View the 2018 Online Scientific Program to see all sessions and abstracts accepted for the 2018 Ocean Sciences Meeting.

All presenters MUST be registered to attend and present at the Ocean Sciences Meeting. Note that registered guests are not allowed in the poster hall; guest are not allowed in the scientific sessions. Only registered scientific attendees may enter the poster hall. Please have your meeting badge visible for the security guards at the entrance to the hall.

Poster Presenter Guidelines

Poster Presentation Hours

Monday – Thursday

4:00 P.M.–6:00 P.M.

Poster Presentation Location

Oregon Convention Center, Hall C-E

Poster Size/Dimensions

Maximum Poster Dimensions: 45” x 45” (3.75 feet by 3.75 feet).

Each presenter will share a 8’W x 4’H posterboard.

Poster Printing Service

Poster presenters may contact the official Ocean Sciences Meeting poster printing service provider, Lasko Printing, for details on ordering poster printing for pick-up on-site in Portland. An online ordering site will be available shortly. Attendees who submit and pay through the site may pick up their posters at the Poster Printing Services in the Oregon Convention Center. Lasko Printing can also assist with other on-site printing needs. Lasko Printing can accommodate rush orders in most circumstances, but to guarantee your poster will be ready in time for presentation please check the turnaround policy on their web site.

Poster Requirements and Recommendations
  • The presentation must cover the material as cited in the abstract.
  • Place the title of your paper and your paper number prominently at the top of the poster board to allow viewers to identify your paper.
  • Highlight the authors’ names and contact information in case the viewer is interested in more information.
  • Prepare diagrams or charts legibly in a size sufficient to be read at a distance of 2 meters.
  • Paragraph and figure captions should be at least in a 24-point font (0.9 cm height) and headers at least in a 36-point font (1.2 cm height). Be creative by using different font sizes, styles, and colors.
  • When working with graphs or charts, use different colors and textures/symbols for each line or bar. A serif font (e.g., Times) is often easier for reading main text, and a non-serif font (e.g., Arial or Helvetica) is more legible for headers and figure labels.
  • Organize the presentation so it is clear, orderly, and self-explanatory.
  • Use squares, rectangles, circles, etc., to group similar ideas. Avoid cluttering your poster with too much text. Label different elements as I, II, III; or 1, 2, 3; or A, B, C; making it easier for a viewer to follow your display.
  • Include the background of your research followed by results and conclusions. A successful poster presentation depends on how well you convey information to an interested audience.
  • Please do not laminate your poster to ensure that it can be recycled.
Poster Setup and Removal

To locate your assigned poster board, note that the final four digits of your final paper number will be your board number. Each poster board will be marked with an individual number.  For example, paper “AI11A-0001”, will have the board marked with “0001”. The boards are numbered sequentially (0001 – 3248) from the beginning to the end of the hall.

  • Posters should be set up as early as Monday, 12 February at 7:30 A.M. if possible.
  • Posters must remain up for the entire week, is possible.
  • Materials (i.e.push pins) are available at the Poster Help Booth. See below for more information on the Poster Help Booth.
  • Presenters must be available for at least 1 hour between 4:00 P.M and 6:00 P.M.
  • Signs indicating when you will be at your presentation can be picked up at the Poster Help Booth. After the session, please leave a note on your poster board as to where you can be reached in case someone wishes to discuss your research further.
  • To ease traffic in the poster aisles it is recommended that authors with abstract numbers ending in odd poster numbers (-0001, -0003) present from 4:00 P.M. – 5:00 P.M. and authors with even poster numbers (-0002, -0004) are to present from 5:00 P.M.– 6:00 P.M. Please know this is not required and you may present your poster for the entire poster session are you assigned.

Poster Removal

Posters MUST be removed by 5:30 P.M. on Friday, 16 February. Posters remaining after this time will be removed and recycled.

Poster Help Booth

Poster Help Booth

The Poster Help Booth is located in Poster Hall.  Staff will be available to provide assistance in locating a poster, providing supplies such as push pins, tape, and scissors, and answering general questions. If you need additional supplies, please feel free to bring them with you to Portland.

ePosters

The ePoster feature allows poster presenters to upload a PDF or image of their poster either prior to or post meeting as a supplement to and NOT a substitution for the actual poster presentation.

