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International AIDS Society

GUIDELINES FOR SPEAKERS, ABSTRACT PRESENTERS, SESSION CHAIRS, WORKSHOP FACILITATORS AND POSTER EXHIBITORS


Speaker Centre

The Speaker Centre is intended to support all speakers, abstract presenters, session chairs and workshop facilitators. It is located on the Lower Level, Hall A and the opening hours are as follows:

Saturday 21 July 14:00 – 18:30
Sunday - Thursday 22-26 July 08:00 – 18:30
Friday 27 July 08:00 – 16:00


Check-in Required at the Speaker Centre

IMPORTANT: All invited speakers, session chairs, oral abstract presenters, oral poster discussion presenters and workshop facilitators must check in at the Speaker Centre at least four hours before the start of their sessions.

During this check-in, all speakers, presenters or facilitators are asked to sign a Consent Form for publication of their presentation material on the conference website (or to withdraw the presentation from publication). Session Chairs are required to collect their final session schedule and instructions.


PowerPoint Presentation Upload

All PowerPoint presentations must be uploaded prior to the session, as it is not possible to run PowerPoint presentations directly from a laptop in the session rooms.

Presentations should be saved on a USB memory stick or CD/DVD-ROM, and brought to the Speaker Centre. The upload of presentations can be done at the Speaker Centre, at least four hours prior to the start of the session. On-site technicians will assist presenters to preview their presentations to ensure that they display well on the session room screens. The presentations will then be uploaded to the session room network and made available in the session room at the time of the presentation.

Presenters in certain sessions will be able to upload their presentations online prior to the conference. More information will be sent to these presenters via email.

IMPORTANT: Check-in at the Speaker Centre is mandatory even for presenters who have used the online upload system.


Technical Requirements for Presentations

Technical Requirements

The AIDS 2012 computers will run MS PowerPoint 2010. Only MS PowerPoint (*.ppt or *.pptx) presentations with video formats will be accepted. The pre-installed font types available in MS Office 2010 should be used as standard font types.

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.

Movies and video files

If your presentation contains links to video files, it is essential that you bring not only your PowerPoint file, but also your video files to the Speaker Centre. Most video files types (e.g. .MP4, MPEG, .wmv, .AVI, Realvideo, Quicktime, Flash, etc.) are accepted. All videos should be tested and checked in advance in the Speaker Centre to be sure they will work properly.

Please note that Prezi is not supported. If you are using this format, your presentation must be sent to the Secretariat prior to the conference, and it must be converted to PowerPoint before it can be uploaded in the Speaker Centre. Please contact the Secretariat at for further information.

If you use a Macintosh Computer

Please note that no Keynote (*.key) presentations are accepted. Even if you have transferred your presentation to a Windows format, you must check your presentation in the Speaker Centre to ensure that it is fully compatible with the conference computers.


Conflict of Interest Disclosure in Presentations

Authors/Presenters are responsible for disclosing all financial and personal relationships between themselves and others that might be perceived by others as biasing their work. The Secretariat asks that all Speakers/Presenters disclose any conflict of interest at the time of presentation for the benefit of conference delegates. To this effect, a slide at the end or beginning of your presentation should contain a brief summary of conflict(s) of interest. The purpose of this is to guarantee that all potential conflicts of interest are recognized and mechanisms to resolve them prior to the conference are implemented.


Session Room Equipment

Session rooms SR 1-9, Mini Rooms 1-10 and GV 1-2 will have a similar technical setup and will contain the following basic equipment:
  • Lectern with microphone and notebook incl. mouse;
  • Wireless speaker microphone (only for SR 1-9 and GV 1-2);
  • Chairperson table with microphones;
  • Screen displaying the PowerPoint presentation (for some of the bigger sessions rooms there will be an additional screen displaying the speaker);
  • Countdown timer showing remaining presentation time;
  • Microphones on stands for audience questions.
Guidelines for Non-Abstract Driven Session Speakers (Plenary Sessions, Bridging Sessions, Symposia Sessions and Special Sessions)

All Non-Abstract Driven Sessions address a variety of current viewpoints and issues. Session format, duration and focus will vary, depending on the session type.

All Speakers must check in at the Speaker Centre at least four hours before the start of their sessions.

Click here to download general guidelines for Speakers.


Guidelines for Session Chairs

All Session Chairs must check in at the Speaker Centre at least four hours before the start of their sessions.

Click here to download general guidelines for Session Chairs.


Guidelines for Oral Abstract Session Presenters

The Oral Abstract 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.

All Oral Abstract Session Presenters must check in at the Speaker Centre at least four hours before the start of their sessions.

