PLANS Author Resource Center

Presentation Instructions

Presentation Timing

A copy of the conference program is available on the PLANS 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/plans).  This program will be complete with the precise starting time of each paper.  The printed schedule of presentation times will be strictly adhered to.  This will enable conference attendees to efficiently schedule the papers they need to hear.  You will be allotted approximately 25 minutes total for your oral presentation plus a few moments for questions at the discretion of the Session Chair.  To assist us in this objective a session timer will be operating during your presentation.  This device has been designed with a red, yellow and green light.  It will operate in your session room as follows:

  • The Green light will go on at the beginning of the scheduled presentation time and will remain on for 20 minutes. 
  • The Yellow light will then come on signifying that you have five minutes left. 
  • The Red light will then signify that your presentation time is are up; you must immediately return the floor to the Session Chair.

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.

Consider the Following When Preparing Your Presentation

  • 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.  
  • ION computers and projectors default to a 16:9 aspect ratio.
  • 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

IEEE and 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 (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 2013 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.

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 2013: 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.

Using Your Own Laptop

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:

  • Presentation is not in PowerPoint 2013 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 VGA projector (i.e., Mac computers require a DVI-VGA adapter).

What to Do When you Arrive at the Meeting

  • Upload your final paper to the Abstract Management Portal. You can do this from your own computer or from the Author Upload Station provided near the conference registration desk. 
  • 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.

Testing Your Presentation at the Conference

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 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. There will be an audiovisual technician in your session room who can assist you in correcting any technical problems you may encounter.

On the Day of your Presentation

  • Check in with your session chair at the Speakers Breakfast (held on the morning of your presentation).  Attending the Speakers Breakfast is required to preserve your scheduled presentation time.  If you do not attend the Speakers Breakfast, your presentation time will be assigned to another author.  If you are unable to attend the breakfast, contact your session chair or Miriam Lewis (meetings@ion.org) as soon as possible.  If your paper has been accepted as an alternate, you will find out if you can present at the speakers breakfast.
  • 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.

Mandatory Speaker's Breakfast

You are required to attend a Speakers' Breakfast on the morning of your presentation.  The Speakers' Breakfast is for all authors scheduled to present that day.  The Speakers’ Breakfast will be held from 7:30 a.m. - 8:15 a.m. in Monterey Ballroom  (Tuesday - Thursday). If you have not submitted your biography (100 words or less) through the Abstract Management Portal, provide it to your Session Chair during the breakfast.  This will be used to introduce you prior to your presentation. 

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 at the speaker breakfast held the morning of your presentation(s), 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.