Presentation Guidelines

Information coming soon

On this page you will find important information relating to your presentation within the official program at APLAR 2022.

Checklist and deadlines

Included below is a checklist to assist you to manage your presentation items and the relevant deadlines. 

Item Due date Additional information
Prepare your oral / poster / rapid fire presentation according to the guidelines
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Refer to the relevant program guidelines below
Oral presentation template used to prepare presentation
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Rapid fire presentation template used to prepare presentation
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Poster presentation template used to prepare presentation
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Poster presenters upload virtual poster
OVERDUE - upload now!
Rapid fire poster presenters upload PowerPoint presentation slides
OVERDUE - upload now!
Have any questions regarding your presentation?
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Presentation guidelines

Oral presentation guidelines

APLAR 2022 is being held as a hybrid congress. Therefore speakers are able to either give their presentations in-person or virtually. 

*In-person presentations are strongly recommended* 

Please select the relevant option to you below:

The below information is for all in-person oral presentations. These guidelines include instructions on how to prepare your presentation.

It is important that you read and understand these guidelines while preparing your presentation. 

 

Presentation template

It is recommended that all oral presenters use the official presentation template when preparing their presentation. This template is already in the 16:9 ratio for you. 

 

Presentation length

Please refer to your notification letter for your presentation length. 

 

PowerPoint files

All users of MAC hardware need to ensure before they leave home that the files are compatible with PC hardware. It is expected that presenters will use Microsoft. 

Other compatible software includes: 

  • Office programs (Word, PowerPoint, Excel, Access, Outlook)
  • Windows media player
  • Quick time
  • WinZip
  • Adobe Acrobat
  • Flash Player

Please let us know immediately if you use a MAC system. 

 

Movies and sound files

If you have movies or sound files in the PowerPoint presentation please embed them and test that they work correctly in presentation mode. 

To ensure a complete and effective presentation every time here’s what to do: 

  • Create a folder for your presentation
  • Place or copy every file that is used in the presentation in this folder. This will include all pictures, movies, sounds or any files that are used in the presentation
  • Now re-create any links so that they access this presentation folder (insert, movies and sounds, from file). Remember to resave the presentation
  • Another advantage of this approach is that you have access to the original files such as video clips etc in the event of PowerPoint problems

 

Loading your presentation

All speakers are required to pre-load their presentations at the speakers preparation room at least 3 hours prior to their session commencing

All presentations will be networked to the presentation rooms; therefore you need to ensure your presentation is loaded prior to your speaking time. 

It will not be possible to use your own laptop or USB for your presentation. 

 

Session information

Your presentation will be given live, in-person. Questions from the audience will be moderated by the session chair and distributed verbally to speakers. 

You are required to be available for the duration of your session and to participate in the live Q&A. 

 

Speakers preparation room

Please check in at the speakers preparation room well in advance of your presentation (at least 3 hours prior to your session commencement). 

Your presentation will be checked, then loaded onto the network, and will be available in your assigned session room. 

 

What to do on the day of presentation

Please follow the below checklist to ensure you are ready for your presentation!

  • Make sure you have loaded your presentation in the speakers preparation room
  • Be in your assigned session room at least 20 minutes prior to your session commencing
  • Ensure that you are seated at the front of the room (front row near lectern or at head table depending on number of speakers in your session)

The below information is for all virtual oral presentations. These guidelines include instructions on how to prepare your presentation.

It is important that you read and understand these guidelines while preparing your presentation. 

 

Presentation template

It is recommended that all oral presenters use the official presentation template when preparing their presentation. This template is already in the 16:9 ratio for you. 

 

Presentation length

Please refer to your notification letter for your presentation length. 

 

Movies and sound files

If you have movies or sound files in the PowerPoint presentation please embed them and test that they work correctly in presentation mode. 

