PRESENTER & FACILITATOR GUIDELINES
Session Time Zone
All sessions will be held in Central Time. NOTE: If you are viewing the program in the Whova meeting app you may see your session in your local time. There is a toggle located on the upper right-hand side that can be switched to Central Time.
All sessions will be held in Central Time. NOTE: If you are viewing the program in the Whova meeting app you may see your session in your local time. There is a toggle located on the upper right-hand side that can be switched to Central Time.
Before the Conference
Review/Update your Session Description and Speaker Information
All presenters should have received emails from Teaching Prevention 2023 <event-noreply@whova.io> with a link to their Speaker Form to update session and bio information. Please check your spam or junk folder.
All presenters should have received emails from Teaching Prevention 2023 <event-noreply@whova.io> with a link to their Speaker Form to update session and bio information. Please check your spam or junk folder.
Add or Remove Co-presenters
To add or remove speakers from your presentation, please complete the co-presenter form here.
To add or remove speakers from your presentation, please complete the co-presenter form here.
Submit Presentations - Deadline: March 22, 2023
You are required to upload your final presentation for your use during your session. You may not load presentations in the session room.
- Maximum file size for presentation uploads is 100 MB. If your file exceeds this size, please save and upload as a PDF.
- Do NOT upload Handouts. Handouts are optional. Speakers are required to post their handouts in Whova within their session description, either as a downloadable document or a link.
- Upload PPT Presentations at: https://fs7.formsite.com/APTR/Presentation2023/index
Prepare Your Presentation
- All presentations must include a disclosure slide that describes any relevant financial or commercial interests in the last 12 months. If there are no disclosures, the slide should state: "The presenters have no relevant financial relationships with any commercial interests to disclose."
- Presentations should be Microsoft PowerPoint format and be Widescreen (16:9 ratio).
- There is no slide limit for oral presentations. A general guideline is one slide per minute of presentation time.
- Fonts should be easy-to-read typeface, such as Helvetica, Arial, and Tahoma. Use of fonts not included in Windows can lead to words that bleed into graphics.
- Avoid light lettering on a light background, red or green text to be considerate of those who have color deficient vision.
- We encourage all speakers to bring a back-up of their presentation on a USB flash drive/memory stick.
- Due to unpredictable performance of hotel internet connections, do not plan to use a live internet connection.
Presentation FORMATS
PANEL
Each panel presentation is 30 minutes. Please plan your talk for 20-25 minutes to allow for introduction and questions. Panel presentations are paired to form an hour-long session.
SEMINAR
Each seminar presentation is 45 minutes. Please plan your talk for 35-40 minutes to allow for introduction, questions and discussion.
WORKSHOP
Each workshop is 60 minutes.
STUDENT LIGHTNING ROUND
Each Student Lightning Round presentation is 10 minutes. Please plan your talk for 7 minutes to allow for introduction and questions. Students are expected to present using PPT slides.
RouNDTABLE PRESENTATIONS
- Each Roundtable presentation is 45 minutes.
- Roundtables will not have overhead AV or microphones.
- Roundtable presenters should bring twelve (12) hard-copy handouts of any resources to distribute. Please also upload resources to the session profile in Whova.
- You may present on a personal laptop, but viewing ability will be limited.
Student EnGAGEMENT SESSION
- Sessions vary in length.
- Student engagement sessions will not have overhead AV or microphones.
Submit Handouts (Optional)
From within your Session description menu:
- You may upload handouts within your Session Description. Uploads should be a PDF or image file (max 10 MB). Please upload before the start of the conference. You may also provide onsite copies for distribution.
- APTR will not make copies or distribute session materials.
- APTR does not reimburse for copying or supplies.
From within your Session description menu:
- Click on the 3-dot icon on the right-side to expand the menu.
- Click on the upload document icon on the left-side (see image).
At the Conference
- Arrive in your scheduled meeting room at least 5 minutes before your presentation to introduce yourself to the session facilitator and get settled.
- Your presentation will be loaded on the computer in your presentation room in a folder named for the day of your presentation.
- Computers in session rooms are Windows-based PCs, using the latest version of Microsoft PowerPoint.
- Speakers are not permitted to load their slide presentations onto the computers in the Session room.
- If presenters have extenuating circumstances that require a replacement of their uploaded presentation during the conference, you MUST notify the registration staff IN PERSON to receive instructions by 5:00 pm the day before your presentation.
Audio/Visual
- All presenters (except roundtables) are required to use the provided PC laptop computer for their presentation content. Presenters will not be permitted to use their personal laptops or other presentation devices.
- All session rooms will be equipped with a laptop computer, LCD projector, screen, podium, microphones, and head table.
- Standard Wi-Fi is provided in the hotel.
