Instructions for Presentation Submission

Presentation Instructions (Oral and Poster)

Your oral and poster presentations are essential to a successful EPP Education and Science Forum, so please read these instructions carefully. Oral and poster presentations will be in four Technical Sessions: 1) Climate Adaptation and Mitigation; 2) Weather-Ready Nation; 3) Healthy Oceans; and, 4) Resilient Coastal Communities and Economies. Please see detailed instructions below for oral and poster presentations.

Oral Presentations:

Contributed talks are scheduled in 15-minute time slots. Each presenter will be given 12 minutes to make their presentation, followed by 3 minutes for questions. Invited presenters will be given 30-minute time slots, at the beginning of a session. The Forum Committee requests your cooperation in adhering to the time allotments to facilitate movement between sessions.

Format: Electronic presentations may be submitted as either PowerPoint (.ppt) or Portable Document Format (.pdf). (Please see “Submitting Your Oral Presentation” section below for date and location of presentation submission.)

Naming Convention: This naming convention will simplify the sorting of presentations to the appropriate session rooms during the Forum. Please use the following format to name your presentation:

Day of the Week_ Technical Session#_Time_First initial and last name.ppt (or .pdf)

For example, a PowerPoint file submitted by Jane Smith for a presentation to be given on Monday during Technical Session 1 at 3:00pm would be named:
Monday_TS1_ 300_jsmith.ppt

Pre-Loading: All presentations will be loaded onto Forum equipment by Forum staff prior to the Technical Sessions. No personal laptops will be used for presentations and no one is permitted to load their own presentation. Forum staff will conclude loading presentations for each Technical Session on October 26, 2014.

Equipment: Each presentation room will have a dedicated computer, LCD projector, timer, and pointer, as well as student(s) to support the session.

Presentation Backup: Forum staff recommends bringing a backup copy of your presentation with you to the NOAA EPP 7th Biennial Education and Science Forum, even if the presentation was sent in prior to the Forum. Please bring a copy of the presentation on a USB memory stick or a CD (memory stick is recommended).

Forum Software: PowerPoint files will be displayed on personal computers using Microsoft Office 2007. Please ensure your files are compatible with this software version. If you use an Apple computer or any program other than Microsoft Office 2007 to create your presentation, please test your presentation on a personal computer running Microsoft Office 2007 prior to the conference to ensure that your fonts and animations display correctly.

Font: It is also highly recommended that you use standard fonts (Arial, Times New Roman, etc.), and reduce the resolution of images to keep your total file size as small as possible.

Submitting Your Oral Presentation

Oral presentations must be electronically submitted by the close of business on October 20, 2014 via the “Submit Oral Presentation” page. Submitted files must be no larger than 35 megabytes for uploading via the submission form. If your file is larger please contact us to make arrangements for an alternate submission method.

Please note: you must register to attend the event before you will be awarded password access to the submission page.

Before submitting presentation, see instructions above for required formatting and naming of the file. Upon receipt of submitted presentations, Forum Organizers will send a confirmation email to the presenter. Should you experience any technical difficulties submitting your oral presentation or have any questions please contact us via the Contact page on this website.

Changes after Submission – If changes to the presentation are needed, presenters will have the option to provide Forum staff with a USB drive that has the revised presentation. Revised files will be accepted at the Registration Desk. Only presenters with revised presentations that follow the naming convention and that include REVISED at the end of the name, will be accommodated.

Revised presentation must be provided to the Forum Organizer at the Presentation Upload Desk at Registration, no later than four (4) hours prior to the start of a Technical Session.

  • Note 1: Only Forum Organizers will upload presentation to Technical Session equipment.
  • Note 2: Presenters will not be able to use personal equipment for the Technical Sessions.

On-Site Presentation Review – Presenters may check their file at the Presentation Upload Desk at the Forum during registration or prior to their session.

Poster Presentations

Location: Poster presentations will be held in the Hytche Center. Poster presenters must set up between 3:00 pm and 4:30 pm on October 28, 2014.

Logistics: Supplies to mount poster will be made available at set-up. Each poster will be assigned a number to easily allow presenters to find the location for placement of their poster. Poster number assignments are grouped according to the Technical Session numbers and topics. Forum staff will be on hand to assist with set up.

Setup: Posters can be set up Tuesday, October 28 between 3:00 pm and 4:30 pm.

Open Session: Formal poster presentations will be from 4:45 pm – 7:00 p.m. Poster judges will begin formal viewing of student posters on Tuesday, October 28, 2014, at 4:45 pm.

Size: Posters should be no larger than 36 inches wide by 60 inches high.

Breakdown: All posters must be removed by 8 p.m. on Tuesday, October 28, 2014.

Guidance to Students for Oral and Poster Presentations

The following guidelines are offered to students for preparing oral and poster presentations. They are similar to the criteria that will be used by the oral and poster judges to rank/score student presentations. There will be three judges for each oral and poster presentation in each Technical Session.

Oral Guidelines:

  • Clear and meaningful introduction;
  • Clear and concise “methods and materials”, project description, and summary/conclusions;
  • Readable and well-designed slides, including figures and tables;
  • Clear speaking voice without reading the slides; and,
  • Knowledge of the topic/presentation.

Poster Guidelines:

  • Well organized poster to include correct sequence, clear labels, clean design format;
  • Clear problem/hypothesis formulation; meaningful introduction of project;
  • Meaningful introduction of project;
  • Clearly stated materials and methods;
  • Correctly displayed data correctly and easily interpreted data; and,
  • Clearly stated and relevant conclusions.

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