Presenting authors of poster presentations have been provided with access to upload their ePosters via the individualized abstract notification sent on 1 November. Please email agu@confex.com if you wish to have this resent to you. The deadline to upload your ePoster is 28 February 2017.

Audio-Visual Equipment Requests

WiFi: Wireless Internet access is available in some areas of the Poster Hall. Your laptop must be equipped with a WiFi or wireless network card for PCs or an Airport card for Macs.

 

Oral Presenter Guidelines

Oral Presentation Hours

Monday – Friday

8:00 A.M. – 10:00 A.M.

10:30 A.M. – 12:30 P.M.

2:00 P.M. – 4:00 P.M.

 Please check the online scientific program for any updates closer to the meeting.

Speaker Ready Room

Location: Room D131

Hours:

Sunday, 11 February: 3:30 P.M. – 7:00 P.M.

Monday – Thursday: 7:00 A.M. – 6:00 P.M.

Friday: 7:00 A.M. – 4:00 P.M.

  • Check-in: All speakers are required to check into the on-site Speaker Ready Room at least 24 hours before their presentation. Please check the online scientific program for any updates to the program. Presentations should be reviewed in the Speaker Ready Room to be certain the fonts are displayed correctly.
  • If you cannot upload your presentation 24 hours before your session THAT IS OK. Please go to the Speaker Ready Room as early as possible before the start of your session.
    • Checking in at the Speaker Ready Room on-site is the most important step you will take to ensure your presentation is a success. Those presenting on Monday, 12 February must check in Sunday, 11 February between 3:30 P.M. and 7:00 P.M. We strongly suggest that presenters scheduled for Monday, 12 February use the pre-submission option that will be available in mid-January. If your presentation is scheduled for Monday, and you do not arrive in Portland until late Sunday or Monday, please check-in to the Speaker Ready Room as soon as possible before the start of your session.
  • When reviewing your presentation in the Speaker Ready Room, make sure all fonts appear as expected and all audio/video clips are working properly. You may edit your presentation at this time. When you are finished reviewing your presentation and verifying it is ready, the audiovisual staff will queue your presentation.
  • Important Reminder: We recommend you bring at least two copies of your presentation file (on CD-ROM, DVD, or USB storage device) to the meeting in case there is an issue with your presentation.
  • The file will then be transferred to the computer network at the Ocean Sciences Meeting. When the presentation is to be given, the file will be loaded on the computer in the oral session room. Once the presentation has started, the speaker will control the program using a computer mouse. At the end of the meeting, all files will be destroyed.
Uploading Your Presentation

Electronic files must be submitted online or in the Speaker Ready Room using one of the formats listed below:

  • PowerPoint 2016 or earlier version
  • Preferred video format: .wmv or .mp4
  • Acceptable video formats (may require conversion, please allow extra time) .mov, .avi, .mpg, .mp4, .wmv
  • PDF Reader: Adobe Acrobat. Note: Acrobat PDF documents will be displayed from the PC in the session room.
  • Unix Users: Bring HTML Files or Adobe Acrobat
  • Keynote (Important: If you plan on using Apple’s Keynote Software please read the information on this hyperlinked page)
  • If you bring your presentation on a USB Drive to the Speaker Ready Room the drive should be PC Formatted

Please note that Internet Access is not provided on the presentation computers in the Oral Session meeting rooms and all presentation content must run from the local machine.

  • View the style guide for tips on how to make your presentation clear, concise, and appealing to your audience.
  • Technical questions regarding your presentation? Contact the technical support team.
  • Please reference:
    • The Operating System and Presentation software version numbers listed on your computer
    • Details regarding your video/graphic file types
    • Your Ocean Sciences Meeting abstract number
Audiovisual Equipment

Each session room is equipped with a Presentation Windows PC and a Mac. A switcher is provided to allow display of either machine to the audience. A local monitor is provided and will mirror what the audience sees. (Note: Presenter View is not supported). A computer audio connection to the house sound system is provided for audio playback from either presentation system.

