ION GNSS+ Author Resource Center

Presentation Instructions

Presentation Timing

The conference program will show the order and start time of each presentation. Session chairs will strictly adhere to the printed presentation schedule, enabling conference attendees to schedule which presentations they will attend. Each presentation will be allotted 20 minutes plus a few moments for questions at the discretion of the session chairs. A presentation timer will be used that shows the time remaining during your presentation. It will operate in your session room as follows:

  • The screen will be green at the beginning of the scheduled presentation time and will remain green for 15 minutes. 
  • The screen will turn yellow when five minutes remain. 
  • The screen will turn red when time is up. At this time, please return the floor to the session chair.

Please do not run over the allotted time; the audio visual technician will have been instructed to turn off your microphone once you have gone 30 seconds over your allotted time, or 30 seconds after the red light flashes.

You can check the timing of your presentation as well as the quality of your visuals simply by presenting your talk to your colleagues. You should not expect to present your entire paper during your presentation. Instead, your goal is to motivate the audience to read your paper.

Audio-Visual Aids

The most negative criticisms prior ION authors have received is in regards to the quality of the author's visual aids.  Improperly prepared audio-visual materials can spoil an otherwise excellent presentation.  Conference participants regard the quality of your visuals as an indication of your level of preparation and professionalism. Remember that the quality of your visual aides is a reflection on you and the company/agency you represent.

Please Consider the Following Guidelines When Preparing Your Presentation:
  • Your presentation should be in 16:9 (wide screen) format. You can still use 4:3; however, there will be unused screen space.
  • Do not assume the audience is an expert in the subject of your presentation. There will be a few experts, but the majority will be there to learn. Your presentation should include the problem you are solving and any necessary background.
  • When describing your work, the most important things are your key innovative steps and how they performed compared to the conventional approach.
  • Be sure to present the basic technical concepts that underpin your solution.
  • Before the conference, consider rehearsing your presentation in front of a group of co-workers, including some who are not already familiar with your work.
  • Do not overload your visuals. Due to the large size of some session rooms we strongly encourage your visuals remain both simple and neat. It is better to use additional visuals to develop a point rather than cluttering up one image or presentation. 
  • Text should be in 24 and 36-point type, large enough to be seen fifty feet away by persons with twenty-twenty vision. 
  • Your visuals should illustrate your main points, use simple graphics to communicate ideas, and act as a general summary of your written paper.
  • Do not project pages of type!
  • Most speakers find that one visual per minute of presentation time (excluding title slides) works well. 
  • Your visuals should motivate people to read your complete paper in the proceedings.

Session Setup and Equipment Provided

ION will provide the following audio-visual equipment in each session for your use:

  • Projector
  • PC/Windows computer
  • Wireless Lapel Microphone
  • Laser Pointer and Presentation Remote
  • Hand-Held Microphone (for audience questions)

A Windows computer and projector will be in your session room. The computer will accept CD-ROM, DVD-ROM or USB drives. USB drives must be unencrypted and usable without installation of software on the conference laptop. Use of other media formats may not be supported by the computer and is at your risk.  Presentations must be created in PowerPoint 2016 or Acrobat PDF compatible software (all files must be PC/Windows compatible). Copy your presentation to the computer’s desktop before your session begins.

When Creating Your Presentation

If your presentation incorporates unique fonts or unusual symbols, be sure to embed the fonts in your PowerPoint or Acrobat file. Failure to do so may cause the fonts to display incorrectly at the meeting.

To embed fonts in PowerPoint 2016: File > Options > Save > Select the checkbox "Embed fonts in the file" under the heading "Preserve fidelity when sharing this presentation".

If your presentation incorporates equations, you may wish to import the equations to PowerPoint as captured image files. This allows the equations to display correctly on most computers without any special fonts or equation editing software installed.

