Oral Session Logistics

The session room will be set with an LCD projector, a microphone, and laser pointer. A presentation laptop (Microsoft Windows 10, MS Office 2016 and a PDF Reader ONLY) will be provided in the session room – no personal laptops will be permitted. A tablet will also be provided as a timer.

Each oral presentation is allocated 18 minutes. You should spend about 15 minutes for presentation of the problem, background, innovative approach, new results, and - if appropriate - a comparative evaluation. The remaining 3 minutes should be reserved for questions and discussions with the attendees.

The presenters should introduce themselves to the session chairs before the beginning of the session to allow a smooth running of the session.

Prepare your presentation / Guidelines for the presentation layout

  1. Either Microsoft PowerPoint presentations (*.pptx, *.ppt) or PDF presentations (*.pdf) are accepted.
  2. Please use common font types like Arial, Verdana, Tahoma, Geneva, or Times New Roman. This will make sure we can display your presentation correctly.
  3. Please use an aspect ratio of 16:9 (Full HD / 1920x1080) for the dimensions of your slides.
  4. Please make sure that any kind of external media used in your presentation (images, videos, etc.) is embedded. The presentation laptops will not have access to the internet. External devices (such as: USB sticks, external hard drives) may not be connected to the laptop at any time.
  5. Please make sure you provide a version of your presentation that is compatible with Microsoft Windows 10.
  6. Create your presentation with regard to “Suggestions for a good oral presentation”. Please see below.
  7. We recommend that you check your presentation on our system on-site (Computer Room, Chicago) in advance of your presentation.

Provide your presentation

Presentations need to be uploaded online. You can do that starting Wednesday 11 October, 2017. Log in at the Abstract system (Link: https://www.eventclass.org/contxt_ieee2017/). Go to Authors > my Submission > upload and upload the file.

The upload tool allows you to upload PDF (*.pdf) and Microsoft PowerPoint files (*.ppt, *.pptx) only. The maximum file size is limited to 50 MB.

The deadline for uploading your presentation online is 8:00 AM the day before your scheduled presentation. For example, if your presentation is scheduled for 22 October, you must upload your presentation before 20 October, 8:00 AM Atlanta time (EDT = GMT-4).

At any time before the deadline, your existing presentation can be replaced with a revised version.

The technical staff will proof-read your presentation in advance. If they encounter any issues, our technical staff will get back to you by e-mail.

In very special cases, you may upload your presentation on-site (Computer Room, Chicago), but no later than 2 hours before the beginning of your session.

Suggestions for a good oral presentation

The presenter should prepare a reasonable number of slides – a Power Point or PDF file, so as not to exceed the 15 minutes allocated for the presentation alone (remember that the last three minutes of your 18 minutes slot are reserved for questions). Typically, one (1) slide is presented in one to two minutes. Additional backup slides could be prepared to support anticipated responses to attendees' questions.

Each slide should not be crowded by text and graphics. Too much text should be avoided: slides should support the presentation; they should not be simply read by the presenter. Graphics help in communications, are more understandable, and point out the basic ideas. Use large fonts so they can be read without difficulty by the audience; typically 18-20 point fonts should be used.

 

Poster Presentation Guidelines

Poster Session Logistics

  • The poster sessions will be 2 hours long.
  • The Authors(s) are expected to:
    • Be set up prior to the session.
    • Be present at their poster for the entire two-hour session.
    • Explain their work to the assembled audience and answer questions as appropriate.

Setup

  • The Poster Exhibition is in the Grand Hall West area of the Exhibit Level.
  • NSS Poster setup can begin as early as Sunday evening, 22 October. Authors are encouraged to leave their posters on display until 12:10 on Wednesday, 25 October - if possible. All NSS posters need to be collected by the authors by 12:10 on Wednesday, 25 October. For all information about the NSS Poster Session logistics, please contact the NSS Poster Session Chairs
  • MIC Poster setup can begin as early as 13:40 on Wednesday, 25 October. Authors are encouraged to leave their posters on display until 12:00 on Saturday, 28 October - if possible. All MIC posters need to be collected by the authors by 12:00 Saturday, 28 October. Note for authors presenting on Wednesday afternoon: your posters must be in place by 13:40.
  • It is strongly recommended that authors provide a supply of contact information sheets that include the author's photo for attendees to use when the author is not present.
  • Poster locations are assigned. Authors will be notified of their location by email from the Program Chair.
  • Posters that are not collected by the author at the end of the respective period will be discarded.

Materials

  • The maximum usable area for your poster materials is 46 inches wide x 94 inches tall (1.16 m wide x 2.38 m tall). However, we strongly recommend using a standard A0 size poster in portrait orientation (0.841 m horizontal x 1.189 m vertical), or one as similar to this as possible.
  • All poster materials shall be provided by the Author(s).
  • Up to 10 push pins per poster will be provided at the Conference to attach poster materials to the poster board. If you will need more you should bring them.

Suggestions for a good Poster

  • The title of the poster session should be displayed in large font, 36 – 60 point, to help the audience find your paper.
  • Your main point or conclusion should be in large font if it is not covered in the title.
  • A font below 18 point is difficult for the audience to read. Try to use this font size as the minimum on your presentation.
  • Avoid large sections of text in all capitals; it can be difficult to read. Use capitals and/or BOLD to emphasize your points.
  • Display the highlights of your presentation in larger font, 24 - 40. Use color to emphasize the important points.
  • Pictures, charts, and graphs are very effective when kept simple. Too much detail will obscure the main points. Use color!
  • Information flow is most effective if it is from left to right and top to bottom.
  • Your posted materials should be as self-explanatory as possible. Remember that attendees will also be viewing your poster when you are not present.
  • Consider that the viewers may be two or more meters away from your material and adjust the print font, charts, graphs, and figures accordingly. The audience will not have the time or the space to read pages of text.
  • The audience at poster sessions moves! They may want to visit several posters during the session. If you are planning to give a presentation of your material, it will probably have to be repeated several times as the audience changes. Be brief, hit the high points, and invite questions.
  • Some visitors may be very interested in your topic and will want to monopolize your session time with questions. This may turn away other visitors that are also interested. Recognize this as a factor and be prepared to acknowledge all visitors and maybe provide contact information by QR code.
  • If you want to interact with certain audience members at a later time, offer business cards or contact information.
  • To maintain poster quality, posters printed on paper should be rolled and not folded for transportation.

 

Important IEEE Policy Announcement

The Poster Session Chair(s) will be present in the room and will verify attendance at the assigned Poster Session. The paper must be presented at the conference to be published in the IEEE 2017 NSS/MIC Conference Proceedings and IEEE Xplore®. This means that the poster presenter must be at the poster site during the official session time. Those who are not present at their poster site during that time will not be eligible for publication of their work in the proceedings. If you are listed as the presenter on multiple posters during the same session, please plan to have someone present on your behalf at your posters and notify the session chairs. The IEEE reserves the right to exclude a paper from distribution after the conference (e.g., removal from IEEE Xplore®) if the paper is not presented during the conference.

Papers are reviewed on the basis that they do not contain plagiarized material and have not been submitted to any other conference at the same time (double submission). These matters are taken very seriously, and the IEEE NPSS society will take action against any author who has engaged in either practice.

IEEE Web Page on Plagiarism

IEEE Web Page on Double Submission