Presentations Formats and Guidelines for Presenters and Convenors


ORAL PRESENTATIONS

  1. In order to maximize the number of Topic Sessions and the number of presentations within each Topic Session, we have assembled a very full schedule. In order to allow the sessions to run smoothly, and in fairness to other presenters, please note that all presentations are expected to adhere strictly to the time allocated.

  2. Plenary Speakers have been allocated 28-minute time slots. Plenary Presenters should plan for a 22-minute presentation followed by 5 minutes for questions, discussion and a 1-minute transition to the next presenter.

  3. Invited Speakers in each Topic Session have been allocated 30-minute and 15-minute time slots. Invited Presenters with a 30-minute time slot should plan for a 22-minute presentation followed by 7 minutes for questions, discussion and a 1-minute transition to the next presenter. Invited Presenters with a 15-minute time slot should plan for a 10-12-minute presentation followed by 2-4 minutes for questions, discussion and a 1-minute transition to the next presenter.

  4. Contributed Presentation Speakers in each Topic Session have been allocated 15-minute time slots. Presenters should plan for a 10-12-minute presentation followed by 2-4 minutes for questions, discussion and a 1-minute transition to the next presenter.

  5. Session Convenors must ensure that the above time allocations are respected.

  6. In the event that a scheduled presentation is cancelled/unavailable, Session Convenors are requested to continue on the original schedule, using the time for an extended question period or discussion. This will allow meeting participants to move amongst the parallel sessions to attend selected presentations at their scheduled time.

  7. IN-PERSON presenters are strongly encouraged to use the PowerPoint "Widescreen (16:9)" slide size setting. We are using HD projectors set up for the Widescreen (16:9) setting which will enhance the viewing experience.

    ON-LINE (remote) presenters are strongly encouraged to use the MP4 format (either HD (1280 x 720) or Full HD (1920 x 1080)) mainly because less can go wrong.

    The ON-LINE presenters can use standard .pptx, add recorded voice, animations, pointer movement, embed video etc. and then export the file to .MP4 format. The ON-LINE presenters can then check the .MP4 file to see if everything is as intended. Microsoft article can help to TURN YOUR PRESENTATION INTO A VIDEO.

    ON-LINE presenters are expected to send their recorded talks to PICES Secretariat by April 5, 2023.
    If you do not have any other options, please use WeTransfer to email us your recorded presentations. Wetranfer.com allows sending files up to 2 GB free of charge.

  8. WHERE, WHEN, AND HOW TO UPLOAD IN-PERSON PRESENTATIONS

    WORKSHOPS PRESENTATIONS

    Please upload your presentations directly on the laptops in your Workshops Rooms, on the day of the Workshops, 20-30 minutes before the workshops start.

    KEYNOTE AND PLENARY PRESENTATIONS

    Please EMAIL your presentations to Julia Yazvenko at PICES Secretariat least a day before the Opening/Plenary/Closing Session. If you do not have any other options, please use WeTransfer to email us your presentations. Wetranfer.com allows sending files up to 2 GB free of charge.

    S1-S19 IN-PERSON PRESENTATIONS

    April 17 IN-PERSON presenters, please EMAIL your presentations to Julia Yazvenko at PICES Secretariat by April 16. Please specify your Session, presentation Time, and Presenter Name in the subject line of your email. If you do not have any other options, please use WeTransfer to email us your presentations. Wetranfer.com allows sending files up to 2 GB free of charge.

    April 18-21 IN-PERSON presenters, please UPLOAD your presentations on a computer at the venue’s UPLOADING STATION (exact location TBA, Flor Plan), at least a day before your Sessions start. An especially designated helper will be there to assist you. Do NOT forget to bring USBs.

    • FILE NAMING FORMAT

      1-DAY SESSION: SESSSION-TIME-PresenterFamilyName.ppt
      Examples: 1-Day Sessions
      S1-0900-Smith.pptx
      W10-1530-Kim.pptx
      2-DAY SESSION: SESSSION-DAY-TIME-PresenterFamilyName.ppt
      Example: 2-Day Sessions
      S11-Day2-1345-Ditkovsky.ppt

    • We are also asking Sessions' convenors to be present in the Sessions rooms at least 15 minutes before their sessions start.

    • Each room will have a Windows PC with a modern version of the Microsoft Office software. In order to stay on schedule, we strongly prefer that you project from the computer supplied and avoid switching between computers.

      If you have any special A/V requirements for your presentation (showing videos; accessing the web), please let us know in advance.

  9. After the Symposium, PICES Secretariat will contact each presenter for permission to post their talks on the Symposium website (extra slides removed, file converted to pdf format). This is the same approach used for the ECCWO-4 Symposium in 2018.


POSTER PRESENTATIONS

Detailed information about IN-PERSON and ON-LINE posters' format and size can be found on the Poster Session page.

Details about accessing Whova and uploading posters.

ON-LINE and IN-PERSON presenters are expected to upload their posters by April 10, 2023.


INTERNET ACCESS

Wireless internet access will be available to all participants.

 

Important Dates
March 28, 2023
March 31, 2023
Deadline All participants will receive emails with access to Whova App. for opening accounts.
Contact us if you have any problems.
April 5, 2023
Deadline Email recorded talks to PICES Secretariat.
April 10, 2023
Deadline For in-person and on-line presenters to upload their posters on Whova App..
September 30, 2023
Deadline Manuscript sumbission to the ICES Journal of Marine Science for the Special Volume.
January 2023
Confirmation Deadlines PAST Deadline
  1. Confirm your presentations and attendance
    (financial support applicants who are still waiting for grant notifications, confirm presentations and attendance when you receive grant notifications).
  2. Confirm your financial support acceptance
    (applicants who are still waiting for grant notifications, confirm when you receive grant notifications).
January 31, 2023
PAST Deadline Closes
  1. Discounted Registration Fee
    (extended from Jan. 15, 2023)
December 22, 2022
PAST Deadline
  1. Financial support grant notification
    (For some applicants - January 2023. Thank you for your patience)
December 15, 2022
PAST Deadline Abstract Notification Deadline
  1. Abstract acceptance notification
November 5, 2022 (extended)
July 5, 2022
PAST Deadline
  1. Discounted Registration Fee
  2. Abstract submission
  3. CV and Financial support application
January 31, 2022