strongly discouraged as the time for connecting/disconnecting will reduce the overall time for your contribution. We want to remind you that due to the large number of speakers we will run on a very tight schedule.

HOW TO PREPARE YOUR PRESENTATION

PowerPoint Instructions

• If preparing your presentation in PowerPoint, use the following versions only: 97, 98, 2000, 2001 or XP-2002 and 2003 to guarantee they will open successfully on an on-site PC
• We suggest that you save your PowerPoint presentation using PPS/PPT formats
• Pictures:
  • JPG images are the preferred file format for inserted images (Images inserted into PowerPoint are embedded into the presentations)
  • Images that are created at a dpi setting higher than 75 dpi are not necessary and will only increase the file size of your presentation. Try to avoid overloading your presentation with unnecessary images
• Movies / Videos / animations
  • We can only accept movies that have been created with standard compression codec's compatible with Windows XP. Save your files preferable as: MPG's using the MPEG-1 codec (not the MPEG-2)
  • Standard Windows XP .AVI codecs (not the DivX) are also acceptable as well as .WMV, or QuickTime .MOV file extensions
  • Please be aware of the size of your movie / video files, try to lower it, if possible, by using lower resolution
• Fonts:
  • Only fonts that are included in the basic installation of Windows will be available (English version of Windows). Use of other fonts not included in Windows can cause the wrong layout / style of your presentation
  • Suggested fonts: arial, Times New Roman, Tahoma
  • If you insist on using different fonts, these must be embedded into your presentation by choosing the right option when saving your presentation, see details below:
    1. Click on "File", then "Save as"
    2. Check the "Tools" menu and select "Embed True Type Fonts"

TRANSFER OF YOUR PRESENTATION

It is strongly advised that all speakers report to the technical people of the LOC well before (one day) their talk. Once your session is over, your presentation will be deleted from all computers, no copies or backups will be made.

How to save your presentation:

• Save your presentation in a USB flash disk. It will be used to transfer the presentation to the conference computer
• Save all files associated with your presentation (PowerPoint file, movie / video files, etc.) to one folder
• Save your presentation using a clear name to avoid on-site misunderstandings and problems. Do not call your file just "alma2006"!
• We recommend to make a backup copy of your presentation and save it on a different portable disc than the original presentation

Chairs

The session chair will ensure that all speakers fit their talk to the timetable in the program. Failure to do so will cause many logistic problems, including slow and long queues for lunch, reduced time for coffee breaks and/or late end of the sessions.

Posters

There will be two poster sessions, one on November 13-14 (covering sessions 1-3) and another on November 15-17 (covering sessions 4-8). The LOC will provide the needed infrastructure for proper display. Please ensure that all posters have typical ISO A0 size (84 x 119 cm, or 33.1 x 46.8 inches) or less. Maximum display size is 90 cm width and 120 cm height.