To ensure a complete and effective presentation every time here’s what to do: 

  • Create a folder for your presentation
  • Place or copy every file that is used in the presentation in this folder. This will include all pictures, movies, sounds or any files that are used in the presentation
  • Now re-create any links so that they access this presentation folder (insert, movies and sounds, from file). Remember to resave the presentation
  • Another advantage of this approach is that you have access to the original files such as video clips etc in the event of PowerPoint problems

 

Loading your presentation

All virtual oral presentations will be delivered live on the scheduled date/time. 

You will need to screen share your presentation from your own device. 

There is no need to pre-record your presentation unless you are unavailable to present live, or it is your preference to pre-record.  

 

Session information

Your presentation will be given virtually. Questions from the audience will be moderated by the session chair and distributed verbally to speakers. 

You are required to be available for the duration of your session and to participate in the live Q&A. 

 

What to do on the day of presentation

Please follow the below checklist to ensure you are ready for your presentation!

  • Close all unnecessary programs and documents on your device so only your presentation is open. Ensure programs like Outlook or Microsoft teams are closed so the sound from notifications are not heard during your presentation
  • Make sure your have your presentation open on your device and you know how to screen share through Zoom
  • You will be sent an email from program@aplarcongress.com with a list of Zoom links. Please click on the relevant Zoom link for your session
  • Join the assigned Zoom link at least 20 minutes prior to your session commencing. This will allow you time to upgrade Zoom if required
  • Ensure before joining you are in an appropriate area for the duration of your session i.e. background is uncluttered, no background noise, area is well lit

Digital poster presentation guidelines

In 2022, all posters will be displayed digitally, there will be no physical poster displays. There will be digital poster viewing stations available at the congress venue. 

All posters will be visible for the duration of the congress, there is no set date/time for poster viewings. 

All poster presenters must submit a digital poster display. 

Digital poster presentations must be submitted prior to the congress, please ensure you read the guidelines below.  

The below information is for all poster presentations.  

It is important that you read and understand these guidelines while preparing your presentation. 

These guidelines include instructions on how to prepare your presentation along with how to submit this for sequencing. 

 

Deadline for submission: You are required to submit your completed files by Monday 31 October 2022

 

Presentation template

It is recommended that all poster presenters use the official presentation template when preparing their poster. This template is already in the 16:9 ratio. 

Your digital poster should be a visual representation of your work and should have a maximum of two (2) slides. 

 

Submission deadline

Digital poster presentations are required to be submitted no later than Monday 31 October 2o22.

Before submitting your poster ensure the following:

  • Your poster is saved as a PDF document
  • You have renamed your poster in the following format: last name_paper number_poster
  • You do not have any blank slides still visible or that you have only used maximum of two (2) slides

Important: before uploading ensure the file is labelled last name_paper number_poster.

Your paper number can be found on your notification letter. 

 

Poster quality assurance

To ensure that all submitted digital posters are of appropriate congress quality, all submissions will be quality checked. Should there be any inconsistencies your presentation will be returned to you. 

Inconsistencies can include:

  • Text is not readable i.e. too small or too large
  • Text has been placed over the top of congress branding within the template
  • There is no presentation title or lead author information included

 

Poster information

Your poster presentation will be available on the virtual platform for the duration of the congress. Attendees will be able to submit questions via this platform. 

We encourage you to regularly log into the virtual platform once the congress starts to check if any questions are submitted for you.

Rapid fire poster presentation guidelines

In 2022, select poster presentations will be given the opportunity to present a rapid fire presentation. 

Please read the below guidelines when preparing your rapid fire presentation. 

The below information is for all rapid fire poster presentations. These guidelines include instructions on how to prepare your presentation.

It is important that you read and understand these guidelines while preparing your presentation.

Important information

– Rapid fire poster presenters are required to prepare 2 files, as outlined below:

  • Digital poster presentation to be included in the digital poster display
  • Rapid fire presentation

These guidelines only refer to the rapid fire presentation, to prepare your digital poster presentation please ensure you read those dedicated guidelines. 

