PRESENTATION GUIDELINES

TWS 2023 Annual Conference Presenter Guidelines

 

Information for ALL Presenters

  • Presentation Uploads: You will be able to upload your presentation file from any computer with internet access. Once your presentation files are uploaded you will be able to confirm and click through your slide deck. You will need your personalized link to access your presentation files or you can use this link (after August 1). As a result of this change, we will not have a dedicated speaker upload room at the conference. Instead, there will be a speaker support kiosk near registration if you need assistance.
  • Pre-Recording: To make educational content accessible to as many members as possible, presenters will be required to upload a pre-recorded version of their talk prior to the conference.
  • Accessibility: We encourage you to further consider the accessibility of your talk by reviewing suggestions on how to prepare an accessible presentation for diverse audiences, shared with us by our colleagues in the IDEA Working Group.

Oral Presentation Guidelines:

Individuals giving an oral presentation in Louisville are required to upload their slide deck (pptx) as well as a recorded version (MP4) of their presentation that will be available to all conference participants after the conference. The recorded version is a critical component and allow those who could not attend your live presentation to have access to all the science content at TWS2023. Please review the following instructions for preparing your talk. As a reminder, talks should be 12 minutes in length, with the remaining 3 minutes for questions.

Slide decks (PPTx files only) must be uploaded no later than 4 hours before the start of you session via a link that will be emailed to you in September (and again after that). Slide decks should be prepared in wide format (16:9). You can also use the link referenced above to make updates from any computer. There will be a speaker support kiosk near registration with a limited number of computers available, in case you need assistance. We also recommend bringing a flash drive with your presentation files.

Your recorded presentation file is due no later than November 1st, 2023. You will need to upload an MP4 video recording of your talk via the speaker portal, which arrived in your inbox (check your spam folder, too). There are multiple options for preparing video recordings of your talk, here are a few:

A couple of other tips:

  • Always do a short test recording to make sure that your sound and screen are as you wish, then do a final recording and save your recording in case you run into any uploading issues, then you don’t have to re-record.
  • If you encounter a “spinning wheel” when you upload your talk, it is very likely that your internet connection speed or computer is too slow, try another network or computer.
  • If you run into issues, try another internet browser. We suggest using Chrome.

 

Poster Presentation Guidelines:

Poster presenters will prepare both a printed poster for display in Louisville and will upload a PDF version in the speaker portal. Poster presenters may record an optional short video (under 3 minutes) describing their poster that will be available on-demand to all conference attendees after the conference. Please review the following information related to posting and attending your posters as well as information for uploading a PDF version and optional video for display on the virtual conference platform.

***Please Note Different Guidelines for Contributed and Student Research***

Contributed Posters should be prepared and printed with final dimensions under 48 inches high  x 96 inches wide. Tacks will be provided in Louisville, but also consider bringing a few extras.

Student Research in Progress Posters should be prepared and printed with final dimensions under 46 x 46 inches. Tacks will be provided in Louisville, but also consider bringing a few extras.

Poster Setup and take down instructions:

Poster presenters are expected to attend their poster during the Trade Show & Poster Networking Event.   The poster session is Tuesday, November 7, 2023 from 5:00 – 7:00 pm with set up on Tuesday, November 7th between 7:30 am – 9:00 am and take down between 10:00 am – noon on Thursday, November 9th.

*Posters remaining after the removal period will be taken down and recycled by conference organizers.

PDF and Optional Video files are due no later than November 1st, 2023. You will need to upload your PDF poster file (and MP4 video recording, if desired) via the speaker portal, which arrived in your inbox (check your spam folder, too). There are multiple options for preparing video recordings of your talk, here are a few:

Poster Sessions at different TWS Conference events