Presentations and Poster Guidelines

If you are participating as either a speaker or poster presenter at the HAA 2017 Meeting, please read through the information below. If you have any queries please contact haa@tcc.co.nz.

 

Registration

All presenting authors (oral, mini-oral and poster) must register and pay for the Meeting.  Meeting registration is available now. You can register by clicking here.

In order to allow us to include your details in the Meeting Handbook and App and have your abstract included in the Meeting Abstract Book note that you will need to have registered no later than 14th September.  Otherwise we regret that your presentation will have to be removed from the program.

 If you decide to withdraw your abstract, please advise us as soon as possible so that the program can be adjusted accordingly.

Oral Presentations

If your acceptance email advised you were accepted for an 'Oral presentation', please read this section carefully.

Your oral presentation is comprised of a presentation followed by questions and answers. Please refer to your confirmation email for your oral duration.

Slide Setup

Please save your slide setup in 16:9 ratio (widescreen) to fit the projection being used. 

If you have any disclosures to make (such as conflict of interest or funding support from commercial organisations) please ensure you include a slide at the start of your presentation.

If you would like to use the HAA 2017 powerpoint template, please click here to download it.


At The Venue

Your venue will be equipped with a laptop and data projector and you will have the choice of a lectern microphone, lapel microphone or handheld microphone.  If you require any other equipment please advise us (haa@tcc.co.nz). The venue is also set up for Mac users.

Please load your presentation at the speaker’s preparation room at least 2 hours prior to your presentation.  We recommend bringing two copies of your presentation on two separate memory sticks.

The room will be open at the following times:

Sunday 29 October                        0700 – 1700hrs
Monday 30 October                      0730 – 1700hrs
Tuesday 31 October                      0730 – 1700hrs
Wednesday 1 November              0800 – 1200hrs

 

Mini Oral Presentations

If your acceptance email advised you were accepted for a 'Poster and Mini Oral', please read this section carefully.

Please note mini-oral presenters are expected to also provide a poster for the poster gallery (see additional instructions below in reference to the poster).

Your mini oral presentation will be strictly limited to 3 minutes presentation, followed by 1 minute for Q&A. To achieve this please note the following instructions:

  1. Please ensure you are in the allocated theatrette at the start of the mini-oral session you are presenting in. Please see The Conference Company team member who will advise you where to sit.
  2. Please use the Powerpoint template for your mini-oral presentation, where a maximum of 4 slides is permissible. All information must appear on each slide, sequential builds are not to be used.
  3. Three minutes have been allocated for your presentation. There will be a count down clock on the screen and the screen will switch off at 3 minutes and 30 seconds if you go over time.
  4. At 3 minutes a buzzer will sound and you will have the opportunity to answer 1-2 questions.
  5. At 5 minutes the next presentation will appear on the screen. The chair will thank you and introduce the next speaker. 


Please click here for the Mini Oral Template presentation.

Poster Presentations

If your acceptance email advised you were accepted for a 'Poster Presentation' or 'Poster and Mini-Oral', please read this section carefully.

Posters will be on display from 0930hrs Sunday to 1600hrs Tuesday. You are requested to hang your poster by 0930hrs on Sunday 29th October.  Your poster must be removed by 1600hrs Tuesday or it will be destroyed, posters may not be removed before 1030hrs Tuesday 31st October.

There is one dedicated Poster Session scheduled from 1600 - 1730 on Monday 30th October.  Presenters are expected to be by their poster during this session.

In order for your poster to be included, you must email the final printable version in PDF format to haa@tcc.co.nz by Friday 29th September. The HAA Meeting will be printing the posters and you will be able to collect these onsite at the Meeting for display. Authors who do not provide their PDF poster by this date will have their abstract removed from the proceedings. You will not be able to bring your own poster to the Meeting for display.

POSTERBOARD SIZE & TEMPLATE

Each poster is limited in size to 1186 high x 900 wide (millimetres) and portrait orientation is required. Nothing larger can be accommodated. Please click here for layout specifics.

If required, templates for InDesign and Illustrator are available. Please note, these templates will only work if you have the InDesign or Adobe Illustrator software. If you do not have these software services, do not download these templates.

 

The poster should be 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 metre or more.  Lettering should be as large as possible and preferably in bold type.

SIMPLICITY is the key:

Brief captions, tables that are few in number but clear, succinct text.

 

GUIDE FOR PREPARATION OF POSTERS

INITIAL SKETCH. Plan your poster early.  Focus your attention on a few key points.  Try various styles of data presentation to achieve clarity and simplicity.  Does the use of colour help?  What needs to be expressed in words?

ROUGH LAYOUT. Enlarge your best initial sketch, keeping the dimensions in proportion to the final poster.  Ideally, the rough layout should be full size.  Draw rough graphs and tables.  This will give you an idea of proportions and balance.

FINAL LAYOUT. The artwork is complete.  The text and tables are typed but not necessarily enlarged to full size.  Now ask - "Is the message clear?  Do the important points stand out?  Is there a balance between words and illustrations?  Is the pathway through the poster clear?"

BALANCE.  The figures and tables ought to cover slightly more than 50% of the poster area.  If you have only a few illustrations, make them large.  Do not omit text, but keep it brief.  The poster should be understandable without oral explanation.

TYPOGRAPHY. Avoid abbreviations, acronyms and jargon.  Use a consistent type-style throughout.  Use large type, for example HELVETICA.  A 22mm x 30mm sheet photo statically enlarged 50% makes text readable from 1.5 metres.

MOVEMENT. The movement (pathway) of the eye over the poster ought to be natural (down columns and along rows).  Size attracts attention.  Arrows, hands, numbers and symbols can clarify sequence.

SIMPLICITY. Do not overload the poster.  More material may mean less communication.  Ask yourself, what do I want the viewer to remember?

You will be issued with a poster board number and information on where to collect your poster in October 2017.

If you have any queries please contact The Conference Company via email: haa@tcc.co.nz

 

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