2017 Guidelines for Presenters & Posters

Planning Your Presentation:

Twelve (12) minutes are allotted for your oral presentation (except for those in Combined Educational & Scientific Sessions, which can be different lengths. Refer to the email notification of your program number (coming soon) for your talk’s length), to include a nine-minute talk plus three minutes for discussion afterwards. The time limit will be strictly enforced, so plan accordingly.

To present your paper effectively in this limited time, do not attempt to cover too much material. Discuss only the major points of your work, especially the conclusions drawn from your data. Do not include commonly known background information.

The declaration of financial interests or relationships should be your first or second slide, and it should show the same “declaration” information you provided when you submitted the abstract. Please see the declaration slide page to download the template slides.

This is MANDATORY, even if you have nothing relevant to declare.
You will NOT be permitted to present if this disclosure is not made.

The next slide should give the presentation title and authors. Spend one minute maximum on background and motivation, two to three slides on methods, with most on results, discussion and conclusions. If there is to be an acknowledgement, it should be on one slide at the end and not a part of the formal oral presentation. (Do not spend excessive time on title, co-authors, historical work, motivation, and too little on methods, results and discussion.)

Practice your presentation until you can present it clearly in nine minutes. If you use more than your allotted time, the Chair of the session will terminate the presentation.

A useful rule for slides is to use no more than one (1) for each minute of your presentation. For suggestions on preparing slide presentations and technical requirements, please click the COMPUTER DISPLAY INSTRUCTIONS tab above.

Before the Session:

Speaker Ready Room: The Speaker Ready Room is room 319AB. For operating hours, see the table to the right of this page. All speakers are required to check in at the Speaker Ready Room no later than the day before their presentation.

To Upload Onsite: If you upload at the meeting you must bring your file to the Speaker Ready Room the day before the presentation. All presentations will be coordinated, saved on the ISMRM network, and transmitted to the room of your presentation from the Speaker Ready Room. You may not bring any presentations to the session rooms.

Please arrive at your session room at least 15 minutes before the session begins, introduce yourself to the chairs of the session, and familiarize yourself with the audiovisual controls.

Presentation Guidelines:

Overview

All speakers are required to check into the Speaker Ready Room to submit their presentation prior to their session. Should a speaker wish to have a quicker check-in process, they may upload their presentation via the meeting website.

NOTE: Pre-submission does not excuse a speaker from checking into the speaker ready room. Speakers are responsible for verifying their presentation for accuracy in the speaker ready room prior to their session.

When checking into the Speaker Ready Room, if you have submitted your presentation via the website, it will be immediately available on a workstation for your review. Bring your on-line username and password with you. This will be different from your ISMRM member credentials. Prior to your session, you should make sure all fonts display as expected (use the EMBED FONTS feature in PowerPoint to help with this) and all sound/video clips play properly. There is no Internet access available on the meeting room computers. Everything must function with a mouse. There will not be keyboards in the meeting rooms. Software cannot be installed on machines provided by ISMRM. All hyperlinks (links to websites, e-mail addresses, and other documents) should be removed.

There are no video ports or other connections at the podium for speaker’s laptops.

All editing must be completed 2 hours prior to the start of your session as the server will not allow changes after that deadline. Only one PowerPoint file maybe submitted for each assigned speaking time.

Maximum presentation size: 200 MB

All screens in the meeting rooms will be 16:9 format [rectangular]. To take advantage of this, speakers must change the PAGE FORMAT to ON-SCREEN SHOW 16:9 prior to creating their presentation. 4:3 [square] presentations will be compatible, but there will be black bars on both left and right of the displayed image.

All computers in the Speaker Ready Room and session rooms are exactly the same and come standard with:

• PC: Windows 10
• PC: Microsoft PowerPoint (Office 2016)
• PC: Adobe Acrobat Reader DC
• Mac: macOS (latest version)
• Mac: Microsoft PowerPoint (Office 2016)
• Mac: Apple Keynote (latest version)

The recommended video formats are:

• PC: Windows Media Video (.wmv)
• PC: MPEG4-AVC (.mp4)
• Mac: QuickTime Movie using the H.264 CODEC (.mov)

IMPORTANT NOTE: If your PowerPoint presentation contains video files, it is very important that they are tested in the Speaker Ready Room as early as possible. If your video file fails to display properly, it may take hours to fix in some cases.

