On the morning of your presentation, check in with your session chair at that day's mandatory Session Chair/Speaker coordination meeting, which takes place in Regency Ballroom 1-3 at the following times:
If you have not submitted your biography (100 words or less) through the Abstract Management Portal, provide it to your Session Chair during the meeting. This will be used to introduce you prior to your presentation.
The purpose of this meeting 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 meetings is a mandatory event for each speaker presenting that day.
A copy of the conference program is available on the IFIS website. Please refer to this for the presentation order of the papers being presented in your session. An updated conference program will be circulated at the meeting (You may also view the complete program at www.ion.org/ifis). This program will be complete with the precise starting time of each paper. The printed schedule of presentation times will be strictly adhered to. You will be allotted approximately 20 minutes total for your oral presentation plus 5 minutes for questions. A session timer with a red, yellow and green light will be operating during your presentation as follows:
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.
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.
ION will provide the following audio-visual equipment in each session for your use:
A Windows computer (connected to a projector) will be in your session room. The computer will accept CD-ROM, DVD-ROM or USB memory sticks. Use of other media formats may not be supported by the computer and is at your risk. Presentations must be created in PowerPoint or Acrobat 9.0 compatible software (all files must be PC/Windows compatible). Copy your presentation to the computer’s desktop before your session begins.
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: Click the Microsoft Office Button > SAVE AS ... > TOOLS > SAVE OPTIONS > Select the checkbox “Embed fonts in the file” > OK.
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.
You may connect your own laptop directly to the provided LCD projector. You should plan on providing YOUR OWN COMPUTER if any of the following apply to your presentation:
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 VGA projector (i.e., Mac computers require a DVI-VGA adapter).
A projector and computer will be available in the registration area beginning Monday morning, and will be available throughout the conference during registration hours. We encourage you to check your electronic media (or laptop, if you plan to use your own computer) 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 by email at email@example.com, at least three weeks before the first day of the meeting. 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.