Presentation Instructions for Presenters at the 2017 AAFS Annual Scientific Meeting

Transcription

1 Anthropology Section Presentation Instructions for Presenters at the 2017 AAFS Annual Scientific Meeting The Anthropology Section has presentations scheduled from Thursday through Saturday, February 15 18, 2017; beginning at 8:30 a.m. on Thursday/Friday and 8:00 a.m. on Saturday. Presenters must provide their presentations to the Program Chair or session Moderator prior to the beginning of the morning session on the day that they are scheduled to present. The Program Chair will be present in the meeting room every morning at 8:00 a.m. to transfer presentations onto the section computer and to work with presenters to ensure that presentations and any associated media work properly. Please arrive early to have your presentation loaded into the section computer from your flash drive/disc and to address any technical difficulties. Technical support will be available if needed. If you are presenting in the joint Anthropology II/General II/Pathology/Biology I Session on Taphonomy, Friday afternoon, please contact Elizabeth Miller at bethmiller@calstatela.edu to arrange getting your presentation on the computer that will be utilized. If you are presenting in the Anthropology III IAFS Session, Friday afternoon, please contact Vincent Stefan at vincent.stefan@lehman.cuny.edu to arrange getting your presentation on the computer that will be utilized. You will not be able to use your own computer. Changing laptops takes valuable time and can introduce problems with the projector. Presentations MUST be saved in a PC compatible format and run with Microsoft PowerPoint no newer than that of the MS Office Suite If your presentation was written on a Mac, you MUST save it in a PC compatible format and check that it can be run on Microsoft PowerPoint. If the presentation has been prepared in PowerPoint for Mac this is rarely a problem. If you will be including video in your presentation, please work out issues prior to arrival as we will not have time to troubleshoot during the session. Keep in mind that there may be compatibility issues; so, work in the most compatible format. AAFS does not provide internet access in meeting rooms so presenters intending to show video clips should be sure to embed any video into their presentations. Make any financial disclosures at the beginning of your presentation. You will be held to your allotted time. Moderators will cue you when you have five (5) minutes left, then two (2) minutes, and when your time is up. At least one (1) minute for questions should be included within your total time allotment. You may also make yourself available to answer questions after the session, offer correspondence by providing your address at the end of your presentation, etc. If you are unable to present on your scheduled day, notify AAFS Staff by at abstracts@aafs.org. If possible, notify the Anthropology Section Program Chair at vincent.stefan@lehman.cuny.edu or Program Co-Chair at bethmiller@calstatela.edu. If approved by AAFS staff, you may designate a co author to give the presentation in your absence. Contact Sonya Bynoe at sbynoe@aafs.org for approval. Criminalistics Section Presenting at the AAFS meeting is an excellent educational opportunity, not only for the attendees, but also for you as a presenter. As you are assembling your presentation please be sure to review and follow the AAFS presentation guidelines. Only the AAFS PC format laptop computers equipped with Microsoft PowerPoint can be used for presentations. Should your presentation be in another format or a Mac format, please