A note to Apple Macintosh users:

The PowerPoint file must have the .PPT or .PPTX suffix to be accepted. Keynote files must be in a ZIP file to be submitted online. A ZIP file is not necessary to submit in the Speaker Ready Room.

Contact Information and Presentation Upload Instructions

All oral presenters should upload their presentation via the meeting website, which is open now through 14 April 2017, 23:59 EDT. No online submissions will be accepted after 14 April 2017, 23:59 EDT.

Click Here to Access the Speaker Upload site

For Speaker Ready Room questions, please contact:
Event Technology Services
ismrm@ets-av.com*

*Please do not e-mail presentations to the above email address. All presentations must be submitted on-site in Hawaii.

The “Power Pitch” format will give maximum exposure to the most interesting abstracts at the annual meeting. It is designed to address the common complaint that, often, the most interesting abstracts presented in traditional oral sessions have less than 3 minutes for discussion. This new format has two components: an oral presentation and an e-poster presentation.

1. Brief Oral Presentation

The oral presentations are in ‘rapid fire’ format and the abstracts (15 in total) will be presented back-to-back, with no questions. You should create a 2 minute presentation that captures the essence and salient points of your work, highlighting key innovations / results / outcomes. Think about presenting ‘the big picture’ – finer details can be reserved for the poster presentation.

Given the number of abstracts and the nature of this session, it is essential that you stay within the allotted time and should therefore aim for no more than a 2 minute presentation.

The moderators will announce the title of your presentation, the presenter’s name and primary affiliation during the ‘change over’ of speakers. The session moderators will be briefed to be extremely strict about the timing. You will have a total of 2 minutes. When 30 seconds remain, an audible beep will be given as a warning. At the end of two minutes a clear “stop” notification will be given. You should practice the talk to ensure that you don’t run over.

You will be making two presentations. The first is your 2 minute rapid fire presentation (during the first hour of the session.) The second is your full hour electronic presentation (during the second hour of the session.) You will need to submit ONE PowerPoint presentation; the first few slides will be your rapid fire presentation, followed by your one hour electronic poster PowerPoint presentation.

The oral presentations will be given in a room inside the exhibition hall. At the end of the oral sessions, the audience will adjourn to the exhibition hall for:

2. 1 Hour Plasma Screen E-Poster Presentations

In the second hour of the session, you are asked to present an e-poster presentation of your work, allowing more detail to be included and allowing maximal interaction / discussion. For this purpose, 15 large [42 inch / 106.6 centimeters] plasma screens will be distributed throughout the traditional poster hall. This presentation will be done in e-poster format, and the website for uploading your electronic poster will be announced at a later date.

PLEASE NOTE: The content of your rapid fire oral presentation does not need to be identical to your e-poster presentation. The oral presentation should focus just on the key points.

An electronic poster (E-Poster) is a poster in PowerPoint format, allowing the inclusion of movies, and other multi-media formats, and presenters are encouraged to take advantage of the versatility of this medium. The Power Poster e-posters will be presented at numbered plasma screens in the Exhibition Hall. The time allotted for Power Poster e-poster presentations is 60 minutes, and authors are requested to be at their assigned plasma screen for the period of time specified in the acceptance message. During this time you will be available for discussion of your e-poster. A formal presentation is not necessary.

You will be informed of your program number as well as your plasma screen assignment before the meeting. However, when you arrive at the meeting, check the program to confirm the day, time and monitor for your presentation, in case there have been last minute changes.

All submissions must be in Microsoft PowerPoint format. Only one PowerPoint file may be submitted per electronic poster. Be sure to use the EMBED FONTS feature in PowerPoint to make sure your text displays as intended.

The Speaker Ready Room will be room #319AB. Presentations that are submitted on-site in the speaker ready room may not be available for viewing immediately. Any changes made during the conference may take up to 24 hours to update in poster area. Please review your submission thoroughly before submission.

