To guarantee that you make the best out of the time alloted for your presentation, it is important to prepare and to make sure that you have found the best way of getting your ideas accross. Preparing things well ahead of time is critical to a successful presentation, as is practicing it in advance, ideally in front of someone who works in the field but is not familiar with your research or paper.
We have put together a couple of suggestions to help you prepare your presentation for a scientific event, be it an INSTICC conference or congress or any other event similar.
When preparing an oral presentation, there are three main concerns you should have: the Time Frame, the Structure and the Technicalities.
Timing: it is very important that you remain within the alloted time. Firstly, because not doing so will prejudice your colleagues and secondly because a short presentation will work in your favor, forcing you to clarify key points and allowing more time for discussion afterwards. Currently, the time limit for presentations at INSTICC events is 30 min for full papers and 20 min for short papers (including discussion) - test your presentation beforehand, beware of not using too many slides and consider shortening it to two thirds of the time limit, to make time for unexpected difficulties, script deviations and questions from the audience.
Structure: structuring your presentation is essential to get your message across and also helps time keeping. Introduce the topic very briefly in just one slide, assuming the audience is familiar with your discipline but not your area of expertise. Then, concentrate on two or three points - attendees will have access to your paper if they want to find out more and go into details regarding your research or the calculation of your results, taking them with you as you present is more important than being exhaustive. Finally, be clear on the results and future research plans.
Technical settings: you can either use the equipment present in the session rooms by using a USB drive or a CD or bring your own computer. The session rooms are equipped with a computer running Microsoft Windows with Microsoft Powerpoint and Adobe Acrobat Reader. Loudspeakers are also available on request, so let us know beforehand if you plan to show a video or some sound files.
At INSTICC events, posters have dedicated sessions during the conference, normally simultaneously with coffee breaks and the exhibition if there is one, to guarantee the largest possible audience for poster presenters. Here are a few helpful suggestions if you are preparing a poster presentation:
Size limits: The poster size must not exceed the A0 (84 cm X 118 cm) portrait format and should be brought along with you to the conference. Please use an appropriate font size for the posters so that they are readable by the participants by approximately 1.5 meter away.
Extras: As poster presentations last longer and take place in a larger area, poster authors have increased freedom to show their work beyond the poster and many authors choose this presentation format due to this flexibility. Contact us if you would like to bring something along your poster - from robot demonstrations to videos and sound effects, we always encourage creativity and will be glad to make it happen if it is feasible.
Timing: Please assure the poster is placed on the board before the beginning of the poster session. Poster authors must stand next to their posters and be available to answer questions during the entire session, during which a certificate of attendance will also be awarded.