2 test it out on a PC using PowerPoint to make sure that it will be compatible with the equipment at the meeting. Please note that the PowerPoint version that is loaded on the AAFS computers may not be the most up to date version. Therefore, please ensure that your slides and any videos that you may be using will function as intended on older versions of this program. If you will be including video in your presentation, please work out issues prior to arrival as there will not be time to troubleshoot during the session. Keep in mind that there may be compatibility issues so work in the most compatible format. AAFS does not provide internet access in meeting rooms so presenters intending to show video clips should be sure to embed any video in their presentations. Due to tight timelines and a large number of presentations to handle, we will not have any time for last minute changes, on-site reviews, and/or changes of computer. Be aware of your time as you will be held to the time allotted. Your moderator will let you know when you have five (5) minutes, two (2) minutes, one (1) minute, and when your time is up. If you plan to allow questions from the audience, you must include this in your total time allotment. You may also make yourself available to answer questions after the session. In order to have the sessions organized in advance, we will be using an online depot for the collection of all presentations. Your moderators will be contacting you with detailed instructions on this process. Please have your presentation finalized and uploaded no later than Friday, February 3, In addition, please bring a copy of your presentation on a virus-free flash drive with you to the meeting. If you have not heard from your moderator by January 16, 2017, or if you have any questions that your moderator can t take care of, please contact the Program Chair Kristy Kadash (kkadash@co.jefferson.co.us) or Co-chair Patrick Buzzini (patrick.buzzini@shsu.edu). If for any reason you are unable to present, please let AAFS staff know by to abstracts@aafs.org. If possible, notify the Program Chair, Co-Chair, and the moderator of your session as well. If approved by AAFS staff, you may designate a co author to give the presentation in your absence. Contact Sonya Bynoe at sbynoe@aafs.org for approval. Digital & Multimedia Sciences Section Arrive early for your session. Please come prepared with any PowerPoint or similar presentation on a flash drive as we wish to avoid the unplugging of the main presentation laptop provided by AAFS with the individual laptops of each speaker. Prior to your session, and as early as possible possibly first thing in the morning or during lunch have the session moderator load your presentation on the computer from your flash drive and briefly test it to ensure that it functions properly. Waiting until the last minute prior to your presentation may cause the presentations to start late. As other presentations need to start on time, any last minute uploads, laptop switching, or other technical difficulties will be considered part of your allotted time. There is technical support available if needed please do not wait until the start of your presentation to recognize and address any technical difficulties. Please be sure the moderator knows how to pronounce your name. Be aware of your time as you will be held to the time allotted. Your moderator will let you know when you have five (5) minutes left, then one (1) minute, and when your time is up. If you plan to allow questions from the audience you must include this in your total time allotment. You may also make yourself available to answer questions after the session. If for any reason you are unable to present, please let AAFS staff know by to abstracts@aafs.org. If possible, notify the moderator of your session as well. If approved by

3 AAFS staff, you may designate a co author to give the presentation in your absence. Contact Sonya Bynoe at sbynoe@aafs.org for approval. Please make any financial disclosures at the beginning of your presentation. Engineering Sciences Section Please review your presentation before leaving for the conference; especially if you have embedded videos. Please test your presentation and all embedded videos on another laptop computer for verification. Please arrive at least 15 minutes prior to the commencement of your session. Upon arrival, please introduce yourself to the session moderators and provide them with a virusfree flash ( thumb ) drive containing your PowerPoint presentation. To facilitate ready identification of your presentation file, please label your presentation AAFS ESS Paper Number Your Last name (e.g., AAFS ESS XYZ123 Smith ). Please work with a session moderator to load your presentation onto the laptop computer provided for the session. Technical support is available if needed. Please backup your PowerPoint presentation by retaining a copy on your desktop, ipad, in the cloud, etc. so that in the event you lose your flash drive, your presentation will occur without delay. PowerPoint presentations will be generated exclusively by the laptop computer provided at the conference. Please be certain that the moderator knows how to pronounce your name to your satisfaction. Video or audio recording of any session(s) or parts thereof is not permitted without prior approval from the American Academy of Forensic Sciences. This policy will be enforced by the session moderators. Members of the audience who refuse to comply will be asked to leave the session. Oral presenters are required to include in their presentation the following specific slides: (A) Title Slide: include names of authors and affiliations; (B) Disclosures Slide: show all sources of potential conflict; (C) Background Slide(s): concisely addressing the scenario leading to the issue being discussed; (D) Objectives Slide: specifically stating the goal of the study or investigation; (E) Learning Objective Slide: stating the specific learning objectives for the audience; (F) Methods Slides that detail the: (i) study design; (ii) materials used; (iii) equipment employed; (iv) techniques used including the scientific or engineering principles applied to address the issue and accomplish the stated objective; and, (v) statistical analytical techniques used (if applicable); (G) Results Slides: showing the qualitative and (especially) quantitative outcomes of the study; (H) Discussion Slides showing the: (i) key findings; (ii) significance of these findings; (iii) comparison of these findings with other studies; (iv) limitations of the study or investigation; and, (v) conclusions. The talk should conclude with a (I) References Slide: which directs the interested audience member to other pertinent publications addressing the subject of the presentation. Please be mindful to design ALL slides so that they are clearly legible from the most distant seat in the presentation room. Please do not use color combinations with poor contrast (i.e., red, yellow or black print on blue backgrounds). Please don t copy and paste multiline and multicolumn computer-generated outputs into the Results section - such images are essentially illegible to all but those in the first few rows of the presentation room. Instead, summarize the key results and include them in well-designed tables created de novo for the presentation. As a rule of thumb, if your presentation slides, when viewed on your computer, resemble a Word document, there s too much text and the font is unacceptably small. Alternatively if your presentation slides, when viewed on your computer, look excessive in size, or as some might say stupid large, they are probably just about the right size for presentation in a large conference room. Presentations must be devoid of all bias, commercial influence, and self-promotion.

