Guidelines for Scientific Program Participants

 

General Guidelines for Oral Presentations

A.      Presentation Standards

1. The official language is English. All presentations must be in English.
   
2. An electronically generated presentation using Microsoft PowerPoint is the standard. No other format will be accepted.
   
3. We will ensure confidentiality of all scientific material. It will not be shared or copied without authorization and will be promptly deleted at the end of the conference.
   
4. The projection will be on a single screen. There will be no capability for dual screen or simultaneous video projection on a second screen.
   
5. Video clips should be embedded in your PowerPoint presentation with appropriate animation commands. It is suggested that you program your presentation to start the video with the advancement of the concerned slide.
   
6. Sorry, we can’t arrange for presentations using 35-mm slides, OHPs or any other means.
   
7. The use of personal laptops will not be possible.
   
8. Please submit your PowerPoint presentation on a labeled PC-compatible CD or a USB 2 compatible storage devise. Remember to include in the same CD/USB devise the individual video clips that you may have embedded in your presentation.

B.   Preview Room.

1. Preview Room is located at Level 1 of the Hyderabad International Convention Center. The room is well-equipped to preview your presentation, modify it, and copy it. Trained and pleasant audiovisual staff will assist you with any needs that you may have regarding your presentation.
   
2. Preview Room has a lounge setting to help you relax, energize and catch-up.
   
3. Preview Room is open from 2:00 PM to 6:00 PM on January 31 and from 7:00 AM until the conclusion of the day’s session from February 1
   
4. Please check your presentation well ahead of time in the Preview Room, make changes if necessary, and save it on the CD/USB devise.
   
5. Please submit FINAL presentation at the Preview Room at least four working hours before the commencement of their session.
6. Presenters at the pre-lunch sessions on February 1 must submit their final presentation on January 31 by 6:00 PM. Presentations can be submitted in absentia by your representative. If that is impossible, please e-mail your presentations and the embedded files to honavar@lvpei.org at least one week in advance. Dr. Honavar will acknowledge receipt of each such submissions within 24 hours. If you don’t receive an acknowledgement, may be your presentation hasn’t reached him. You may then call him on 098483-04001 and confirm.
   
7. Presenters at the pre-lunch sessions will have to submit their final presentations the previous evening on all days.

C    The Session Room Environment

1. The stage will have the lectern on one side seating for the chairpersons on the other side at the head of the room. The chairpersons’ table is equipped with a table lamp, table microphone, and timer.
   
2. The chairpersons’ table will also have seating for the presenter. The next presenter as per the scheduled order should occupy this seat as soon as the previous presenter moves to the lectern. The presenter will move to the lectern while being introduced by the chairpersons.
   
3. All presentations will be given from a single lectern.
   
4. The lectern is equipped with a lectern microphone, laser pointer, light, slide advancement control (or a laptop), and timer warning.
   
5. Please reach the auditorium at least 15 minutes before the beginning of your session and get familiarized with the stage and lectern setting.
   
6. Please meet your chairpersons before the session begins and introduce yourself.
   
7. DO NOT exceed your allotted time for presentation. It will invoke penalty in all competitive sessions and in any case, it is considered uncouth.