JNC Presenter Resource Center

Brief Preparation and Presentation Instructions

Presentation Timing

The conference program is accessible using the navigation bar on the left of this page. Please refer to this for your session's presentation order. Session chairs will strictly adhere to the published schedule. Each brief will be alloted 18 minutes. A presentation timer will operate in your session room as follows:

  • The screen will turn green at the beginning of the presentation time and will remain on for 15 minutes. 
  • The screen will turn yellow when three minutes remain. 
  • The screen will turn red indicating that your presentation time has ended; immediately return the floor to the session chair.

Mandatory Presenter/Speakers' Breakfast

The presenter of each brief (for both primary and alternate presentations) is required to attend the Speakers' Breakfast on the day of the presentation:

  • CUI Speakers' Breakfasts: Monday-Wednesday from 7:30 - 8:15 a.m. in Event Hall II.
  • Classified Speakers' Meeting: Wednesday, 1:00 p.m. - 2:00 p.m., Room TBD

The person making the oral presentation for each brief, as well as the person representing each alternate presentation, should attend. The purpose of this breakfast is to allow the Session Chairs to meet each of the presenters, to collect your biographical information, coordinate any last-minute details, and demonstrate audio-visual equipment and the presentation timing system.

If you are not in attendance at the speakers' breakfast on the day of your brief presentation(s), the Session Chairs will allocate your presentation time to another presenter; your briefing will be canceled and will not be included in the CUI conference proceedings.

Consider the Following When Preparing Your Brief

Conference participants regard the quality of your visuals as an indication of your level of preparation and professionalism. You are encouraged to use the following guidelines:

  • Limit the number of your slides
    The average speaker takes 2-3 minutes per chart. Remember your Session Chair will also introduce you based on the biography you provided in the ION Abstract Management Portal (AMP) when you submitted your abstract and the reading of this biography counts in your 18 minutes of presentation time.
  • What your audience wants to know
    Effective briefings start with the main point/assertion; describe the approach including basic technical concepts that underpin your solution; highlight innovations; outline the test results or findings; and then summarize. You are encouraged to include a chart that specifies exactly how your brief addresses warfighter needs. For example, "Capability Provides Precise Azimuth for Far Target Location."
  • Don’t assume your audience members are experts
    There will be a few experts, but the majority will be there to learn. Provide necessary background information.
  • Keep visuals simple and neat
    • Charts and Graphics: Prepare your charts and graphs with large, legible text. Your presentation will be viewed from an average distance of approximately 30-40 feet.
    • Screen Ratio: ION computers and projectors default to a 16:9 aspect ratio. To maximize use of screen space, please use a widescreen format; using a 4:3 aspect ratio will result in blank screen space.
    • Using Equations: If your presentation includes equations or special symbols, include these as images rather than text.
    • Embedding Fonts: If your presentation incorporates unique fonts or unusual symbols, embed the fonts in your PowerPoint or Acrobat file. Failure to do so may cause the fonts to display incorrectly at the meeting. If you plan to use the conference laptop, embed fonts into your presentation files using the computer where you created the presentation.
      To embed fonts in PowerPoint: Click the Microsoft Office Button > SAVE AS. > TOOLS > SAVE OPTIONS > Select the checkbox “Embed fonts in the file” > OK.
  • Practice
    You are encouraged to check the timing of your presentation, as well as the quality of your visuals, by presenting your talk to your colleagues.

Using Your Own Laptop for Presentation

You may connect your own laptop directly to the ION provided projector.  You should plan to use your own laptop if any of the following apply to your presentation:

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

If you opt to use your own laptop, instead of the conference laptop, you may connect to the ION projector. Be sure to bring any necessary cables or adapters required to connect your laptop to an HDMI projector (i.e., many computers, including MacBooks, require HDMI adapters).

If you require additional equipment, please contact Rick Buongiovanni by email at rbuongi@ion.org, 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.

Session Setup and AV Equipment Provided

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

  • Projector 
  • Windows computer with PowerPoint and Adobe Acrobat Reader
  • Wireless lapel microphone (a wired mic is provided at the classified session)
  • Laser pointer and presentation remote 
  • Hand-held microphone (for audience questions, to be passed by session chairs)

A Windows computer (connected to a projector) will be in your session room. The computer will accept USB removable media. A CD-ROM drive will be available. USB drives must not require software to be installed on the conference laptop. Use of other media formats may not be supported by the computer and is at your own risk. Copy your presentation to the computer’s desktop before your session begins.

You may upload your presentation file to the Abstract Management Portal prior to the conference. Files uploaded prior to the conference will be loaded onto the conference laptop prior to your session. 

Copying your presentation file to the presentation laptop during the conference does not submit your presentation for the CUI conference proceedings. You must upload your PDF presentation file directly to the ION’s Abstract Management Portal (AMP) and complete a Release Form, for your presentation to be included in the CUI conference proceedings.

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.

Alternate Presenters

Alternate presenters should attend their assigned Presenter/Speaker’s Breakfast and assigned session to be available in case of a last-minute cancellation. If you attend your assigned Presenter/Speaker’s Breakfast, attend your session, and are prepared to present, your presentation will be published in the CUI conference proceedings even if you are not called upon to present.

Brief Cancellations – Substitute Presenter Requirements

Should an unforeseen event make it impossible for you to attend the conference to present your brief, please ask a co-author to present on your behalf. Only co-authors listed on your brief will be permitted to present on your behalf. If a co-author is not available to present, and the brief needs to be withdrawn, please notify Miriam Lewis at the ION National Office via phone at 703-366-2723, or email at meetings@ion.org. Please note that only authors who attend their assigned conference sessions, and are prepared to present, will have their briefs published in the CUI conference proceedings. This applies to both primary and alternate presenters.

Brief Clearance

All briefs presented Monday-Wednesday will be presented in a CUI US only environment. All briefs must be approved for either public release (Publicly Releasable AFTER Review) or CUI US only. No other markings will be acceptable. Briefs received with any other marking will be excluded from the proceedings.

It is likely that your brief will need to go through a clearance process before it can be released to be presented at the conference. Please begin the process immediately to ensure you will be able to present at the conference and be included in the published CUI conference proceedings (if applicable).