4 Presentations must not contain specific product or company names when referring to objects of testing, test equipment, or sources of supplies. Manufacturers of objects being tested and test equipment must be referred to in the presentation generically; sources of supply can be addressed in conversation after the presentation. Poster presenters should follow the same approach, but should avoid the use of lengthy prose in the text. Please be certain that the visual portion of the oral presentation is compatible with a PC-based operating system and Microsoft Power Point software. A laser pointer will be provided by the AAFS. Please practice your presentation. The best presentations are delivered in entirety by the presenting author at least three times prior to the scheduled formal presentation. Speakers who feel more comfortable presenting from written text are encouraged to do so; but, are reminded to keep one finger on the printed page at all times this finger follows the talk as it progresses and helps the speaker smoothly transition their glances from the audience to the paper. If this is practiced, then the audience benefits from a coherent well-delivered presentation and the presenter benefits from the assurance that all desired points have been made during the presentation in the time allotted. Speakers must face and address the audience, not the podium, ceiling, floor, or projection screen. To provide excellent audio quality for all members of the audience, speakers must speak clearly into the microphone. This is especially important for speakers who did not learn English as their first language. Presenters are strongly encouraged to load their presentation onto the conference-provided computers in the Speaker Ready Room to check for compatibility of software and to re-acquaint themselves with all slides in their presentation prior to formal delivery. This will help ensure a quality presentation, an excellent learning environment for ESS session attendees, and adherence to the allocated time limit. It is the responsibility of the presenter to limit their presentation to the time allocated (shown in the official program). Session moderators will advise presenters when five (5), two (2), and one (1) minute(s) remain, and when the time for the presentation has ended. If you plan to allow questions from the audience you must account for this time as you plan and practice the presentation. You may also advise the audience that you will be available to answer questions after the session. Given that conference attendees may enter the room to attend particular presentations, time limits for each presentation will be enforced. If you are unable to present your talk, one of the co-authors listed on the publication may substitute for you. If you are unable to present the talk, please contact AAFS at abstracts@aafs.org and the session moderators (as noted in the official conference program) as soon as possible. If approved by AAFS staff, you may designate a co author to give the presentation in your absence. Contact Sonya Bynoe at sbynoe@aafs.org for approval. General Section Instructions for Speakers Bring the presentation to the room and either the moderator, the program chair or the co-chair will load it onto the computer the morning of your presentation. Do this as early as possible. Waiting until the last minute prior to your presentation may cause the presentations to start late; as other presentations need to start on time any last-minute upload time will come from your allotted time. Transferring your presentation early also allows time to address technical difficulties. There is technical support available if needed. Please be sure the moderator knows how to pronounce your name.