Maximum presentation size: 200 MB

All computers in the Speaker Ready Room and session rooms are exactly the same and come standard with:

• PC: Windows 10
• PC: Microsoft PowerPoint (Office 2016)
• PC: Adobe Acrobat Reader DC
• Mac: macOS (latest version)
• Mac: Microsoft PowerPoint (Office 2016)
• Mac: Apple Keynote (latest version)

The recommended video formats are:

• PC: Windows Media Video (.wmv)
• PC: MPEG4-AVC (.mp4)
• Mac: QuickTime Movie using the H.264 CODEC (.mov)

Other important notes:

• The plasma monitors displaying the presentations will be widescreen 16:9 [rectangle] format.
• All animations and video files must be set to play automatically.
• Slides will be advanced by mouse click.
• Presentations will be produced for the web after the conference.
• Each slide will last approximately 7 seconds.
• Avoid using small images and text if possible.
• Check your presentation for hyperlinks (links to the Internet, e-mail addresses, or other documents) and remove them.
• There are no computer speakers, so please do not include audio in your presentation.

A note to Apple Macintosh users:
The PowerPoint file must have the .ppt or .pptx suffix to be accepted.

Contact Information and Presentation Upload Instructions

All power pitch presenters should upload their presentation via the meeting website, which is open now through 14 April 2017, 23:59 EDT. First authors will be sent an email with instructions on or around 20 March 2017. If you do not receive this email, please email us: ismrm@ets-av.com. No online submissions will be accepted after 14 April 2017, 23:59 EDT.

Click Here to Access the Speaker Upload site

For Speaker Ready Room questions, please contact:
Event Technology Services
ismrm@ets-av.com*

*Please do not e-mail presentations to the above email address. All presentations must be submitted on-site in Hawaii.

FAQ

Why can’t I use Apple Keynote, Adobe Acrobat (.pdf), or Adobe Flash (.FLA) for the electronic poster area?
The software used to convert the electronic posters into web friendly files does not support Keynote, Acrobat, or Flash native files.

Why not just use Macintosh computers in the electronic poster area?
The web browser on the Macintosh computer does not support embedded PowerPoint files. To make this function work would entail extensive software development. This feature is built-in to the Windows operating system and Internet Explorer.

A traditional poster presentation combines a visual display on a poster board of the highlights of research with a question-and-answer opportunity. You will be assigned a one-hour period during which you should be present at your poster for discussion and questions. In addition, the poster will be available for viewing by attendees during all hours the poster hall is open.

A PDF of your poster will be archived on the meeting website. Instructions for archiving your PDF will be provided.

Before Your Session:

Schedule: The poster facilities in the Traditional Poster Hall will be available for mounting of posters on Sunday, 23 April from 07:00 to 14:00. Your poster must be in place by 10:00 on Monday. It should remain mounted and available for viewing until 16:30, Thursday, 27 April. It must be removed before 18:00, Thursday, 27 April. Any posters remaining after this time may be discarded.

Measurements:

Each presenter is assigned a square space which measures 36 inches (91.44 cm) wide and 36 inches (91.44 cm) high. Posters exceeding these measurements and extending into areas reserved for other posters may be removed.

Mounting: Posters should be designed and constructed so they can be attached to the poster board with double sided tape, which will be found at each poster board. Additional tape may be requested at the meeting registration desk.

Check the program book or online program to verify your program number and the day of your presentation in case there have been late changes!

During Your Session:

You will be assigned a program number. Odd-numbered posters are presented during the first hour of the session, even-numbered posters during the second hour. Check the program to confirm the day of your poster session.

Suggestions for Preparing Scientific Posters

Content:

• The poster should show the full title of your submission.
• Text should be brief and well organized, presenting only enough data to support your conclusions.
• The text should make clear the significance of your research.
• The text should include (most likely as separate elements of the poster) your hypothesis, methods, results, and conclusions.

Design:

• A clear, simple, uncluttered arrangement is the most attractive and the easiest to read.
• For best legibility, it is suggested that the title lettering be at least 2 inches (5cm) high, with authors’ names and affiliations smaller.
• All lettering should be legible from a distance of approximately 5 feet (1.5m). It is suggested that font size should be at least 24 point, in bold style. The typeface chosen should be a simple and clear one (e.g., Helvetica). Titles should be in all upper case letters. The remainder of the text should be in a combination of upper and lower case letters.
• Color should be used sparingly, to provide contrast. The featured parts of the poster can be highlighted with warm colors, and the less important parts can be done in cool colors. Some suggestions for color combinations are as follows: Green on white, red on white, black on white, blue on white, white on blue, and white on black.
• Illustrations should be simple and eye-catching, with unnecessary detail left out. If possible, convert tables to graphic displays. Pie graphs can be used to show parts of a whole, line graphs can be used to show trends or changing relationships, and bar graphs can be used to show volumes.
• Photos should be enlarged enough to show relevant detail.
• Standard computer printouts usually are not effective on posters, because the type is too small and the lines are too thin to be seen from a distance.
• Patient confidentiality must be protected. No names should appear in illustrations.

