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Guidelines for Poster and Platform Presentations

Poster Presentations

Posters will be presented on Monday, Tuesday and Thursday during the conference in Room 100 on Level 1 of the Halifax World Trade and Convention Centre. Presenters are expected to be present at their posters during the dedicated poster session times from 11:00 am – noon, and 5:00–6:30 pm. The exact location of each poster presentation will be listed in the final program.

  • Posters must be in portrait orientation (vertical) and not exceed 1.14 metres (45 inches) wide by 1.80 metres (71 inches) tall. Posters in landscape orientation (horizontal) will not fit on the poster boards being used at the conference.

vertical posters only

  • Poster boards are cloth covered. Use Velcro tabs (preferred) or push pins to attach your poster to the board. Some Velcro tabs and push pins will be available on-site, but in limited supply. If you are able, please provide your own attachment supplies.
  • Posters are to be set up from 7:30–8:30 am on your presentation day and removed promptly at 6:30 pm the same day. You are responsible for set-up and take down of your own poster. Unclaimed posters are not the responsibility of the conference organizers, planner, or conference centre staff and will be disposed following the conference.
Suggestions for effective posters:
  • Letters and numbers should be large enough to be readable from 1.5 m. For example, font size recommendations for Arial font: Title = 72 pt; Author and affiliation = 48 pt; Text = 36 pt. Use simple typeface and use bold type for headings.
  • Use bullets, and keep text to a minimum. Don’t crowd information onto the poster.
  • Keep figures and tables simple.
  • Use a simple background and color scheme that does not detract from the information being presented.
  • Excessive use of organization logos or advertisements is discouraged.
  • If possible, provide miniaturized copies of the poster (e.g., 22 cm x 28 cm; 8.5” x 11”) and your business card.
  • Provide an envelope where people can leave their business card for requesting additional information.
  • Include a recent photo of yourself in the upper right-hand corner so that people can find you for discussion later.

Platform Presentations

To ensure the smooth running of each session, only PowerPoint (.ppt), Keynote, and Portable Document Format (.pdf) presentations will be accommodated. The conference will have computers running Microsoft Windows® and Macintosh OS X® in each presentation room; Microsoft PowerPoint 2007 (Windows), PowerPoint 2008 and Keynote ’09 (Macintosh) and Adobe Acrobat Reader (Windows and Macintosh) will be the software used for presentations. Presenters should ensure that their files are compatible with these programs (e.g., .ppt, not .pptx).

Presentation files will only be accepted on flash drives/memory sticks that plug into a standard USB port. Please turn in your file(s) at the Speaker Ready Room at least 1 day before your scheduled presentation. You will not be able to load your presentation in the room that you are presenting. In the Speaker Ready Room (hours are posted below) you can preview your presentation on the conference Windows or Macintosh-compatible computers and make minor adjustments as needed. Presenters will not be able to use their own laptops. All presentation files will be deleted from the conference computers at the conclusion of each session.

Speaker Ready Room Hours:

Sunday, July 24
2:00 pm - 5:00 pm
Monday, July 25
7:00 am - 5:00 pm
Tuesday, July 26
8:00 am - 5:00 pm
Wednesday, July 27
8:00 am - 5:00 pm
Thursday, July 28
8:00 am - 5:00 pm
Friday, July 29
8:00 am - 12:00 pm

Your presentation has been allocated a total of 15 minutes in the conference program, and at least two-three minutes of this time should be reserved for questions and comments from the audience. Out of courtesy and fairness to all participants, your oral presentation should not exceed 13 minutes, and the time schedule will be strictly followed. Each presentation room at the conference will be set-up with a conference computer, LCD projector, laser pointer, podium, and microphone.

To maximize the quality and clarity of your presentation, please adhere to the following guidelines.
  • Use horizontal position (landscape orientation) for all slides. Material arranged vertically may exceed the height of the screen.
  • Please ensure that you are using standard installed system fonts. Novelty or other downloaded fonts will not be supported.
  • Lettering and numbering must be readable from the back of the room. Therefore, it is recommended text should not exceed 8 lines per slide.
  • Avoid the use of embedded Microsoft “objects” (e.g., Excel graphs) that may be linked to external files.
  • Avoid the use of live links to websites or data. Presentation computers will not be connected to the internet.

Please contact the Conference Technical Co-chairs Brian Branfireun (bbranfir [at] uwo [dot] ca) and Elsie Sunderland (esunder [at] hsph [dot] harvard [dot] edu) if you have questions regarding your presentation.