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Oral Presentation Instructions

Concurrent Session Instructions

Seven concurrent sessions will be held in the Grand Ballrooms on the second floor: Grand Ballroom 5, 6, 7, 8 and on the third floor: River Terrace 1, 2 and 3.

Instructions for Session Chairs and Presenters

Session Chair Information

Please arrive 30 minutes early to familiarize yourself with the meeting room and AV equipment. Once the presentation is launched, the presenter will control the program from the podium using a computer mouse or the up/down/right/left keys on a keyboard. Each room will have a timer and slide advancer/laser pointer. We must keep on time! Please start the sessions on time; do not delay while people return from breaks. If a speaker ends early or a talk is cancelled, please wait until the scheduled start of the next presentation before continuing.

Talks are 12 minutes long with 2 minutes for questions and a 1-minute period for changing rooms. Please briefly introduce the speaker, their affiliation, and the title of their talk- no biographical elaboration is necessary.

To keep talks on schedule, timing devises will be used (red, green and yellow lights). We will use the following timing conventions; at 10 minutes past the start of the talk, notify the speaker that there are 2 minutes left. At 12 minutes, indicate it is time to begin any questions; again, the timing indicator will flash yellow. At 14 minutes indicate that the talk and questions are over; the indicator will flash red to signal the end of the allotted time, giving everyone an opportunity to move between rooms if they wish. The session chair can press the reset button for the next presenter and the green light will ignite (Note that if you are chairing a 30-minute talk in a session, the talk and any questions still must end at the same time as the second concurrent 15 minute talk would.

Creating Your Presentation

The computers in the session rooms will be Windows 7 based PCs with Microsoft Office 2007, including PowerPoint. Verification of proper performance in the Presentation Room (Clearwater) is essential, particularly if video and animation are included in the presentation. Internet access will not be available during your presentation.

Personal laptops cannot be used in the session rooms. All presentations will be uploaded from the Presentation Room to Meeting Room laptops provided for your use. However, support is available in the Presentation room for any last-minute revisions to your presentation. Please save a copy of your most current presentation on a USB Flash “thumb” Drive, external Hard Drive, or a CD, and bring it with you when checking in at the Presentation Room (Clearwater). Please do not bring your laptop as the process of physically setting it up to retrieve, store, and transfer the presentation is prohibitively time-consuming. All presentations must be created in, or converted to, Microsoft’s PowerPoint program.

Macintosh Users

Please make sure that all inserted pictures are either JPEG or PNG file-types. Quicktime (.mov) files are also an accepted video format. Presenters using Macintosh’s Keynote program should read http://docs.info.apple.com/article.html?path=Keynote/4.0/en/c9kn26.html for directions on converting their presentation to PowerPoint. This conversion should be completed prior to uploading the presentation; however, there will be a Macintosh laptop available in the Presentation Room for on-site conversion of presentation if required.

Video Formats

The recommended video format for Windows-based presentations is Windows Media (.wmv). For more detailed information regarding adding videos to your presentation please read http:/office.microsoft.com/en-us/powerpoint/HA012303111033.aspx.

PowerPoint embeds image files directly into the file when you save them, while video files are not embedded. Only a link is made to the video file. Copy the video clips you want to insert into the same folder as the PowerPoint file. This will eliminate the problem of PowerPoint losing the link to the file.

There is a trade-off between high quality videos and large files. Use short video segments when needed, and try to keep the file size to less than 20 Mb.


Arial and Helvetica are recommended for clarity and compatibility. Confirm a font size of AT LEAST 24 points for body text and 36-40 points for headings. Light colored text on a dark background is advised. Avoid using red or green. Confirm that the maximum number of lines in text slides is no more than 6 or 7.


The size of the screen will be 1024 x 768 pixels, meaning that any image with more pixels in the X or Y coordinate that is more than that will not be displayed. The image will be altered by PowerPoint to fit. Large images (i.e. 2000x1500 pixels) which are created with digital cameras and scanners will make the resulting PowerPoint file very large. This may cause the presentation to load slowly.

For on-screen presentations, JPEG-type images work well. This type of image file can be created with virtually all imaging programs. There are many graphics programs which can manipulate images. Consult the manual for more specific instructions if needed.

Large/slow presentations can be avoided by using a graphics program to convert the image and inserting images by a specific method:
Change the size of the image to approximately 800 x 600 pixels
Save as file type :”JPEG” or “JPG”
Select compression setting of 8 (High quality image)
Insert all images into PowerPoint as JPEG files.

If you copy the images to the clipboard and then Edit/Paste them into PowerPoint, the images will not be compressed and the PowerPoint file can become very large. To avoid this, insert them directly into PowerPoint (Insert/Picture/from File).


Please keep animations to a minimum.

Preparing for your presentation

Submission and Presentation review/editing

Check in at the Presentation Room (Clearwater) to submit your files to preview your presentation. You must come to the Presentation Room by 5pm the day preceding your talk. The AVT Event Technologies technicians will assist with the upload of your files and provide the opportunity to preview and/or edit your presentation as necessary.

After you have submitted your files and have finished reviewing and/or making changes to your presentation, you must tell AVT personnel that you have viewed and approved your presentation file before you leave the Presentation Room. AVT will then transfer the updated file to your meeting room.


The Presentation Room will be open:
  • 13:00 - 2100 on Sunday May 19th
  • 07:00 – 1900 on Mon-Wed,May 20-22nd
  • 07:00 - 1600 on Thursday, May 23rd

Quality Control

Giving your presentation a last “once-over” in the Presentation room is the most important step you will take to ensure your success. When reviewing your presentation, make sure all fonts, images, and animations appear as expected and that all audio or video clips are working properly. The computers in the meeting room are the same as the computers in the Presentation Room therefore: IF THE PRESENTATION DOES NOT PLAY PROPERLY IN THE PRESENTATION ROOM, IT WILL NOT PLAY PROPERLY IN THE MEETING ROOM.
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