TRADITIONAL ABSTRACT PRESENTERS
Need to print your poster onsite in Hawai’i?
Receive a 10% discount on eligible purchases by using the ISMRM code: 0866245061
You can use the discount when you print online, on your mobile app, or at
a FedEx Office location.
The closest FedEx Office Print Center to the Hawai’i Convention Center is:
FedEx Office 2802
1500 Kapiolani Blvd.
Honolulu, HI 96814
+1 808 944 8500 TEL
+1 808 941 2108 FAX

An electronic poster (E-Poster) is a poster in PowerPoint format, allowing the inclusion of movies, and other multi-media formats, and presenters are encouraged to take advantage of the versatility of this medium. All multi-media E-Posters will be presented at numbered monitors in the Exhibition Hall. The time allotted for E-poster presentations is 60 minutes, and authors are requested to be at their assigned computers for the period of time specified in the acceptance message. During this time you will be available for discussion of your E-Poster. A formal presentation is not necessary.

You will be informed of your program number as well as your computer assignment before the meeting. However, when you arrive at the meeting, check the program to confirm the day, time and monitor for your presentation, in case there have been last minute changes.

All submissions must be in Microsoft PowerPoint format. Only one PowerPoint file may be submitted per electronic poster. Be sure to use the EMBED FONTS feature in PowerPoint to make sure your text displays as intended.

Maximum presentation size: 200 MB

Click here to view an example E-Poster.

The Speaker Ready Room is room 319AB. Please see the table to the right for operating hours. Presentations that are submitted on-site in the speaker ready room may not be available for viewing immediately. Any changes made during the conference may take up to 24 hours to update in poster area. Please review your submission thoroughly before submission.

All computers in the Speaker Ready Room and session rooms are exactly the same and come standard with:

• PC: Windows 10
• PC: Microsoft PowerPoint (Office 2016)
• PC: Adobe Acrobat Reader DC
• Mac: macOS (latest version)
• Mac: Microsoft PowerPoint (Office 2016)
• Mac: Apple Keynote (latest version)

The recommended video formats are:

• PC: Windows Media Video (.wmv)
• PC: MPEG4-AVC (.mp4)
• Mac: QuickTime Movie using the H.264 CODEC (.mov)

Other important notes:

• The monitors displaying the presentations will be widescreen 16:9 [rectangle] format.
• All animations and video files must be set to play automatically.
• Slides will be advanced by mouse click.
• Presentations will be produced for the web after the conference. Each slide will last approximately 7 seconds.
• Avoid using small images and text if possible.
• Check your presentation for hyperlinks (links to the Internet, e-mail addresses, or other documents) and remove them.
• There are no computer speakers, so please do not include audio in your presentation.

A note to Apple Macintosh users:
The PowerPoint file must have the .ppt or .pptx suffix to be accepted.

Contact Information and Presentation Upload Instructions

All electronic poster presenters should upload their presentation via the meeting website, which is open now through 14 April 2017, 23:59 EDT. First authors will be sent an email with instructions on or around 20 March 2017. If you do not receive this email, please email us: ismrm@ets-av.com. No online submissions will be accepted after 14 April 2017, 23:59 EDT.

Click Here to Access the Speaker Upload site

For Speaker Ready Room questions, please contact:
Event Technology Services
ismrm@ets-av.com*

*Please do not e-mail presentations to the above email address. All presentations must be submitted on-site in Hawaii.

FAQ

Why can’t I use Apple Keynote, Adobe Acrobat (.pdf), or Adobe Flash (.FLA) for the electronic poster area?
The software used to convert the electronic posters into web friendly files does not support Keynote, Acrobat, or Flash native files.

Why not just use Macintosh computers in the electronic poster area?
The web browser on the Macintosh computer does not support embedded PowerPoint files. To make this function work would entail extensive software development. This feature is built-in to the Windows operating system and Internet Explorer.

Slide Design

Please observe these basic rules:

• Each slide should illustrate a single point or idea.
• Use large, legible letters.
• Do not crowd the slide.
• Message slides should contain no more than 7 lines, with 7 or fewer words per line.