– Each rapid fire presentation is 5 minutes in length and there will be no Q&A.

– Rapid fire presentations are only permitted 5 slides excluding title slide in their presentation. Time lengths will be strictly enforced and you will be stopped if you exceed 5 minutes.

 

Presentation template

It is recommended that all rapid fire presenters use the official presentation template when preparing their presentation. This template is already in the 16:9 ratio for you.

 

Submission deadline

Rapid fire poster presentations are required to be pre-submitted no later than Monday 31 October 2022.

Before submitting your presentation file ensure the following:

  • Your presentation is saved as a PowerPoint presentation
  • Your presentation is no longer than 5 slides (excluding title slide)
  • You have renamed your poster in the following format: last name_paper number_rapid fire

Important: before uploading ensure the file is labelled last name_paper number_rapid fire.

Your paper number can be found on your notification letter.

 

Rapid fire poster presentation quality assurance

To ensure that rapid fire presentations are of a suitable length, all submissions will be quality checked. Should your presentation be too long, it will be returned to you.

 

PowerPoint files

All users of MAC hardware need to ensure before they submit their presentation that the files are compatible with PC hardware. It is expected that presenters will use Microsoft.

Other compatible software includes:

  • Office programs (Word, PowerPoint, Excel, Access, Outlook)
  • Windows media player
  • Quick time
  • WinZip
  • Adobe Acrobat
  • Flash Player

Please let us know immediately if you use a MAC system.

 

Movies and sound files

If you have movies or sound files in the PowerPoint presentation please embed them and test that they work correctly in presentation mode.

To ensure a complete and effective presentation every time here’s what to do:

  • Create a folder for your presentation
  • Place or copy every file that is used in the presentation in this folder. This will include all pictures, movies, sounds or any files that are used in the presentation
  • Now re-create any links so that they access this presentation folder (insert, movies and sounds, from file). Remember to resave the presentation
  • Another advantage of this approach is that you have access to the original files such as video clips etc in the event of PowerPoint problems

 

Session information

Your presentation will be given in-person or you will need to submit a pre-recorded presentation.

LIVE VIRTUAL PRESENTATIONS ARE NOT POSSIBLE.

 

Presentation room

The location of the rapid fire presentations will take place in the exhibition hall at the Meet the Experts hub.

Your presentation slides that have been submitted on the 31st October will already be with with the AV technician. 

 

What to do on the day of presentation

Please follow the below checklist to ensure you are ready for your presentation!

  • Make sure you have provided your presentation via the upload link
  • Be at the Meet the Experts hub in the exhibition hall at least 30 minutes prior to your session commencing
  • Ensure that you are seated at the front of the hub (front row near lectern or at head table depending on number of speakers in your session)

Chairperson guidelines

APLAR 2022 is being held as a hybrid congress. Therefore chairpersons may be in-person or virtual. 

Please select the relevant option to you below: 

What can I expect on the day? 

The session room will be setup and ready for your session when you arrive. At the front of the room there will be a head table for two. The chairpersons will sit at the head table and manage the session from there. From the stage, the chairpersons will see a foldback monitor in front of them which will show any virtual speakers, the PowerPoint slides and anything that is taking place on the projector screen behind them. You will not need to turn your head to see the content.

 

Speakers in the session should sit in the front row where the reserved signs will be located and will come up to the lectern to present/answer questions. 

 

What if I need help? 

In all sessions rooms, there will be an AV technician and dedicated APLAR hostess who will be able to answer any questions you may have. 

 

How will Q&A work?

Questions from the audience will be collected via the virtual platform. 

It is the chairperson’s responsibility to ensure that they are checking the virtual platform for any questions asked. 

 

Chairpersons will have access to a tablet to assist with their role during the session. This tablet will show the following information: 

  • Session information including the title of the session, speaker names, presentation titles and presentation lengths
  • Any questions submitted through the virtual platform

 

Your tablet will be connected to the internet and any updates to your session will automatically be made on your tablet – it will be important to refresh this regularly. 