  • PC Configuration
    Processor: a minimum Core i7 2.93 GHz
    8 GB RAM
    1920 x 1080 at 24 bit color depth
    Microsoft Windows 10 Professional (fully updated)
    Microsoft Office 2016 Professional (fully updated)
    Windows Media Player (Version 12)
    Flash Player (Latest Version)
    Adobe Acrobat Reader (Latest Version)Mac Configuration
    Processor: a minimum Core i7 2.3 GHz
    8 GB RAM
    1920 x 1080 at 24 bit color depth
    Mac OS 10.12 or later (Sierra – released October 2016)
    Microsoft Office 2016 for MAC (fully updated)
    Apple Keynote 7.3 or later (fully updated)
    QuickTime Player (Latest Version)
    Flash Player (Latest Version)
    Preview for PDF Viewing
Laptop Support

In order to support presenters who want to review and modify their presentations while at the Ocean Sciences Meeting, there will be support for file transfers. If you plan to do this, bring a backup of the presentation to the Speaker Ready Room on alternate media, including CD-ROM, DVD, or USB storage device, in case there is a problem transferring the file from the laptop. The audiovisual personnel will attempt to transfer the file from a laptop to the network. This procedure may include connecting a flash drive or external hard disk to the laptop, or configuring a network card. If you have a network card, bring it with you. Plan extra time in order to be certain the files can be transferred. Please make sure you have all power, video, and networking adapters.

Important Reminder: Personal laptops CANNOT be used in meeting rooms while giving your oral presentation. You must upload your visuals from the Speaker Ready Room. Speaker Ready Room personnel are not responsible for your devices (i.e., memory cards, disks, laptops, etc.)

Security
  • You will be required to provide identification to submit your presentation and also to access it in the Speaker Ready Room; presentation media is returned to the speaker.
  • USB ports and CD/DVD drives on computers are disables for no presentations can be copied external storage devices will not function on the meeting room computers.
  • Cameras and video equipment are not permitted in the Speaker Ready Room.
Presentation Tips
  • Oral session presenters may visit the speaker ready room in D131 each day to familiarize themselves with the equipment in the room or ask a technician any questions.
  • Be considerate of other speakers and the audience by staying within your allotted time. The individual presentation time includes 5 minutes for discussion and changeover to the next speaker. Session moderators will hold you to the allotted time, which is essential to ensure adequate time for questions and discussion.
  • Please discuss the material as reported in your submitted and approved abstract.
  • Prepare your presentation in advance so that your ideas are logically organized and your points are clear.
  • Take time to rehearse your presentation. If your presentation runs longer than the allotted time, eliminate the least essential material and rehearse again.
  • Give an opening statement to acquaint the audience with the nature and purpose of the study. Speak slowly and clearly. Word choice should be simple: use active words and short sentences.
  • Use the microphone and speak toward the audience. Note: When the microphone is clipped to your lapel, it is difficult for the audience to hear if you turn your head away, so please have copies of your presentation at the podium.

 

Poster Lightning Presenter Guidelines

Poster Lightning Session Hours

Monday-Thursday

4:00 P.M.–5:00 P.M.

Location

Poster Lightning Area, near Main Entrance of Poster Hall

Session Format

·        Poster lightning sessions are comprised of a select number of poster sessions. They are structured so that each presenter in the sessions will have an opportunity to present their poster in oral and poster forums.  This format allows for information to be shared with the audience quickly and efficiently, and allows a higher number of individuals to give a short 1-minute oral presentation about their findings. Group discussion and question and answer will conclude each session.

·        The group lightning presentations will be set with two (2) podiums, two (2) projectors and two (2) screens, two (2) wired podium mics and two (2) laser pointers. and discussion will be held in the “session station” of the eLightning Area with one touchscreen monitor all presenters to use sequentially.

·        While one lightning speaker is presenting using one podium, the next speaker will be at the second podium getting read so that there are no delays between presentations. The smooth, rapid flow of talks is what makes the lightning sessions so exciting.  

Presentation Format Overview

·        Each presenter should create one slide that is not a slide of their traditional poster

·        The slide should include one (1) punchline figure.

·        Each presenter has one (1) minute to summarize their overall traditional poster presentation. 

Presenting Onsite

·        Please discuss the material as reported in your submitted and approved abstract.

·        Take time to rehearse your presentation. If your presentation runs longer than your 1-minute allotment, eliminate the least essential material and rehearse again.

·        For your 1-minute lightning presentation, give an opening statement to acquaint the audience with the nature and purpose of the study. Speak slowly and clearly. Word choice should be simple: use active words and short sentences.