Notes for Presenters and Session Convenors:


GENERAL COMMENTS

  1. The Symposium will be held from May 25-29, 2020, at XXXXXXX, Yokohama, Japan, with Workshops on XXX and XXX, preceding the main Symposium.

  2. The registration desk will be located in XXXX and available from XXXXX, May 25-29, 20208. Your registration package will include:

    • A printed version of the program/schedule

    • A USB stick with Symposium documents (including the Book of Abstracts) along with information and documents from the sponsoring organizations.

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 a 30 minute time slot. Presenters should plan for a 20 minute presentation followed by 10 minutes for questions, discussion and transition to the next presenter.

  3. Invited Speakers in each Topic Session have been allocated a 30 minute time slot. Presenters should plan for a 20 minute presentation followed by 10 minutes for questions, discussion and transition to the next presenter.

  4. Contributed Presentation Speakers in each Topic Session have been allocated a 20 minute time slot. Presenters should plan for a 15 minute presentation followed by 5 minutes for questions, discussion and 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. You 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. The standard setting (4:3) will work, but not as well.

  8. Presenters should upload their presentations (the day before, preferably, or the morning/lunch of their presentation day) directly to the computers in the rooms where the sessions/workshops will be held.

    • Important: Please rename your files - session/wsh-time-name.ppt (e.g. S01-0900-Smith.ppt, W10-1530-Kim.ppt).

    • We will have dedicated A/V staff in the Plenary and Topic Session rooms to help you load your presentation.

    • 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 talk on the Symposium website (extra slides removed, file converted to pdf format). This is the same approach used for the PICES-2018 in 2018.


POSTER PRESENTATIONS

Posters will be on display at XXX from XXXX of May XXX. Poster presenters are expected to be available at their posters for 90 min. (19:00-20:30) to answer questions during this Poster Session/Reception. Poster numbers (e.g. S2-P6) are at the end of the Program Book. Look for your session and poster number on the poster boards.

Posters will be put up May XXX, from XXXX.


INTERNET ACCESS

Wireless internet access will be available to all participants.

 

Important Dates
November 30, 2019
Notification Deadlines
  1. Financial support grant notification
December 1, 2019
TBA
January 1, 2020
May 1, 2020
November 15, 2019
Notification Deadlines
  1. Abstract acceptance notification