Oral Guidelines

The full IUGG 2019 searchable scientific program is now online

Dear Presenter,

 

The following guidelines will help you prepare your oral presentation. Please take a few minutes to read them carefully before coming to the 27th IUGG General Assembly.

 

A) Scientific Programme Onsite Information

 

Please note that there will be an IUGG desk located in the registration area in order to assist you with any general questions related to the scientific programme. The IUGG Information desk will be open within the registration hours:

Monday, July 8, 2019 2:00 pm – 8:00 pm
Tuesday, July 9, 2019 7:30 am – 9:00 pm
Wednesday, July 10, 2019 7:30 am – 8:00 pm
Thursday, July 11, 2019 7:30 am – 8:00 pm
Friday, July 12, 2019 7:30 am – 8:00 pm
Saturday, July 13, 2019 7:30 am – 8:00 pm
Sunday, July 14, 2019 7:30 am – 8:00 pm
Monday, July 15, 2019 7:30 am – 8:00 pm
Tuesday, July 16, 2019 7:30 am – 8:00 pm
Wednesday, July 17, 2019 7:30 am – 4:30 pm

Oral Presentation Onsite Schedule Changes:

Please notify your lead convener of any changes so that they are aware and can take action if required.

All changes on-site should be reported to the Scientific Desk in the Speaker Information Room 514 between 7:30 am – 12:00 noon by the lead convener in order to be updated in the programme.

 

 

B) Oral Presentations

French and English are the official languages of the 27th IUGG General Assembly.   All oral presentations are 15/30 minutes/QA sessions, including discussions. Please, make sure that the room and the time of your session did not change by checking in the final programme.

 

Important Information

All presenters will need to place their presentation on a USB Key and download their presentation onto the laptop in the meeting room prior to the start of the session. PC format only

 

Supported Formats:

PPT, PPTX; The Presentation Management system at IUGG 2019 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.

PDF; Supported, but not ideal. If possible, please export/convert to PowerPoint. The following link provides a free online tool from a 3rd party that can assist with PDF to PPTX conversion, https://smallpdf.com/pdf-to-ppt.

 

KEY; Keynote files are not supported. Please export your presentation as a PowerPoint or PDF file for upload.

 

Video and Audio File Support:

Please see this article for file formats supported within PowerPoint. If you’re using PowerPoint 2007 or later, please be sure to embed your media files within the PPTX file.  We also strongly recommend 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. IIf you will be converting or authoring videos, we recommend Windows Media Video (WMV) or MPEG4 (MP4) for the best PowerPoint compatibility, while H.264 (MP4) can also work well.  We suggest encoding at less than a 5Mbps bitrate for best performance. Typical resolutions in the meeting room will be 1024x768 for 4:3 presentations and 1280x720 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 Information Room so arrangements can be made for assistance in your meeting room if required.

 

Considerations for custom fonts:

We only supply fonts that are included with Office 2016. 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.

 

Aspect ratio:

While both 16:9 and 4:3 presentations are fully supported, the session rooms are optimized for 16:9 presentations.

 

Presentation audio:

The session room computers will be connected to an audio system.  Please try to ensure that all your audio files play at a similar volume level.

 

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 Information Room, Located at the Palais Des Congrès, Room 514

Speakers must check-in at the Speaker Information Room at least 1 day prior to their scheduled presentation. The computers in the Speaker Information 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 Information Room. This is where our technicians can help resolve any compatibility or formatting issues and explain the in-room setup. Presenters to have their presentation on a USB so they can load their presentation onto the laptop in the meeting room scheduled for their session.

 

Meeting Room

Speakers are asked to be in the meeting room 10 minutes prior to the start of the session to upload their presentation onto the laptop in the room.

 

Presenting from personal laptops is not permitted unless a case by case exception is made for technical reasons by the Audio Visual staff.  If technical assistance is required, a technician will be available to assist you.  Please advise the room monitor/assistant that you require assistance.  All rooms will be assigned a room monitor assistant.

 

Speaker Information Room - Palais Des Congrès, Room 514

Speaker Information Room Hours are:

Monday, July 8, 2019 3:00 pm – 6:00 pm
Tuesday, July 9, 2019 7:30 am – 6:00 pm
Wednesday, July 10, 2019 7:30 am – 6:00 pm
Thursday, July 11, 2019 7:30 am – 6:00 pm
Friday, July 12, 2019 7:30 am – 6:00 pm
Saturday, July 13, 2019 7:30 am – 6:00 pm
Sunday, July 14, 2019 7:30 am – 6:00 pm
Monday, July 15, 2019 7:30 am – 6:00 pm
Tuesday, July 16, 2019 7:30 am – 6:00 pm
Wednesday, July 17, 2019 7:30 am – 4:30 pm

We look forward to seeing you at the conference in Montreal!

IUGG 2019 Montreal Secretariat

 

IUGG 2019 Conference Secretariat JPdL International

Tel.: 514-287-1070     Canada, USA: 1-800-361-1070

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