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Poster and Speaker Presentation Instructions

Poster Instructions

Dedicated poster sessions are a prime focus at this meeting, and afternoon refreshment breaks will be housed in the poster room. It is the responsibility of the presenter to be available for discussion at the poster during the scheduled poster time, and to hang and remove any displayed items. Pushpins will be provided.

Size of poster display is limited to 112 cm x 112 cm (44 in x 44 in).

MONDAY POSTER SESSIONS
Posters can be put up on Monday morning (July 14) and can be left up until Tuesday afternoon (July 15) at 17:30.

THURSDAY POSTER SESSIONS
Posters can be put up on the Thursday morning (July 17) and can be left up until Friday afternoon (July 18) at 13:00. Any posters left up beyond the allotted time will be discarded.

Speaker Presentation Instructions

Oral presentations are 15 minutes in length, including questions.

Speakers may use either conventional slides and overheads or Microsoft Powerpoint presentations. There will only be a single screen in each room so please plan your presentation accordingly. Detailed instructions for Powerpoint presentations are given below.

Microsoft PowerPoint Presentations for COV3

The lecture rooms are equipped with PC computers that only use MICROSOFT WINDOWS 2000 and POWERPOINT 2000. No other formats will be accepted. You have two options for getting your file loaded for your COV3 presentation:

1. Send your Powerpoint presentation to us in advance.
2. Show up at the meeting with a CD containing your presentation.

1) Preferred option: Send us your presentation in advance.

Once you are satisfied with your presentation, save it with PowerPoint 2000. Make sure you save your presentation as a PowerPoint Show (*.pps) file. Mac users please make sure you have this extension on the file; please check it on a Windows PC. Check to make sure your file is virus-free.

• If your presentation is 7MB or less, you may e-mail it to us at: csav@soest.hawaii.edu
• If your presentation is over 7MB, you may FTP it in advance to the following address: 128.171.115.202 (account: cov3 password: COVolcanoes3. Upload your presentation to our secure Public folder. Once there, it will not be visible except to our administrator.

Make sure that the filename begins with your session number, and talk number and your last name, all separated by dashes . For example: S1–1–garcia.pps would be science session 1, first talk of session, and the presenting author's last name. This information was sent to presenters by email recently.

We will confirm that the presentation has arrived and opens.

The day before your talk visit the Ready Room to check that your presentation is in order. As a backup safety measure, you should bring a properly formatted copy of your presentation on a CD just in case a problem occurred during file transfer.

2) Second-best option: Hand-carry a CD.

Bring a CD that is readable by MICROSOFT WINDOWS 2000 and POWERPOINT 2000. NO other formats will be accepted. Please CHECK your presentation with PowerPoint 2000 BEFORE burning a CD. Make sure you save your presentation as a PowerPoint Show (*.pps) file. Mac users please make sure you have this extension on the file; check it on a Windows PC before you leave home.

Then, at the meeting, please follow these instructions:

• Bring your CD to the Ready Room by 5 pm on the afternoon BEFORE your presentation.
  
• In the Ready Room, a technician will make a copy of your CD. The technician will review the presentation with you to make sure all your material copied correctly and give you back your original.
  
• Tell the technician the date and time of your presentation.
  The technician will give the copy CD to a projectionist, who will load it onto a computer in the lecture room for your presentation.
  

PLEASE NOTE:

• You will NOT be able to use your own laptop for your presentation.
  
• You will NOT be allowed to load your own CD on any COV3 computer.
  
• Simple Powerpoint XP presentations work fine in PP2000. We cannot guarantee that any special effects will work. It is best to refrain from using special effects. Earlier versions of Power Point should also work, but the author should check them on a computer in the Ready Room. If you embed video in your presentation, make sure that it runs on a Windows 2000 computer with no special codecs added.

This page: http://www.uhh.hawaii.edu/~cov3/speakers.html
Contact: COV3 Web Team
Last modification: 22 June 2003 (srb)