Click here for general guidelines for Oral Abstract Session Presenters.


Guidelines for Oral Poster Discussion Presenters

The Oral Poster Discussion Sessions are chaired and are held daily from 13:00 – 14:00. Presenters are required to prepare a poster and a very brief PowerPoint presentation (2-3 slides, five minutes). The posters will be displayed outside the Mini Rooms for the duration of the conference.

Presenters are responsible for mounting their posters on Monday 23 July, between 08:30 and 10:00, and for removing them on Thursday 26 July, between 18:00 and 19:00.

All Oral Poster Discussion Session Presenters must check in at the Speaker Centre at least four hours before the start of their sessions.

Click here to download general guidelines for Oral Poster Discussion Presenters.

For guidelines on poster layout and format, please see Guidelines for Poster Exhibition below.


Guidelines for Poster Exhibition

The Poster Exhibition is open from Monday to Thursday from 10:00 to 18:30 and is located in the Exhibition Hall on Level 2.

Posters are displayed for viewing from Monday to Thursday. Each poster is displayed for one day. Abstracts accepted as Late Breaker posters will be displayed during the entire conference, from Monday to Thursday.

Authors will stand by their posters between 12:30 and 14:30 on their day of presentation to answer questions and provide further information on their study results.

Authors are responsible for mounting and removing their posters.

Posters must be mounted between 08:00 and 09:00 on the day of presentation and removed between 18:00 and 19:00 on the same day.

Presenters of Late Breakers Posters are asked to mount their poster on Monday 23 July, between 08:00 and 09:00 and remove them on Thursday 26 July, between 18:00 and 19:00.

Poster exhibitors are not required to check in at the Speaker Centre.

You will find the day of presentation of your poster in the notification email. It can also be identified by looking at the first two letters of your final poster number: MO= Monday, TU= Tuesday, WE=Wednesday, TH=Thursday. This number will appear in the final programme and in the abstract book. You can only present your poster on the day of presentation indicated.

The first two letters (MO/TU/WE/TH) of your poster number are not displayed on the poster board. Example: if your day of presentation is Monday and your poster number in the programme and abstract book is MOPE001, the number displayed on the bar on top of your board will be PE0001.


Guidelines for Poster Layout

Posters should be laid out in portrait style. The poster board surface is 46 inches (116.84 cm) wide and 94 inches (238.76 cm) high - make sure the poster fits into this surface. For legibility, a recommendation is to make the poster not more than 150 cm high (59.1 inches). The poster number will be displayed on the poster board bar on top of each poster board. Mounting materials for the posters will be available at the Poster Helpdesk.

Click here to download the poster template (for oral poster discussions and poster exhibition).
*Template instructions courtesy of Dr. Colin Purrington - Swarthmore College - Swarthmore - Pennsylvania – USA. More tips can be found at “Advice on designing scientific posters” at Dr. Colin Purrington’s web site: http://colinpurrington.com/tips/academic/posterdesign

Your poster should quickly orient the audience to the subject and purpose of your study. Here are some hints that may be helpful for the preparation of your poster:
  • Your poster should have a clear message, a logical layout and be easy to comprehend in a couple of minutes;
  • Make sure that the specific sections (such as the background, methods, results and conclusions) are easy to locate on the poster;
  • Design the individual sections of your poster so that they can be quickly read - avoid large blocks of text. Neither should the poster contain long sentences;
  • Make sure that the type/font size is large enough to be read at a distance of 1.5 meters (five feet). The smallest type should at least be 18 pts for text and 36 pts for headings. Try to keep your word count as low as possible;
  • Supporting images (graphs, tables, illustrations, photographs…) can be very helpful and are often necessary to display results. Make sure that the images are easy to understand, and not overloaded with information;
  • Make sure there is enough contrast between the color of the type and the poster's background.
You may want to have handouts of your poster and business cards available at your poster 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.

It is not possible to use a computer as part of your display. The conference organizers are not able to arrange for any additional equipment in the poster exhibition area, such as DVD players, projectors, tables or power outlets.


Guidelines for E-posters

In addition to the paper poster, Presenters are invited to upload an electronic poster (E-poster). The E-posters will be published on the conference CD-ROM and on the Programme-at-a-Glance on the conference website. Presenters may choose to just upload their regular poster electronically, or prepare a poster specifically for online viewing. If preparing for online viewing, a PowerPoint presentation with various slides is recommended. The formats allowed are .pdf (preferred), .ppt or .doc files. Make sure resolution is optimized for online viewing and not printing.

Click here to download the E-poster template.

Instructions for uploading the E-poster will be sent to abstract authors via email. Upload of E-posters is also possible on-site in the Poster Exhibition area.