- Flipchart and markers can be requested for workshops. No additional audio/visual equipment or requests will be accommodated.
Before the ConferenceRegister
All presenters and co-presenters must register for the conference. Add or Remove Co-presenters
To add or remove speakers from your presentation, please complete the co-presenter form here. Update Poster Description and Bio
All presenters should have received an email from Teaching Prevention 2023 <event-noreply@whova.io> with a link to their Speaker Form to update session and bio information. Please check your spam or junk folder. Prepare Your Poster
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Poster Presentation
Monday, March 27, 2023 5:15 - 6:45 pm CT Set-Up
Monday, March 27, 2023 3:30 - 4:45 pm CT Tear Down Monday, March 27, 2023 6:45 - 7:00 pm CT |
Tips for your poster presentation
- Place the title at the top center of the poster.
- Material should be displayed in logical sequence (introduction, background, objectives, research design/program description, results/evaluation, and conclusion.)
- Text should be read easily by attendees from a distance of 3 feet.
- Illustrations should be a minimum of 5 x 7 inches and lettering should be large and legible.
- Do not post pages of your paper as your poster.
- Prepare some key points for the one-on-one discussions.
- Avoid the following color combinations: Green & Red; Green & Brown; Blue & Purple; Green & Blue; Light Green & Yellow; Blue & Grey; Green & Grey; Green & Black
You can find sample templates at:
Upload Your Poster and/or Handouts (Optional)
From within your Session description menu:
- You may upload your poster presentation and/or handouts through your Speaker Form. Uploads should be a PDF or image file (max 10 MB). Please upload before the start of the conference. You may also provide onsite copies for distribution.
- APTR will not make copies or distribute session materials.
- APTR does not reimburse for copying or supplies.
From within your Session description menu:
- Click on the 3-dot icon on the right-side to expand the menu.
- Click on the upload document icon on the left-side (see image).
At the Conference
Presenter Responsibilities
- The designated poster presenter must be present and remain at the poster during the entire session.
- Presenters are responsible for mounting and removing their posters during the specified times.
- All posters left after 7:00 pm will be discarded.
- Push pins will be provided to hang your poster.
- No commercial activities or any advertising may be displayed on the posters.
(Non-compliance with this rule may result in the poster being removed.)
Student Poster Awards
APTR will recognize the three highest ranked student posters presented. Faculty judges will review each student poster and will look for a clear statement of the research problem; the appropriateness and clarity of figures and graphics; and a concise and well-organized poster. Additional criteria may include the student’s grasp of the findings and the ability to describe the work. Poster awardees will be recognized during the annual luncheon on Tuesday, March 28.
Before the Conference
Register
All facilitators must register for the conference.
All facilitators must register for the conference.
Prepare for Assigned Session
- Read the presentation descriptions of your assigned sessions.
- Prepare the introduction of each presenter: full name, institution and department, location, and credentials. Do not plan to read their bio.
- Keynote and Featured Presentations facilitators will be provided with the introduction.
At the Conference
- Arrive at the room 10 minutes prior to the beginning of the session.
- Introduce yourself to the presenters and the presenters to each other. Verify or obtain presenters' titles and pronunciation of their names.
- Give a brief introduction of your speakers. Introductions include name, institution, location, and credentials. Be sure you can pronounce the name correctly.
- As the Facilitator, it is your responsibility to keep the presentation moving. If there are any technical difficulties, consider reordering the presenters. Do not keep the audience waiting while people work on technical problems. If the problem is corrected in a timely manner, reorganize the presentations as you deem appropriate.
Q & A
- During the question and answer period, repeat the questions asked from the audience, if needed. There should be time for one or two questions at the end of each talk. Alert the audience to this at the beginning of the session. If there is extra time at the end of the session, ask for additional questions for any of the presenters. Having a session end a little early is acceptable.
- Panel and Seminar sessions: Prepare a couple of your own questions in case there are few from the audience. First, ask the audience for questions. Use your own questions as you choose. Later, you might ask the panelists if they have questions they would like to ask each other or the audience.
Time Limits and Closing
- Use a clock for timing and be sure to start the session on time. To enforce time limits, show the presenter the sheet of paper with "five minutes" printed on it; follow this up with the two-minute warning.
- Close the session on time. Thank the speakers and lead a round of applause for them. Remind audience to complete session evaluations in the meeting app.
- It is important to clear the podium, stage, and surrounding area immediately following any session as the next set of speakers will be organizing their presentations.
Presenter Cancellation
- If for any reason you are unable to present, APTR must be informed of all cancellations or changes immediately up to the time of your presentation. Please email APTR at info@aptrweb.org as soon as possible. “No Shows” are strictly monitored and may not be allowed to present at future meetings.
