Instructions for presentations, orals and posters

Your paper has been assigned as either a lecture or a poster presentation. In either case, the full, paper appears in IEEE Xplore, and there is no indication in Xplore as to whether the paper was presented orally or as a poster. Bellow you find instructions and advice for your presentation.

Note: This year at IV’16 all papers, including Orals, will have a poster for more personal discussion. In addition, each poster session will begin with a short Poster Spotlight presentation. Each author will have 1 minute to highlight their poster (using a single slide submitted according to the instructions sent out).

Lecture Presentations

PRESENTATION TIME: Presentation time is critical; in the time allocated for each speaker includes time for questions, session-chair introductions, and any set up that is not completed in advance. We recommend that the presentation of your slides are planned, leaving 4 minutes for introduction by the session chair and questions from the audience.  Be prepared to begin your presentation as soon as the prior presenter has finished; it is important to keep on schedule.

Since you will also have a poster covering your paper, you can invite people to the poster for more detailed explanations. Also, if you receive detailed, or many questions, you can invite the audience to the poster.

ORGANIZATION OF IDEAS: Slides attract and hold attention as well as reinforce what you say — provided you keep them simple and easy to read. Make sure that each of your key points is easy to explain with aid of the material on your slides. Do not read directly from the slide during your presentation.

PRIOR TO YOUR PRESENTATION: For those who have presentations before the first coffee break, come to the lecture hall at lest 15 minutes before the program starts in the morning, other presenters should come to the lecture hall in the brake prior to their session, at lest 15 minutes before their session starts. This is to upload your presentation to the computer. Alternatively, you use your own computer and in that case you test that is works together with the projector. Note: the presentation computer has ONLY a USB port; there is no CD-ROM or other disc drive. The projector has VGA connection, if you use your own computer, please make sure you have an adapter for VGA if necessary. Screen size 16:9. You should also meet with your Session Chair at this time so that your Session Chair is aware that you are present; your Session Chair may also have last-minute instructions for your presentation.

EQUIPMENT PROVIDED: All lecture rooms will be equipped with a computer, a video projector (VGA), and a microphone. There will be no other equipment available.

The computer will have a recent version of the Windows OS installed as well as Acrobat Reader and PowerPoint. Remember to embed all your fonts into your PDF presentation.

The lecture hall is quite large, use fonts of sufficient size.

Poster Presentations

DIMENSIONS: For your poster, a board will be provided; the board is oriented in a “portrait” format and has dimensions of 90cm wide and 120cm tall (approximately 35in wide and 47in tall). Note: In portrait format, the poster will be taller than wide. Push tacks or velcro adhesive will be provided at the conference to mount your poster to the board.

ORGANIZING YOUR POSTER: Poster sessions are a good medium for authors to present papers and meet with interested attendees for in-depth technical discussions. In addition, attendees find the poster sessions a good way to sample many papers in parallel sessions. Thus it is important that you display your message clearly and noticeably to attract people who might have an interest in your paper.

Your poster should cover the key points of your work. It need not, and should not, attempt to include all the details; you can describe them in person to people who are interested. The ideal poster is designed to attract attention, provide a brief overview of your work, and initiate discussion. Carefully and completely prepare your poster well in advance of the conference. Try tacking up the poster before you leave for the conference to see what it will look like and to make sure that you have all of the necessary pieces.

The title of your poster should appear at the top in CAPITAL letters about 25mm high. Below the title, put the author(s)’ name(s) and affiliation(s). The flow of your poster should be from the top left to the bottom right. Use arrows to lead your viewer through the poster. Use color for highlighting and to make your poster more attractive. Use pictures, diagrams, cartoons, figures, etc., rather than text wherever possible. Try to state your main result in 6 lines or less, in lettering about 15mm high so that people can read the poster from a distance.  Make your poster as self-explanatory as possible. This will save your efforts for technical discussions.

PRESENTING YOUR POSTER: The poster sessions start with 1-minute presentations of each author. During your minute, you can show one slide to illustrate the key topic of your paper and to attract interest to your poster. For this to work properly without delays, slides have to be submitted in advance, and the speaker need to line up to be prepared to make the best use of their 1-minute. one-slide-template.pptx

After the 1-minut presentations, the normal poster session starts.

Prepare a short presentation of about 5 or 10 minutes that you can periodically give to those assembled around your poster throughout the poster session. If you need extra presentation materials, such as a video display or computer, you are required to bring them yourself; note that any equipment used in the poster area should be battery-operated, since power will not be provided on the floor.

Please put up your poster during the break before your session starts. Your place for the poster is indicated with a number corresponding to the number of your paper in the session. Take down the poster immediately after your session ends. A presenter must be present at your poster during the entirety of the session. If possible, more than one author should attend the session to aid in presentations and discussions, and to provide the presenters with the chance to rest or briefly view other posters.