Preparing Your Presentation for WORLDSymposium 2019

Timing and Content of Platform Presentations

  1. The total time allotted on the schedule for a platform presentation is 15 minutes, and there will be no separate “question and answer” or “discussion” segments during the meeting. Therefore, the Co-Chairs will strictly enforce this agenda for each presentation:
    • 0.5 min – Transition to the podium
    • 12 min – Presentation of the abstract
    • 2 min – Question-and-answer period
    • 0.5 min – Transition to the floor

    This format ensures some time for discussion of your work without compromising other presentations.

  2. In preparing your slides, remember that the first slide should be a “title and presenter” slide. This orients the audience to your subject matter, and also aids the AV team in confirming your talk is in the proper time slot. No corporate logos of any kind are allowed on the title slide.
  3. Do not spend time “thanking” the organizers. This is a waste of precious time and is not appropriate.
  4. Any “acknowledgement” of colleagues should NOT be read aloud. Oral acknowledgement of such contributors also takes time away from the important discussion of your abstract; this discussion is the primary purpose for which we are all meeting.
  5. Postgraduate Institute for Medicine is accredited by the Accreditation Council for Continuing Medical Education (ACCME) to provide continuing medical education for physicians and therefore, all educational programming is developed and must be presented in compliance with all ACCME accreditation requirements. As you prepare your presentation, please keep these thoughts in mind:
    1. Talks must be free of commercial bias for or against any product. If commercial products are discussed, the session must present objective information about those products, based on generally-accepted scientific evidence. Presenters must not engage in the marketing of proprietary services and/or testing in any way during the presentation. Moderators are strongly encouraged to intervene and inform the Program Committee if this occurs.
    2. Presentations must promote improvements or quality in healthcare and not a specific proprietary business interest of a commercial interest. Presentations must give a balanced view of therapeutic options. Use of generic names will contribute to this impartiality. If the educational material or content includes trade names, where available trade names from several companies should be used, not just trade names from a single company.
    3. All invited presenters, moderators, and all authors on oral abstracts must sign a disclosure statement regarding the existence or non-existence of any financial interest and/or other relationship(s) you might have with the manufacturer(s) or provider(s) of any commercial product(s) or service(s) or with commercial and academic laboratories that accept samples for testing or develop any laboratory test or test(s) to be discussed during your presentation. If in fact you have indicated such a relationship, you may be contacted by a member of the Conflict of Interest Subcommittee to request peer review of your presentation in addition to standard ACCME review.
  6. Your second slide should include all relevant disclosures for the PRESENTER ONLY. The disclosure slide is available to download here. Your disclosure slide must indicate either a) the presenter has disclosures and what the relationship(s) are or b) there are no relevant financial relationships. Presenters with financial relationships are REQUIRED to state these to the audience at the start of the presentation.
  7. As a reminder, content requirements for your presentation include:
    1. As defined by ACCME, “a commercial interest is any entity producing, marketing, re-selling or distributing health care goods or services consumed by, or used on patients. The ACCME does not consider providers of clinical service directly to patients to be commercial interests.”
    2. A speaker whose work is supported by a commercial entity may credit that support at the outset of the presentation using TEXT only. Company logo or tag line/branding may not be used anywhere in the presentation. THIS INCLUDES LOGOS AND COLOR SCHEMES.
    3. A speaker from a non-commercial entity such as a university, research institution, research consortium, for-profit hospital (exempt under ACCME rules), or government agency may credit the organization using logos on the acknowledgement slide, which should be the last slide. The speaker MAY NOT brand the overall presentation with logos or designs from the organization.
    4. If these rules are not followed, you will be asked to revise your slides.
  8. Please bring with you a backup copy on a USB drive of your originally submitted presentation.
  9. WORLDSymposium will not accept presentations brought to the Speaker Ready Room or Meeting Room onsite. The electronic submission site will open December 17, 2018, and will close January 7, 2019. ALL presentations must be submitted to the electronic submission site by the deadline of January 7, 2019.
  10. LCD projection will be provided for all speakers using PowerPoint for the presentations. You may NOT USE YOUR OWN LAPTOP. No exceptions.
  11. Please check in at the Speaker Ready Room onsite at least 24 hours prior to your presentation time to receive final instructions.

Submitting Your Presentation

Submission site will be available December 17, 2018. A direct link will be emailed ONLY to the listed first author of the abstract.

To maximize the presentation for on-screen presentation at WORLDSymposium 2019, please SET UP YOUR PRESENTATION USING THE 16:9 ASPECT RATIO. This will need to be done prior to uploading your presentation.