General PowerPoint Slide Guidelines:

• Keep the data on slides simple. If you have a great deal of data, divide it among several slides. The content of a single slide should be easily comprehended in 20 seconds. Remember: seven lines per slide and seven words per line!
• Use large, legible letters.
• If your data slides are in color, use only light colors, such as white and yellow, on a dark background, such as dark blue. Do not use colors such as red or purple.
• Keep slides of radiographs light. Dense or dark slides project poorly in large rooms. Enlarging the significant areas and using arrows to point out the specific area or lesion often helps.
• Patient confidentiality must be protected, and the patient’s a right to privacy should not be infringed without express informed consent. This includes removing identifying text in images, providing graphical overlays onto photographs, etc. No names should appear on the images.
• Avoid commercial reference unless mandatory. A logo or institutional identification should appear only on the first title slide. Do not use such identification as a header on each slide.
• Set your slide show to loop continuously. Under SETUP SLIDE SHOW, choose LOOP CONTINUOUSLY.

Word Slides:

• Title of text slides should contain five or fewer words.
• Spaces between lines should be at least the height of an upper case letter.

Tabular Slides:

• Use graphs rather than tables if possible.
• Keep tabular slides as brief as possible.
• Two or more simple slides are better than one complicated slide.
• Do not crowd the slide.
• Make the font as large as possible.

Graph Slides:

• Keep graphs simple.
• Round off figures.
• Limit the number of captions.
• Use line graphs to show trends or changing relationships.
• Use bar graphs to compare volumes.

Chart Slides:

• Simplify charts to keep them legible.
• Break up complex charts into a series of slides.

Content:

Note: If you attended last year’s meeting in Singapore, please review the e-posters online for ideas which may be helpful in designing your presentation.

• There should be a running title at the top of all slides. This allows people to walk up in the middle of a presentation and understand immediately which poster is being presented. This should include both program number and title. Separate the running title and program number visually. For example, if the text and number are placed within a box of a slightly different color, they would be separated visually.
• Each slide title should be placed in a title placeholder. This allows that title to come across in the hyperlinks on the left bar.
• Consider putting something catchy into the title slide. Examples are a key result, a key picture, or a sentence describing the major result of the poster.
• The first slide should show the full title of your submission.
• The poster should be self-explanatory. Text should be brief and well organized.
• The text should make clear the significance of your research.
• The text should include (most likely as separate elements of the poster) your hypothesis, methods, results, and conclusions.

Slide Design

Please observe these basic rules:

• Each slide should illustrate a single point or idea.
• Use large, legible letters.
• Do not crowd the slide.
• Message slides should contain no more than 7 lines, with 7 or fewer words per line.

General PowerPoint Slide Guidelines:

• Keep the data on slides simple. If you have a great deal of data, divide it among several slides. The content of a single slide should be easily comprehended in 20 seconds. Remember: seven lines per slide and seven words per line!
• Use large, legible letters. Be sure to use the EMBED FONTS feature in PowerPoint to make sure your text displays as intended.
• If your data slides are in color, use only light colors, such as white and yellow, on a dark background, such as dark blue. Do not use colors such as red or purple.
• Keep slides of radiographs light. Dense or dark slides project poorly in large rooms. Enlarging the significant areas and using arrows to point out the specific area or lesion often helps.
• Patient confidentiality must be protected, and the patient’s a right to privacy should not be infringed without express informed consent. This includes removing identifying text in images, providing graphical overlays onto photographs, etc. No names should appear on the images.
• Avoid commercial reference unless mandatory. A logo or institutional identification should appear only on the first title slide. Do not use such identification as a header on each slide.
• Limit the number of slides to no more than one (1) for each minute of your presentation. The slides should not contain your entire presentation. Their purpose is to support your talk and to emphasize the important points.

Word Slides:

• Title of text slides should contain five or fewer words.
• Spaces between lines should be at least the height of an upper case letter.

Tabular Slides:

• Use graphs rather than tables if possible.
• Keep tabular slides as brief as possible.
• Two or more simple slides are better than one complicated slide.
• Do not crowd the slide.
• Make the font as large as possible.

Graph Slides:

• Keep graphs simple.
• Round off figures.
• Limit the number of captions.
• Use line graphs to show trends or changing relationships.
• Use bar graphs to compare volumes.

Chart Slides:

• Simplify charts to keep them legible.
• Break up complex charts into a series of slides.