Oral Session Presenter Guidelines

Audio/Visual & Equipment Available 

All oral session meeting rooms are equipped with the following audiovisual equipment:

  • LCD projector
  • Computer (Windows-based PC)
  • Screen
  • Laser pointer

Acceptable Formats

MS Windows: Microsoft PowerPoint 2010, Acrobat PDF X

Macintosh: Microsoft PowerPoint 2011, Acrobat PDF X

Macintosh users: When choosing fonts for your presentation, notice that the first item on the Font menu is Font Collections. In the Font Collections, please use the fonts you find on the Windows Office Compatible sub-menu and you'll have no trouble with PowerPoint 2010 for Windows.

Create a Backup Copy of Your Presentation

We recommend you bring at least two copies of your presentation to the meeting in case there is a problem with one.

Speaker Ready Room

Checking in at the Speaker Ready Room is the most important step you will take to ensure your presentation is a success. The Speaker Ready Room will be in the du Bois Center’s Festival room and A/V personnel will be available to assist you. All speakers are required to check into the Speaker Ready Room at least 24 hours before their presentations. Those presenting on Tuesday, September 17, during the morning sessions are encouraged to check in Monday, September 16, between 1:00 pm and 5:00 pm. The bonus is that you can pick up your registration packet, too.

When checking in, please bring a copy of your presentation on CD-ROM, DVD, or USB storage device to load to a conference computer. When reviewing your presentation, make sure all fonts appear as expected and all audio/video clips are working properly. You may edit your presentation at this time. When you are finished reviewing your presentation and verifying it is ready, A/V personnel will copy your presentation and ensure that it is transferred to the appropriate session chair and room.

When the presentation is to be given, the file will be loaded on the computer in the oral session room. Once the presentation has started, the speaker will control the program using a computer mouse. At the end of the meeting, all files will be destroyed.

Presentation Suggestions

  • Be considerate of other speakers and the audience by staying within your allotted time. The time allotted for your presentation includes 5 minutes for questions and changeover to the next speaker. Session chairs will hold you to the allotted time. This is essential to ensure adequate time for questions and discussion as well as adherence to schedule.
  • Please discuss the material as reported in the abstract.
  • Give an opening statement to acquaint the audience with the nature and purpose of the study. Speak slowly and clearly. Word choice should be simple: use active words and short sentences. An introductory and a concluding graphic can greatly improve the focus of your talk.
  • As a general rule, use one graphic for each 1 or 2 minutes of presentation time.
  • Presentations are most readable on a dark background (blue, for example) and bright lettering (yellow or white). Avoid using small fonts that will be illegible from the back of the room, and break up a complex slide into a series of slides.
  • Devote each graphic to a single fact, idea, or finding. Illustrate major points or trends, not detailed data.
  • Avoid long or complicated formulas or equations. Each graphic should remain on the screen for at least 20 seconds.
  • Use the minimum number of words possible in titles, subtitles, and captions.
  • Standard abbreviations are acceptable.
This information was adapted from the AGU fall meeting guidelines.