Resilience, the new challenge in earthquake engineering
16WCEE PAPER PRESENTATION INSTRUCTIONS
Please download printable version here
Congratulations, your article has been accepted for presentation at the 16th World Conference on Earthquake Engineering, Santiago – Chile, January 2017!
Here are the GUIDELINES for giving an oral presentation and presenting a poster at the 16WCEE.
Don't forget to visit the Speakers' Preview Room at the convention center to manage and upload your presentation file. It will be open from Sunday, January 8th, from 9:00 to 18:30 hours.
Presentations Schedule Details → please see here
Oral Presenter Guidelines
When will I present?
Please refer to your notification email or the conference’s web-program (available from December 6th, 2016) for your presentation/session date and time. Typically, each author has 15 minutes for his or her presentation. Approximately 12 minutes are set aside for the presentation of the paper, followed by 3 minutes for questions and answers. We will very strict with the time.
How will I present?
The standard session room set includes:
•1 Screen of appropriate size
•1 Data/Video projector (Resolution: 1024 x 768)
•1 AMS Supplied PC Laptop
•1 Digital timer
•1 Podium microphone
•1 Audience microphone
You must use the 16WCEE supplied computer; we will not accept personal computers to avoid software/hardware incompatibilities or malfunctions. The 16WCEE PC will have the following software installed: Microsoft Windows 7, Microsoft PowerPoint (2013), Adobe Reader 10, QuickTime 7 or higher, Internet Explorer 8 or higher, and Mozilla Firefox 13 or higher.
What will I present?
•Your presentation file must be in PDF or PPT format, we do not accept other formats. You must approach the Preview Zone, located on the first floor, to load your presentation(s) with a flash drive or similar. Presentations must be loaded at least 6 hours before the presentation, so they can be checked. To avoid any technical difficulties, we will NOT allow speakers to present using your own laptop. You must inform the technicians if your presentation has multimedia content (videos, links, audio, etc.).
◦ Bring your presentation to the conference in a USB flash/pocket drive.
Tips for your Oral Presentation
•Make sure everyone can read your slides – usually the presentation has to be viewed from 60 or 70 feet away from the screen.
◦Aspect ratio of the presentation 4:3
◦Font size: 20 pts. or larger.
◦Color combination: Depending on the lighting of the room some color combinations could be hard to see. A safe rule is too use colors with high contrast, for instance: white or yellow text with black background or black text with lighter background.
◦Font type: It is best to use readable types of font, for example: Arial, Times New Roman or Verdana. This makes it easier for the audience to understand the message of the presentation. Also, it is best to choose one or two types of font and stick to those through the presentation.
◦The presentation has to be on Power Point or PDF. If it is on PDF you cannot include videos unless they are on hyperlinks.
◦Keep texts short and easy to read.
◦Use thick lines for graphics.
◦Keep diagrams simple and use just a few animations if necessary.
◦Select only key parts of an equation to illustrate a point.
◦Show information piece by piece and build up to the conclusion.
◦The resolution for 16WCEE projectors is 1024 x 768.
•Plan for one minute for each slide of your presentation.
•Remember to speak slowly, loudly and clearly during your presentation.
•Use the microphone at all times.
•Be prepared for the audience to ask a few questions.
•Check all hyperlinks included in your slides.
•Avoid the following color combinations: Green & Red; Green & Brown; Blue & Purple; Green & Blue; Light Green & Yellow; Blue & Grey; Green & Grey; Green & Black.
•For the display of videos the files must be .MP4 (codec H.264/AAC , AVC/AAC o .WMV) Aspect ratio 4:3. The resolution must be 800x600@30, 1024x768@30 o 1600x1200@30 so it can be displayed on full screen.
•Use hand drawn materials.
•Utilize shades of gray in your presentation.
•Copy and paste pages from your paper.
•Use bright red, blue and/or green at the same time.
A few more notes:
•If your graphics or video clips are not imbedded in your presentation, be sure to upload them in Speakers' Preview Room.
•Animated .gif files can occasionally be problematic, a free demo version of Easy Gif Animator can easily convert these animated .gif files to .avi files, which can then be added into your presentation. You can download the demo here.
•Make sure that codecs used for compressed animation and video files are generic codecs, not video hardware–specific codecs.
• Insert images from within Power Point using the “Insert Image” command – don’t drag and drop from other applications.
•With the exception of some sessions intended for vendors, technical sessions at the 16WCEE are intended to be non-commercial. Speakers should not promote the services or products of their companies as part of their presentation.
Poster Presenter Guidelines
When will I present?
Please refer to your notification email or the conference’s web-program (available from December 6th, 2016) for your presentation date and time. The conference’s web-program will also show the presentation times for your poster.
How will I present?
•Have your poster printed by a large format printing company.
•Present your poster during the scheduled time. We’ll post this on the conference webpage.
•Stand by your poster, ready to talk about your paper and answer questions from other attendees during the formal poster viewing hours. These hours will be available in the conference web-program. However, your poster can be mounted from 9:00 AM during the entire day of your poster session.
• Your poster must be removed by 18:30 of the day it is being presented. If not removed by the author, the poster will be removed and disposed of by our staff.
•Retrieve your poster at the end of the day and give it to the Registration's Staff in the registration area; all the printed material disposed will be of help to the San José Foundation for abandoned children. Please note that 16WCEE is not responsible for any posters left up after the tear down time.
What will I present?
•The Standard Poster Display is a 90 cm x 120 cm panel. These panels have a vertical orientation.
•You can mount your poster with double sided tape provided by 16WCEE staff.
•Feel free to bring handouts or upload your poster image into ePoster presentation software with the 16WCEE staff near the smart TVs that will be available at the poster area.
•Want to point people to even more information about your poster? Include a QR Code in your printed poster. Information on QR codes, including QR reader software and QR code generators, is available online (http://www.mobile-barcodes.com/).
Tips for your Poster Presentation:
•Place the title at the top center of the poster.
•Use 72 point letters.
•Avoid hand drawn materials.
•Keep it simple.
•Do not copy-paste pages of your paper.
•Make sure it has a logical flow.
•Use color graphics, charts and photos.
•Key points should be in large fonts.
•Do not try to tell the entire story on the panel.
•Save some key points for the one-on-one discussion.
•Avoid the following color combinations: Green & Red; Green & Brown; Blue & Purple; Green & Blue; Light Green & Yellow; Blue & Grey; Green & Grey; Green & Black
• You must hand us your presentation in the SPEAKERS´ PREVIEW ROOM as much in advance as possible, no later than SIX hours BEFORE the beginning of the session where your paper will be presented.
• The Speakers' Preview Room will be open from 07:30 to 18:30, from Monday to Friday. It is located in the Sur Hall, 1st floor of the Main Building at CasaPiedra Convention Center.
In the presentation room
• Your presentation will be sent directly to the presentation room through the local network.
• All speakers are requested to be present in the lecture room 10 minutes before the session starts to meet with the session chair. Please, do not come at the last minute with your own computer into the lecture room: you won't be able to connect it. Personal computers are not accepted.
• The time reserved for your presentation is 15 minutes, including questions and discussion. We run on a very tight schedule, so we strongly recommend you to prepare a 12 minute presentation and allow 3 minute for discussion. The session chair will inform you when you cover the first 10 minutes.
• Once the presentation is launched on the computer in the presentation room, you will advance your own slideshow using a remote control.
• If any problems occur, there will be assistance staff available in each presentation room.