Guidelines for Oral and Poster Presenters

General Information

On arrival at the Conference, all oral and poster presenters should first register at the Conference Registration and Information Desk which will be located at the entrance foyer of the Southern Cross Ballroom and will be open for the duration of the conference.

POSTER PRESENTERS: Poster Guidelines

Poster displays provide a forum for informal discussion. Ensure your poster is self-explanatory, so that you are free to supplement and discuss particular points raised by viewers.

Remember that your material / illustrations will be viewed from distances of one meter or more. Lettering should be as large as possible.

Simplicity is the key:

Poster size:

Each poster is limited in size to 1189mm high x 841mm wide (A0 size; portrait orientation)

Your poster MUST be portrait orientation.

Poster boards will be velcro-receptive boards. Velcro will be provided if required.


Posters are on display in the Southern Cross Foyer. Poster presenters are to ensure their posters are set up by morning tea on Monday 28 November. All posters should be removed at the end of lunch on Thursday 1 December.

The Barbara Rice Memorial Poster Session will take place on Tuesday 29 November, 1815-1945. This is the delegates’ opportunity to meet you and ask you questions about your work.

ORAL PRESENTERS: Speakers’ Preparation Area

All presentations must be uploaded via Speakers’ Preparation, and not in individual rooms.

Speakers’ Preparation is located in the Abrolhos Room and will be open during the following times:

Sunday 27 November 1500-1900

Monday 28 November 0800-1900

Tuesday 29 November 0800-1800

Wednesday 30 November 0800-1700

Thursday 1 December 0800-1200

Please note that with over 300 presenters at this conference, there is likely to be congestion at Speakers’ Presentation. In order to avoid inconvenience, we advise you to upload your presentation well in advance of your session (information provided below).

ORAL PRESENTERS: PowerPoint Presentations

To ensure a professional and polished experience for both delegates and speakers, we request that you submit your PowerPoint presentation prior to the Conference. Submitting your presentation prior to the conference means that it will be loaded and ready for you to check in Speakers’ Preparation when you arrive.

Please upload your presentation via the link emailed to you by Sunday 27 November.

Presentations should use the following file name convention: Session date_First Name_Last Name_Presentation title

Please also bring a backup copy of your presentation to the conference.

Please note that if you are using Prezi to create your presentation you need to provide an offline version (and have a backup copy of this). While you may be able to show your presentation ‘live’ using the conference wifi, you cannot rely solely on an internet connection to run your presentation.

If you have videos or other separate elements to your presentation, ensure that you have copies of these files with your presentation.

If you do not submit your presentation prior to the conference, please deliver it as early in the conference as possible to Speakers’ Preparation, located in the Abrolhos Room.

Venue Screen Size: 
The screens in the session rooms are a 16:9 aspect ratio

If you need assistance with changing your slides to 16:9 please view the instructions for Microsoft PowerPoint by clicking here, and the instructions for Prezi by clicking here.

ORAL PRESENTERS: Audio Visual Equipment

Unless arranged prior, only standard audio visual equipment will be provided in the session room. If you have any questions or special requirements, please contact the Conference Secretariat.

ORAL PRESENTERS: Session Details

Presenters are asked to report to their session room 20 minutes prior to the start of the session to check that their presentation is correctly loaded and to meet with the Session Chair. All presentations will be pre-loaded.

Presenters should sit in the front row on the seats marked ‘Reserved’ during the session.

At the start of the session the Session Chair will introduce themselves, the topic of the session, and the general format for the session.

Oral presenters have been allocated fifteen minutes, which includes strictly ten minutes for presentations and five minutes for questions/changeover. Speed talks are allocated 5 minutes, which includes 4 minutes for presentation, and 1 minute for changeover. It is unlikely that there will be an opportunity for questions during speed talks.

All presenters will be introduced by the Session Chair as per their details in the program in the Conference Handbook e.g. Our first speaker is Peter Smith from Western University who will speak on “Does x make a difference?”. Unfortunately there is not time for longer introductions.

Session Chairs will be responsible for ensuring the session runs strictly to time as delegates may wish to move between rooms to listen to different presentations.

Your Session Chair will use a timer and will indicate when you are almost out of time. Oral presenters will receive a time warning at eight minutes to indicate two minutes remaining. The floor will then be open to questions from the audience. Speed talk presenters will receive a time warning at three minutes to indicate one minute remaining. It is important that you strictly adhere to your allocated presentation time. If you go beyond your allotted time the Session Chair has the authority to ask you to end your presentation.

If your presentation will allow time for questions and there is a point of discussion you would like asked during this time, please provide it to the Session Chair prior to the session start.


All the best for your presentation at ESA16.