ISMRM Workshop on
Ensuring Safety from First Principles to Best Practices
University Medical Centre Utrecht, Utrecht, The Netherlands
Guidelines for Presenters
for Oral Presentations
Accreditation Council rules require every oral presentation begin with the speaker making a disclosure of relevant financial interests or relationships. This disclosure must be done both via a slide and orally, and will be in addition to the published disclosures. Template PowerPoint slides are provided here:
Slide Presentation Guidelines
Jump to Poster Guidelines
Speakers must bring their presentation directly to the meeting room on one of the following media:
- USB Storage Device (recommended)
- A laptop (additional time will be required for data transfer)
Presentation Computers and Software Provided:
Loading Your Presentation On-Site:
- Internet access is NOT available on presentation computers.
- The Windows computer will have the latest versions of the following software:
- Windows 10
- Microsoft PowerPoint
- Adobe Acrobat Reader
- The Apple computer will have the latest versions of the following software:
- Microsoft PowerPoint
- Apple Keynote
- Installation of any additional software will not be permitted.
- It is not possible to load your presentation once your session has begun. Please pre-load your presentation as early as possible.
- You must use the provided computers. There will be no connection to use your own laptop at the lectern.
- There is no speaker ready room.
- The pre-loaded version does not need to be your final version, as long as you load your final version before your session begins. Draft versions can be loaded and later updated. You can do this simply to test the fonts, animations, and videos, and then bring your final version in before your scheduled time. By loading a draft version, any potential issues can be discovered and corrected prior to presentation.
- Since editing time will be limited, please ensure that all fonts appear as expected and all sound/video clips are functioning properly. PC users can EMBED FONTS to ensure your text appears as intended.
Showing Your Presentation:
- The A/V staff will start each presentation.
- Once the presentation is launched, you will control the presentation from the lectern using a standard computer mouse.
- The left button will advance to the next slide and start movies.
- The right button will reverse to the previous slide. (Mac PowerPoint users will bring up a menu when the right mouse button is pressed.)
- The mouse will also function as the pointer. No laser pointers are provided.
- The sessions are digitally captured and a laser pointer cannot be recorded.
- There will not be a keyboard. If you do not want the mouse pointer to disappear during the presentation, please consult the A/V staff when loading.
Preferred Presentation Formatting:
- This workshop will use a high-definition 16:9 format screen (see illustration), which can support a wide screen format.
- To use the widescreen format, check your PAGE SETUP setting before creating your presentation.
- Older versions of PowerPoint may have 4:3 as the default setting. Make sure to change this to ON-SCREEN SHOW (16:9) in order to make full use of the presentation screen.
- Changing this setting after the presentation has been created can cause format issues on slides.
- If you bring a 4:3 formatted presentation to a workshop, it will still work but there will be black bars on both sides of the image (see example).
- Video compatibility is extremely important. Make sure your videos are one of the following formats:
- PC: MPEG4-AVC (.mp4) or Windows Media Video (.wmv)
- Mac: MP4 or QuickTime Movie using the H.264 CODEC (.mov)
- AVI, MPG, and other video formats are strongly discouraged.
- If using a video file, it is imperative that it is tested as early as possible to ensure it will play on the provided computers.
- If a video does not play on the provided computers, it may take hours to fix, if it can be fixed at all.
- Please note, just changing the file extension does not convert the file. Both free and commercial software is available for that purpose.
- Set your presentation to Loop Continuously to prevent an accidental ending of recording during capture. This option is found under the SLIDE SHOW -> SETUP SLIDE SHOW menu in PowerPoint.
- Please REMOVE HYPERLINKS from any web address or e-mail addresses in your presentation. Simply highlight the text and select REMOVE HYPERLINK. An accidental click on a link will interrupt your presentation.
- PC PowerPoint Users:
- Office 2007 and all subsequent versions allow the embedding of True Type fonts. When saving your version that will be used for presentation, please choose SAVE AS then select TOOLS then SAVE OPTIONS then EMBED FONTS IN FILE and select EMBED ALL CHARACTERS.
ISMRM Policy Regarding Presentation Slides
Content of CME activities will be restricted to pure science, industry issues, and operation of devices, and should not include any advertising, corporate logos, trade names or a product group message of an ACCME-defined Commercial Interest.
Presentations must give a balanced view of therapeutic options and use of generic names will contribute to this impartiality. Trade names or company names should only be used if essential. If included, where available trade names from several companies should be used, not just trade names from a single company.
Traditional Poster Guidelines
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 time 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 workshop is open.
A PDF of your poster will be archived on the workshop website. Instructions for archiving your PDF will be provided.
Each presenter is assigned a square space with maximum dimensions of 36 inches (91.44 cm) wide by 36 inches (91.44 cm) high. Posters exceeding these measurements (i.e., extending into areas reserved for other posters) may be removed.
Posters will be attached to their spaces with either tape or push-pins, which will be provided at the workshop.
Suggestions for Preparing Scientific Posters
- 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.
- 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.