Presentation Guidelines

Embracing inclusivity and sustainability, we will use an innovative and exciting new format. We are planning a hybrid meeting that combines lots of in-person events with a virtual program  for remote participants. All presenters will need to prepare and upload their presentation in advance, and attendees will be able to view presentations on-demand (i.e., will not be associated with a designated time slot) during the meeting. Using a reverse learning approach, participants are expected to view the material on demand so that a significant portion of the meeting time can focus on live discussions and interactions.

Presentations Format

Since on-demand presentations in a virtual space do not have physical constraints, the meeting accommodates the presentation types requested at abstract submission.

  • Platform presentations should be prepared as video recordings of 12 minutes or less.
  • Poster presentations could be prepared as poster images, for example a PDF file, or as a short video of 3 minutes or less, featuring several slides or a single image.

Program Outline

  • Presentations will be organized within track and then by sessions.
  • Each presentation will have a textual Q&A chat box tied to it. This Q&A box will be available throughout the live meeting and accessible for all attendees.
  • Presenters will receive an email notification once a question is entered in their presentations Q&A box.
  • Each presentation will be linked to a blinded email function (presenters’ email doesn’t show) so participants can email the presenter. Presenters can also choose to display additional ways of connection by typing them in the Q&A box (for example, their email, social media handle, Skype or Zoom information).
  • Some sessions will be accompanied by a “Live Session Discussion” at a set time facilitated via Zoom. Presenters in those session are requested to attend the live session discussion.

Preview of the Textual Q&A Box

Preview of Q&A box

Presenter Responsibilities

  • It is critical that you adhere to the SETAC Copyright and Presenter Responsibilities. The program committee may preview presentations to ensure they are adhering to meeting policies as well as the code of conduct and code of ethics. 
  • Presenters are encouraged to use the no recording or photos icon on their slides or poster to discourage content copying. While SETAC will respect the use of these icons and will not use your material in any way, presenters should be aware that there is no way to fully enforce participant compliance with the policy. Therefore, presenters are encouraged to censor any material they do not wish to share publicly. 
  • SETAC does NOT retain copyright on presentations. However, upon submission of a presentation, presenters grant SETAC permission to use, reproduce, display, distribute from the presentation. For instance, SETAC can report on presentations in SETAC communication outlets (e.g., newsletters, social media). 

Content

For all presentation, we highly recommend you start your presentation with a highlight slide that features the title of your presentation, presenter’s name, affiliation and main conclusion. Adding the main conclusion into a highlight slide is what makes it different from the traditional title slide.

Content Guide

In addition to standard content items of a presentation, we recommend you include acknowledgements and disclosures of obvious conflicts of interest and those that may be perceived by the scientific community as such as well as research funding or support from others.

Note: Presentations should not promote a commercial product, process or service nor denigrate (falsely accuse) the work or product of others.

Content Style

  • Aim for clarity and simplicity.
  • Be clear and concise in all statements.
  • Use bullets and keep text to a minimum.
  • Ensure that lettering and numbering is readable (i.e., not excessively small font).
  • Use simple backgrounds so as not to distract from the message.
  • Deploy graphs to convey trends, comparisons, and relationships.
  • Compress pictures to “on-screen” quality before saving.

Video Presentation Example

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Poster Presentation Example

SETAC Innovates poster example

Presentation Production

  • Presentations have to be uploaded two weeks in advance of the meeting by 12:00 EDT on Monday, 13 September.
  • Presentation orientation should be landscape.
  • A typical computer screen uses 1920 x 1080 pixels or 16:9 while 4:3 is also acceptable, and both are compatible with the viewer.
  • If preparing a poster image, consider that meeting participants may need to scroll and zoom to see various parts of the poster.
  • Consider embedding links with extra information to keep the design streamlined.
  • File size limit for .pdf and image files is 100 MB. The file size for videos has been increased to 300 MB.
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Video Recordings

  • Accepted file formats include MP4, AVI, WMV and MOV.
  • The maximum file size is 300 MB. If your file is too big, consider saving it at a lower resolution, such as Standard or HD.
  • One of the easiest ways to create a recording of your presentations is through the PowerPoint recording tool. Check out the YouTube video for instructions.
  • Presentations should include a voice-over or a video insert of presenter speaking.
  • If you place a video of the presenter speaking, be sure to not place content on your presentation in that area.
  • You can also use Skype, Zoom or any other recording technology.
  • Any attached recording (video or audio) should NOT exceed 12 minutes for platform presentations and 3 minutes for poster presentations. Shorter presentations are welcomed if they are deemed enough to convey the message.
  • We recommend that you may want to add transcription or closed captions for your audio. This will make your presentation much more accessible to a larger audience, including people with hearing disabilities.
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Image Files

  • PDF files are welcome.
  • The maximum file size is 100 MB.
  • To keep file size low, export your files for online viewing instead of print when prompted. Your typical screen resolution is 72 dpi (print is 300 dpi).

Presentation Upload

  • The presenting author will receive upload instructions from the SETAC office by email.
  • At upload, presenters will have to grant permission to SETAC to allow presentations to be made available for a specified period of time.

Publications

  • All accepted abstracts are published in the meeting abstract book under ISSN 1087-8939. SETAC retains the rights to all material published therein.
  • If you are interested in additional opportunities to publish your work, SETAC offers additional opportunities before and after the meeting.

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