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Guidelines for Chairpersons, Speakers, Skills Building Facilitators and Poster Presenters
Speakers Centre: PowerPoint presentations and Check-in Procedures
Speakers Centre
The Speakers Centre is intended to support all speakers, abstract presenters, chairpersons.
The Speakers Centre is located in Hall A, Level Two. Hours of operation are as follows:
Saturday 2 August 15:00 – 18:00 Sunday 3 August 08:30 – 18:30 Monday 4 August – Thursday 7 August 08:00 – 18:30 Friday 8 August 08:00 – 12:00
Check-in and PowerPoint presentation upload
IMPORTANT: All invited speakers, oral abstract and poster discussion presenters, chairpersons and skills building facilitators must check in at the Speakers Centre at least six hours before the start of their sessions.
It is not possible to run PowerPoint presentations directly from a laptop in the session room: all PowerPoint presentations must be uploaded at the Speakers centre prior to the session.
Bring your presentation on a USB memory stick (pen drive) or CD/DVD-ROM to the Speakers Centre. Make sure you also have a paper copy of the presentation with you. At the Speakers Centre a technician will help you preview your presentation to ensure that it displays well on the session room screens. Your presentation will then be uploaded to the session room network and will automatically be made available in the session room at the time of your presentation.
Chairpersons are required to collect their final session schedule and important security information and instructions at the Speakers Centre.
Technical requirements for PowerPoint presentations
The AIDS 2008 computers will run MS PowerPoint 2007 which is compatible with older versions of MS PowerPoint. Only MS PowerPoint presentations will be accepted.
Click here to download technical requirements and practical guidelines on how to produce efficient PowerPoint presentations. Click here to download a PowerPoint template that can be used at the conference.
Plenary and Concurrent Sessions
Guidelines for oral abstract session chairpersons
Chairpersons are instructed to close any presentation that exceeds its allotted time. A timer is available in all session rooms.
Click here to download the guidelines for oral abstract session chairpersons.
Oral abstract presenters
The abstract driven sessions are chaired and will consist of up to five oral presentations of ten minutes each. A five minute question and answer period will follow immediately after each presentation. Presenters and speakers are asked to respect their time limits.
Session room equipment
All session rooms will have a similar technical setup and contain the same basic equipment:
- Stage containing a lectern and a table with eight chairs
- Computer running MS PowerPoint 2007 (operated by staff)
- One or two large screens displaying the PowerPoint presentation
- Lectern with fixed microphone and button for next slide
- Preview screen in front of the lectern (for the presenter)
- Laser pointer or mouse pointer
- Tie microphone or headset microphone (optional)
- Countdown display showing remaining presentation time
Poster Discussions
Moderated poster discussions are held in dedicated AV-equipped session rooms from Monday to Thursday between 13:00 and 14:00. Presenters are required to prepare a poster and a very brief PowerPoint presentation. The discussion posters will be displayed in the foyer immediately in front of the poster discussion rooms (skills building rooms) on the ground level for the duration of the conference. Presenters are asked to mount their poster on Monday 4 August between 08:00 and 10:30, and remove them between 18:30 and 19:00 on Thursday 7 August.
For guidelines on poster layout and format, please see below.
Poster discussion presenters and chairpersons must check in at the Speakers Centre at least six hours prior to the start of the session.
Click here to download the guidelines for poster discussion presenters
Click here to download the guidelines for poster discussion chairpersons
Poster discussion room equipment
All poster discussion rooms will have an identical technical setup and contain the same basic equipment:
- Stage containing a lectern and a table with two chairs
- Computer running MS PowerPoint 2007 (operated by staff)
- One screen displaying the PowerPoint presentation
- Microphone at the lectern and button for next slide
- Laser pointer or mouse pointer
Skills Building Workshops
Bring your presentation on a USB memory stick (pen drive) or CD/DVD-ROM to the Speakers Centre. Make sure you also have a paper copy of the presentation with you. At the Speakers Centre a technician will help you preview your presentation to ensure that it displays well on the session room screens. Your presentation will then be uploaded to the session room network and will automatically be made available in the session room at the time of your presentation.
All skills building session rooms will have an identical technical setup and contain the same basic equipment:
- Computer running MS PowerPoint 2007 (operated by staff)
- One screen displaying the PowerPoint presentation
- 2 Microphones
- Laser pointer or mouse pointer
More information on stationery supplies will be posted here soon!
Poster Exhibition
Abstract posters are displayed for the duration of the conference in the poster exhibition in Hall D, Level 2.
Abstract posters are displayed for one day, and the authors are responsible for hanging their own posters. Posters must be mounted between 08:00 and 10:30 on the day of presentation, and removed between 18:30 and 19:00 on the same day.
The poster service staff will remove posters that are not taken down in time but will not assume any responsibility for the material left behind.
The poster exhibition is open for poster viewing from 10:30 to 18:30. On the day of presentation, poster exhibitors are requested to stand by their posters between 12:30 and 14:30 to answer questions.
Practical poster information
The poster number will be displayed on the poster board bar on top of each poster board. The day of presentation was indicated in the notification email and can also be identified by looking at the two first letters in the poster number: MO= Monday, TU= Tuesday, WE= Wednesday, TH=Thursday. This same number will appear both in the Final Programme and in the Abstract Book.
Posters should be laid out in a portrait style. The poster board surface is 95cm (37 inches) wide and 238cm (93 inches) high – make sure the poster fits into this surface. The poster number will be displayed in the upper left-hand corner of the poster board. The poster service staff will provide mounting materials onsite at the poster help desk.
Poster layout guidelines and handout materials
Keep it short and simple. Remember that it is easy to read a paragraph of six lines while most people avoid one with 30. Your poster should have a clear message, a logical layout and be easy to comprehend in one or two minutes. Your poster text should be enlarged so that it can be read at a distance of about two metres (six feet).
Drawings, diagrams and photos can be very helpful and often necessary to display results and conclusions. Make sure that your illustrations are easy to understand; do not overload charts or drawings with information.
You may want to have handouts of your poster and business cards available at your poster exhibit area in case people want to contact you about your work. If you are making your poster or other materials available online, be sure to include the web address on your poster.
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PowerPoint template & PowerPoint guidelines |
This PowerPoint template fulfils all recommendations given. Speakers and presenters can use it as it is or as an inspiration source.
Click here to download the PowerPoint template.
Click here to download the PowerPoint guidelines document.
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Speaker and chair orientation session |
There will be an optional orientation session for speakers and chairs, where further guidance on how to improve an oral presentation will be provided.
Date: Sunday 3 August
Time: TBC
Venue: TBC
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