Using Your Own Laptop

You may connect your own laptop directly to the ION provided LCD projector. You should plan on providing YOUR OWN COMPUTER if any of the following apply to your presentation:

  • Presentation is not in PowerPoint 2016 or Acrobat compatible format.
  • Your presentation includes multimedia content (video clips, MPEGs, DVD, etc.).
  • You will be demonstrating proprietary software or an application.

If you opt to use your own laptop, instead of the provided PC, you may connect to the ION projector.

Be sure to bring any necessary cables or adapters required to connect your laptop to a standard HDMI projector (i.e., many computers require an adapter).

Testing Your Presentation at the Conference

A computer will be available in the registration area beginning Tuesday afternoon, and will be available throughout the conference during registration hours. We encourage you to check your electronic media one day prior to your presentation.

It is strongly recommended that you bring two electronic copies of your presentation (on multiple media types, different file types, etc.). While ION staff will attempt to assist you if you experience any technical difficulties, please note that equipment does fail, and it is often not possible to instantaneously correct the problem. Due to the time constraint of the technical program, if equipment fails for any reason your presentation time will not be rescheduled or extended. To avoid the loss of any presentation time you need to be prepared with a back up.

If you have any additional equipment needs please contact Rick Buongiovanni (e-mail: rbuongi@ion.org) no later than September 1. It will not be possible to accommodate special equipment requests made the day of your presentation. There will be an audiovisual technician in your session room who can assist you in correcting any technical problems you may encounter.

What to Do When you Arrive at the Meeting

  • Upload your final paper to the Abstract Management Portal. You may do this from your own computer, or by using the Internet Kiosks provided onsite at the convention center.
  • Test your presentation on the ION computer located near the registration desk. Presentation files display in various ways on different computers. ION provides a “test” computer so you can check fonts, graphics and multimedia content. Test your presentation before you find yourself standing in front of dozens of industry colleagues!
  • If using your own laptop, test your laptop with the ION projector located near the registration desk.  You may use your laptop with ION’s projector. To avoid surprises during your session, test your laptop with ION’s projector one day prior to your presentation. The test projector will allow you to test your cables, drivers, settings and necessary keystrokes.

On the Day of your Presentation

  • Copy your presentation to the “desktop” of the computer in your session room before the session begins. Copying your files onto the computer before the session begins allows for a smooth, fast transition between presentations.
  • Attend the Speakers' Breakfast (information below).

Mandatory Speakers' Breakfast

You are required to attend a Speakers' Breakfast on the morning of your presentation. The Speakers' Breakfast is for the presenting author for primary and alternate presentations scheduled that day. The Speakers’ Breakfast will be held in the Hibscus Room (first floor) at the Hyatt Regency Miami (Wed-Fri., 7:30-8:15 a.m.) If you have not submitted your biography (50 words or less) through the Abstract Management Portal, provide it to your Session Chair during the breakfast.  This will be used to introduce you at the begining of your presentation.

NEW THIS YEAR: Your biography counts against your presentation time - be brief. Session chairs start each presentation with speaker introduction at the time specified in the onsite program, reading aloud the biographic introduction supplied by the author. The time it takes for the session chair to introduce the author, using the supplied biography, shall be included as part of the speaker’s allotted presentation time. Session chairs retain the right to edit any biography during the introduction.

The purpose of this breakfast is to allow the Session Chairs to meet each of the presenters, to collect any missing biographical information and coordinate any last minute details. This is also the time that audio-visual equipment and the timing lights will be demonstrated.

The Speakers' Breakfast is a mandatory event for each author responsible for a scheduled paper that day. The author representing each oral paper, as well as the author representing each alternate paper should attend. 

If you are not in attendance, the Session Chairs will allocate your presentation time to another presenter.

Alternate authors should attend their assigned session to be available in case of a last minute cancellation. If you attend the Speakers' Breakfast, are in attendance at your session, and are prepared to present, your paper will be published in the proceedings even if you are not called upon to present.