 

The speakers will not be able to see the questions, so please read the questions out and direct to the appropriate speaker. 

 

Important note: if an in-person audience member calls out a question whilst seated, you must repeat the question so that the virtual audience can hear the question.  Virtual delegates and speakers will only hear what is coming through a microphone, please remember this when Q&A is in progress. 

 

What is expected of me as chairperson?

The chairperson is expected to manage the session, and this includes but is not limited to the following actions: 

  • Introduce the session
  • Introduce the speakers (biographies are not necessary due to time constraints, full name and presentation title is sufficient)
  • Facilitate Q&A through the virtual platform
  • Ensure the session runs to time and does not exceed the allocated time
  • Close the session and thank speakers/audience

 

As APLAR 2022 is a hybrid congress – it is important when chairing your session that you acknowledge both the virtual and in-person participants. Try to make the session inclusive of everyone attending. 

 

For example, when welcoming everyone and introducing the session – be sure to include the virtual participants and regularly look into the camera at the back of the room when addressing virtual speakers or delegates. 

 

What is the division of roles between an in-person / virtual chairperson?

As APLAR 2022 is a hybrid congress – there are specific roles for in-person versus virtual chairpersons. 

 

Virtual chairpersons – will introduce session, introduce speakers and close the session

 

In-person chairpersons – will facilitate Q&A with audience

 

What can I expect on the day?
As a virtual chairperson you will be required to join the assigned Zoom call which will be live broadcasted into the session room.

Please ensure when joining your session, you are in an appropriate area for the duration of your session. For example, your background is uncluttered, there is no background noise, and your area is well lit.

When in the Zoom call, you will see the camera feed that is in the session room at the Hong Kong Convention and Exhibition Centre to see any in-person speakers, and you will also see any other virtual speakers in the same Zoom call. The AV technician will ensure the PowerPoints that the speakers are talking too are visible in the Zoom call so you can see the content.

Please ensure you join the Zoom call at least 20 minutes before the session commences to have your microphone and camera tested. It is at this point you can ask any questions prior to the session commencing. Once the session commences, you are live to the audience at all times.

 

What if I need help?
In all Zoom rooms, there will be an AV technician who will be able to assist you with any questions you may have.

 

What is expected of me as chairperson?

The chairperson is expected to manage the session, and this includes but is not limited to the following actions:

  • Introduce the session
  • Introduce the speakers (biographies are not necessary due to time constraints, full name and presentation title are sufficient)
  • Facilitate Q&A through the virtual platform
  • Ensure the session runs to time and does not exceed the allocated time
  • Close the session and thank speakers/audience

As APLAR 2022 is a hybrid congress – it is important when chairing your session that you acknowledge both the virtual participants and the participants in the room at the Hong Kong Convention and Exhibition Centre . Try to make the session inclusive of everyone attending.

For example, when welcoming everyone and introducing the session – be sure to include the physical participants and regularly look into your camera when addressing the audience.

 

What is the division of roles between an in-person / virtual chairperson?

As APLAR 2022 is a hybrid congress – there are specific roles for in-person versus virtual chairpersons. 

 

Virtual chairpersons – will introduce session, introduce speakers and close the session

In-person chairpersons – will facilitate Q&A with audience

 

How will Q&A work?
All audience questions will come via the virtual platform.

Chairpersons will have access to the Q&A within the virtual platform to assist with their role during the session.

You should open the virtual platform on your device or laptop when you join the Zoom call. This link will show the following information

  • Session information including title of session, speaker names, presentation titles and presentation lengths
  • Any questions submitted through the virtual platform

It will be important to refresh this regularly.

The speakers will not be able to see the questions, so please read the questions out and direct to the appropriate speaker.

Program enquiries

If you have any questions regarding the program, your presentation or the congress as a whole, please reach out to the APLAR 2022 Program Manager

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