Guidelines for presenters / chairs

Before preparing your presentation / session and coming to the IAG-IASPEI 2017, please take a few minutes to read the following guidelines.

Guidelines for oral presentation

All speakers are requested to check all of the presentation materials / data at the podium in your session room during a lunch break or a coffee break before your session. Please bring a USB storage device (type A) with your presentation data. Please be seated in the "Next speaker's seat" at least 10 minutes prior to the start of your presentation.

1. Equipment

The session rooms contain the following items for presentations:

  • LCD projector
  • A Podium with microphone and desk-top light, laser pointer
  • A Windows PC for the speakers

Please bring your presentation data on a USB storage device (type A) and upload it on the conference PC on the podium in the session room. Please make sure to bring your own PC and connector if your presentation data is made by Mac or if you use movies (see “for presenting with your own PC” below.).

PC in the each session room for presentation:

OS:
Windows 7
Applications:
Power Point (Version: 2016/2013/2010/2007) / Acrobat Reader
Notes
  • 1) Aspect ratio of the screen is 4 by 3.
  • 2) When you make a PowerPoint file for your presentation, please be sure that all graphics are embedded in the presentation file. Fonts should be standard fonts such as Times New Roman, Arial, Courier etc. If nonstandard fonts must be displayed, they should be embedded in the presentation files.
  • 3) Sound function will not be available.
For presenting with your own PC
  • 1) Please save all of your presentation data on your desktop in advance.
    Save all data linked to your presentation data in the same folder on your desktop.
  • 2) Turn off any sleep functions and screen savers.
  • 3) Please bring all required connection cables for your own PC.
  • 4) Only D-sub 15-pin (VGA) connector will be available. Please bring your own power adapter, a transformer, and a D-sub 15-pin (VGA) adapter to connect to projector.
  • 6) Please bring back up data to the conference site.
  • 8) To avoid the possible spread of computer viruses, always scan your presentation files beforehand with updated anti-virus software.

2. Presentation time

Type of presentation Presentation time Discussion Total
Invited talks (30min. / 15min.) 27min. / 12 min. 3 min. 30min. / 15 min.
Oral presentations 12 min. 3 min. 15 min.

3. Time keeping (Bells)

Invited talks (30min.)
After a lapse of・・・ Caution
25 min. Once Warning
27 min. Twice End of Speech
30 min. 3 times End of Discussion
Invited talks (15min.) / Oral presentations
After a lapse of・・・ Caution
10 min. Once Warning
12 min. Twice End of Speech
15 min. 3 times End of Discussion

«Page Top

Guidelines for poster presentations

1. Symposia grouping and location

The poster sessions will take place on the 2nd and 3rd floor in the KOBE Chamber of Commerce and Industry. The poster board will be marked with the abstract number.

Session grouping & room
Group I
Symposia: G01, G02, G04, G06, J01, J03, J05, J06, S03
Room: Shinsho Hall (3rd floor )
Group II
Symposia: S01, S02, S06, S07, S09, S10, S11, S12, S19, S20, S22
Room: Event Hall (2nd floor)
Group III
Symposia: G03, G05, G07, J02, J04, J07, J08, J09
Room: Shinsho Hall (3rd floor)
Group IV
Symposia: S04, S05, S08, S13, S14, S17, S18, S21, S23, S24, S25, S26, S27
Room: Event Hall (2nd floor)

2. Mounting and presentation time

Posters will be allotted in four groups. Presenting authors are expected to stand by their poster during the allocated core time.

Poster I & II:
August 1-2, 9:00-18:00 (Core time: 15:30-16:30)
Poster III & IV:
August 3, 9:00-18:00(Core time: 15:30-16:30) / August 4, 9:00-16:00 (Core time: 15:00-16:00)

All authors are responsible for mounting and removing their own posters (The secretariat prepares pushpins). Your poster should be mounted before the beginning of the first core time and removed at the end of the last core time.

Poster removal:

Poster I & II:
August 2, 18:00-19:00
Poster III & IV:
August 4, 16:00-17:00

**Please make sure to bring back your poster with you. The Secretariat will NOT be responsible for the loss of the poster after removal time.

3. Poster dimensions

Each poster board will be given a specific number. Please make sure to mount on the poster board with the number assigned to your poster presentation (available in your Personal Scientific Schedule). The poster number consists of the symposium code (serves only to keep display logic) and number of actual poster board (e.g., J01-P-01 means poster board 01 within the J01 symposium)
The recommended dimension of your poster is 1189mm wide and 841mm high (landscape orientation).
In order to fit the poster board, your poster should not exceed the recommended size. Prepare your material beforehand so that it will fit the space available and can be easily attached to the board.

image

4. Poster printing

Please make sure to print your poster in advance. There are some stores which have a service to print posters on-site. Please check the website below.

Kinko's Sannomiya Center (Japanese language site only)
http://www.kinkos.co.jp/store/kb001.html

«Page Top

Guidelines for chairs

Sessions should be started strictly on time. At the session, the chairpersons should be active in keeping the time limit of each talk so that time can be spared for questions.
There will be assisting staff members to help with the operation.

1. Next chairperson’s seat

You are kindly requested to be seated at the Next chairperson’s seat located in each session room at least 10 minutes prior to your session start.

2. Procedure of session

Keeping speakers on time is crucial for smooth and on-time proceeding of the program. Please make sure that all speakers present at the Next speaker’s seat beforehand.

In the event of cancellation of presentation(s), please take its assigned time for discussion and start the session with the next presentation as originally scheduled.

  • 1) Please introduce yourself to start the session, then, the title of presentation and the name of contributor to start each presentation.
  • 2) Careful time-keeping is vital in ensuring smooth running of the whole program. Each speaker will be timed and notified the time.
  • 3) If you have no question from audience, you are kindly requested to make some questions to the speaker.

3. Time keeping (Bells)

Chairpersons are requested to adhere to the time limitation and conduct the session in such a way that it progresses smoothly and punctually. The time allocated for each presentation is as follows:

Type of presentation Presentation time Discussion Total
Invited talks (30min. / 15min.) 27min. / 12 min. 3 min. 30min. / 15 min.
Oral presentations 12 min. 3 min. 15 min.

A time keeper is assigned to each session room for time management. Speakers will be notified of their remaining time by the following rule:

Invited talks (30min.)
After a lapse of・・・ Caution
25 min. Once Warning
27 min. Twice End of Speech
30 min. 3 times End of Discussion
Invited talks (15min.) / Oral presentations
After a lapse of・・・ Caution
10 min. Once Warning
12 min. Twice End of Speech
15 min. 3 times End of Discussion

Questions about the presentations, please contact IAG-IASPEI 2017 Abstract Submission Office.

IAG-IASPEI 2017 Abstract Submission Office

c/o:JTB Communication Design, Inc.
Address: Celestine Shiba Mitsui Bldg. 3-23-1, Shiba, Minato-ku, Tokyo 105-8335, Japan
Phone: +81-3-5657-0777 Fax: +81-3-3452-8550
E-mail: iagiaspei2017-p@jtbcom.co.jp

«Page Top