Uploading Files:

Step 1: After Registration please use the actual show URL to access the Presentation Management website. When creating your password, the minimum length is 6 characters.

Step 2: Locate the desired session you wish to upload to. Important: When naming your file, please keep the length under 30 characters and do not include special symbols  $ & + , / : ; = ? @ ” < > # % { } | \ ^ ~ [ ] `as this will prevent your presentation from uploading through the submission website.

Step 3: Click the “Upload” green button.

Step 4: Browse out to your upload file/files target location, select the file(s) to upload, and click on “Open”.

Step 5: If your upload is successful, you will receive a pop up message indicating that the upload was successful and your files will appear listed under the appropriate session/presentation.

Supported Formats

PPT, PPTX; The Presentation Management system at WORLDSymposium 2018 is optimized for PowerPoint, whether created on a PC or MAC. To take advantage of advanced media support in PowerPoint, we recommend all PPT files be converted to the PPTX format. You can find the convert feature located under “File, Help” when you have your PowerPoint open.

To maximize the presentation for on-screen presentation at WORLDSymposium 2018, please SET UP YOUR PRESENTATION USING THE 16:9 ASPECT RATIO. This will need to be done prior to uploading your presentation.

PDF; PDF files are NOT ALLOWED. Please submit only PPT or PPTX files.

KEYKeynote files are not supported. Please export your presentation as a PowerPoint file for upload, and be sure to review the result in the Speaker Ready Room. If our technicians are unable to resolve any issues, at WORLDSymposium’s discretion, you may be allowed to present from your own Mac. If so, be sure to bring your VGA / DVI adapter with you to the event.

Prezi files are currently unsupported for upload. Please ask for assistance in the Speaker Ready Room.

Video and Audio File Support

Please see this article for file formats supported within PowerPoint.

Please consider compressing your videos. If you’ve authored your PowerPoint as a PPTX, there are tools within PowerPoint to do this automatically. Instructions are found here.

If you will be converting or authoring videos, we recommend H.264 encoding at less than a 5Mbps bitrate for best performance. Typical resolutions in the meeting room will be 1024×768 for 4:3 presentations and 1280×720 for 16:9 presentations. A 1080p, maximum bit rate encoding will bloat the size of your presentation with no visual improvement and may actually hurt performance.

If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Ready Room so arrangements can be made for assistance in your meeting room.

Considerations for custom fonts

We only supply fonts that are included with Office 2013. For a list, see this article. If you need a specialized font, it should be embedded into your PowerPoint presentation. Some licensed fonts may not embed and should be replaced with a font included with Office. Click here for an explanation of this process.

Any Links to Web Pages?

Meeting Room computers are not connected to the Internet. Links to web pages will not function and may cause issues if clicked accidentally during your presentation. We strongly recommend removing all internet links from your presentation.

Before You Depart, Backup

Please bring a copy of your presentation along with you when you depart for your meeting. Copy your PowerPoint and all movies to a folder on a USB or CD-ROM. While PowerPoint 2013 and later will embed movies by default, you should still bring the videos just in case. Not all prior versions of PowerPoint will embed movies. It is a good practice to keep a second copy of your presentation and movies in your luggage.

Arriving At Your Meeting

Speaker Ready Room Schedule and Location:

Orlando Hyatt Regency, room to be determined

Monday, February 4, 11:00 AM – 5:00 PM

Tuesday, February 5, 6:30 AM  – 5:00 PM

Wednesday, February 6, 6:30 AM  – 5:00 PM

Thursday, February 7, 6:30 AM – 1:00 PM

Speakers must check-in at the Speaker Ready Room at least 24 hours prior to their scheduled presentation. No changes will be allowed within 12 hours of your presentation. No exceptions. The computers in the Speaker Ready Room will be configured with hardware and software exactly like the ones in the meeting room. It is imperative that you review your presentation in the Speaker Ready Room. This is where our technicians can help resolve any compatibility or formatting issues and explain the in-room setup.

Giving Your Presentation

Please arrive at your designated meeting room 30 minutes before the start of your session. The AV technician will provide you with a lapel microphone, and you will be directed to be seated at the front of the room in the speaker waiting area. At the lectern there will be a monitor set in front of you where you can follow your presentation. The co-chairs are responsible for pulling up your presentation to your title slide as you approach the stage. At the end of your presentation, the display will return to the list of presenters.

If you have any difficulties or need any assistance, just click the “ASSISTANCE NEEDED” button and a technician will be immediately sent to your room.

Thank You!

By following the guidelines above, we are confident that Freeman Presentation Management will ease the process of delivering your presentation. Should you have any questions not addressed in this document, please feel free to email presentation support at: support@nullsessionupload.com.