Guidelines for Presenters, WAIMH 13th World Congress, 17-21 April, 2012, Cape Town, South Africa
Congress Language: English
1. General important information for speakers
Data projection & video projection (digital video) is provided in all main rooms
Video projection (VHS player) is only on request. Please notify the technician where you are scheduled to present in a day before your presentation about your request.
Photographic slides cannot be shown.
Only talks saved on a data medium, a USB stick or CD-ROM will be accepted. It is always advisable to bring a spare USB drive with your presentation on. All versions of Powerpoint will be accepted including the latest version 10 for Windows or Mac. After saving your presentation try opening it on another computer as a security measure. For videos the Version 9 of WMV video format is preferred. Only with these formats is a timely and functional presentation secured.
The speakers preview room is located at Meeting Suite 1.92 and is signposted accordingly. Each speaker can review his or her talk again there on the computer system and still make changes if necessary. Our technicians will be more than pleased to help you. In the congress centre it is not possible to use your own laptops.
Each presenter needs to load his or her talk to the computer in the assigned conference room in the tea/lunch breaks before they are scheduled to present. There will be a technician to assist with this in each room. Please use a filename which corresponds to the day, room number and surname. This helps the technician when loading the presentations Eg: wed2.43 wilken.ppt
All videos together with the actual presentation must be in a folder. The video must then be imbedded into the Powerpoint presentation. The presenters can review their video in the room that they are presenting in during the tea/lunch break before they are scheduled to present. There will be a technician to assist with this in each room.
We request all speakers to strictly follow these instructions in order to ensure minimum possible disruption to the congress.
Should you have any questions, please do not hesitate to contact the preview room or the hostesses of the registration desk at any time.
For all questions before the conference, please contact Mr Mohamed Jaffer email@example.com
2. Guidelines for presentation categories
The goal of a teach-in is to review experience and knowledge about clinical experience/cases. Teach-ins are scheduled for 45 or 90 minutes.
Please note that if you are presenting in a 45 minute Clinical Teach-in, there are always two 45 minute sessions following each other in the same room. Please be courteous and take care that you do not exceed your own session time.
Workshops are designed to exchange information about a particular body of knowledge, clinical treatment, teaching technique, assessment or research instrument, or methodology. A workshop should include a small number of presenters (generally no more than two) and the emphasis should be on disseminating specific knowledge. Because workshops are tutorial in nature, active discussion between audience and presenters should take place throughout the session. Workshops are scheduled 45 or 90 minutes.
Please note that if you are presenting in a 45 min Workshop, there are always two 45 minute sessions following each other in the same room. Please be courteous and take care that you do not exceed your own session time.
Symposia are scheduled for 45 or 90 minutes, including 2-4 oral presentations on a related topic (clinical issue, research finding, policy issue) and time for active discussion with the audience.
Presenters of a symposium need to communicate with each other on the length of individual presentations and tell also the chair persons of how the symposium is structured. Chair persons are urged to ensure that the length of the talk is strictly complied with, as is the course of the program.
Please note that if you a presenting in a 45 min Symposium, there will always be two 45 minute presentations following each other in the same room without a break. Please be courteous and take care that you do not exceed your own session time.
Video presentations are used to demonstrate or teach about new clinical or research evaluation tools and methods. These presentations run once during the time of parallel sessions, and are restricted to 45 minutes. Presenters must be available at the scheduled time. Please note that there will always be two 45 minute presentations following each other in the same room without a break. Please be courteous and take care that you do not exceed your own presentation time.
The format WMV is playable on the DVD device on PCs, and is preferred. Special video formats have to be approved well in advance of the congress (please contact Mr Mohamed Jaffer firstname.lastname@example.org).
Poster presentations will be exhibited in the congress center at Jasminum restaurant in from Wednesday, April 18th to Saturday, April 21st.
Mounting time is daily from 08:00 a.m. to 10:00 a.m.
Posters must be dismounted daily between 4:45p.m. and 6:45p.m. at the latest (Saturday, April 21st until 3 p.m. at the latest). Posters are displayed for a day. The author(s) must be present at the poster at 12:15a.m. to 01:15p. m. in order to discuss the poster with participants.
The size of your poster should not exceed 120 cm / 47.24 inch (height) and 90 cm / 35,43 inch (width).
Adhesive double sided tape will be provided on-site to fix the posters on the poster boards.
Please note that we cannot guarantee to preserve your poster after dismounting time.
Poster Workshops are scheduled for 90 minutes. Posters for poster workshops have to be fixed on the boards in the Auditorium 2 Upper Foyer before the beginning of the session and have to be dismounted immediately after the poster workshop.
While the workshop facilitator has some flexibility in managing the timing of sections, each workshop will consist of 5 parts.
Introduction and Orientation (~5 minutes): At the outset of the session, the predetermined workshop facilitator will review the goals and give a basic overview of the timing of the workshop. He or she may comment on the theme of the workshop (e.g., what ties the group of posters together).
Poster Viewing (~40 minutes): During this phase of the workshop, attendees are encouraged to circulate among the posters. Presenters should be at their poster to answer questions and briefly discuss findings with attendees (much like a standard poster session). The facilitator will also circulate and meet with presenters.
Group Discussion (~20 minutes): The facilitator will call upon presenters to speak to aspects of their work and/or present an overview of the main points of the poster. Given the average number of posters per session these comments will need to be brief and presenters are encouraged to prepare 3-5 minutes worth of comments ahead of time.
Question and Answer (~20 minutes): Attendees will have the chance to ask questions and/or comment on the posters. The facilitator will coordinate the Q&A section.
Wrap-up (~5 minutes): The facilitator makes closing comments.
Presenters are encouraged to bring abstracts or 1-page “copies” of their posters for attendees.