5 You will not be able to use your own computer. Changing laptops takes valuable time and can introduce problems with the projector. Presentations MUST be saved in a PC compatible format and run with Microsoft PowerPoint no newer than that of the MS Office Suite If your presentation was written on a Mac, you MUST save it in a PC compatible format and check that it can be run on Microsoft PowerPoint. If the presentation has been prepared in PowerPoint for Mac this is rarely a problem. If you will be including video in your presentation, please work out issues prior to arrival as we will not have time to troubleshoot during the session. Keep in mind that there may be compatibility issues so work in the most compatible format. AAFS does not provide internet access in meeting rooms so presenters intending to show video clips should be sure to embed any video in their presentations. Be aware of your time. You will be held to the time allotted. Your moderator will let you know when you have five (5) minutes left, then one (1) minute, and when your time is up. At that point you MUST leave the podium. If you plan to allow questions from the audience, you must include this in your total time allotment. You may also make yourself available to answer questions after the session. If for any reason you are unable to present, or decide not to present on your scheduled day, please let AAFS Staff know by at abstracts@aafs.org. If possible, notify the moderator of your session as well. If approved by AAFS staff, you may designate a co author to give the presentation in your absence. Contact Sonya Bynoe at sbynoe@aafs.org for approval. Make any financial disclosures at the beginning of your presentation. Jurisprudence Section Guidelines for Presentations in Scientific Sessions The following guidelines and rules apply to all speakers making presentations in Jurisprudence Section Scientific Sessions: Presentations can only be made using the session room PC-format laptop computer provided by the AAFS to each Section. You will not be allowed to use your own laptop (PC or MAC) because swapping laptops loses time and can introduce a variety of technological problems. Microsoft PowerPoint is the primary software used for presentations. Should your presentation be in another format or a Mac format, please test it out on a PC using PowerPoint to make sure that it will be compatible with the presentation room PC-laptop equipment available at the meeting. You can also verify that your presentation is AAFS equipment-compatible by visiting the on-site AAFS Speakers Ready Room at the meeting site. Please have your Power Point presentation loaded onto a virus-free thumb drive so that it can be quickly transferred to your session s room PC laptop. Each day there will be two morning and two afternoon sessions with a break in between. If you will be presenting in a morning session, please report to the Jurisprudence Section session room hosting your presentation before the morning session starts so that your PowerPoint presentation can be loaded onto the laptop; if you will be presenting in an afternoon session, please report to the Jurisprudence room hosting your presentation before the afternoon session starts. Someone will be in the room at least 15 minutes prior to these times to assist you. Please do not wait until the morning or afternoon break to have your presentation loaded onto the laptop because the break interval is very short and chaotic. Make sure to arrive at least ten (10) minutes prior to the beginning of the session in which your presentation is scheduled. You are responsible for checking in with, and introducing yourself to, your session s moderator. Since moderators change for each session, do not assume that introducing yourself to the individual assisting you with loading your presentation will be your session s moderator. Out of courtesy to the moderator and attendees of your session, please arrive on time and make sure that the moderator of your session has the information needed to make a brief introduction of you prior to your presentation.

6 Be aware of your presentation s time limit. The moderator will give you a five (5)-minute warning and then a one (1)-minute warning. You will be held strictly to your time limit. Since attendees from other Academy sections attend Jurisprudence Section presentations and vice versa, strict adherence to session time schedules is required. Last Word Society The Last Word Society is well attended and is held in a large, ball-room sized venue. Therefore, you must keep this in mind when preparing your presentations. Those in the back rows will be appreciative of text and pictures that they can see. The order of presentations normally appears in the Academy's printed program and will not be modified. There are times that attendees arrive at the venue when a particular presentation of interest is scheduled. Modifying the presentation time may cause an attendee to miss the presentation in which they are interested. A laptop computer will be provided, and audio will be available. Access to internet will not be available. Please bring your own laser pointer. A podium microphone is also provided. Please be prepared to speak into the microphone during your presentation. At times, presenters look down to read their script and do not speak into the microphone, making it difficult for the audience to hear. Please save two copies of your presentation on a flash/thumb/jump drive. One version should be compatible with PowerPoint , and the other should be a newer version. The reason this instruction conflicts with the general Academy recommendation is that the laptop we will use may not be an Academy laptop and may not have the newer version of PowerPoint. When you go to "save as" in your PowerPoint program, it should give you the option of saving it in more than one version. Remember that not all graphics and animations work the same in the new and old version, so some modification may be necessary. Also remember to save your video and sound files within each version of the PowerPoint, so that they will transfer to the laptop with the slides. Please your presentation to Kenneth Melson, JD at kmelson01@aol.com no later than Friday, February 3, Time is usually tight during the program, so that we do not have time to load files onto the laptop between presentations. Your presentation should last no longer than 15 minutes, unless the chair of the Last Word Society gives you permission to go longer. Remember that your presentation should be educational and appropriately entertaining. Good luck and we look forward to seeing your presentation. Odontology Section Make two copies of your presentation on a flash drive and make sure they can be read in a range of computers. Please ensure that you check your flash drive for viruses and ensure that it is not encrypted. Arrive one hour before the session begins for loading onto the presentation computer. If you are attending the ASFO Meeting, bring your presentation and we will load it onto the presentation computer ahead of time on Tuesday afternoon. See Section Program Chair at the

7 meeting to do this. This may also be done at the conclusion of the section business meeting on Wednesday. If prior loading does not occur, arrive one hour before your particular session begins, not your presentation time but session time (i.e. THURSDAY AM, FRIDAY PM) for loading onto the presentation computer. We are on a tight schedule and need to be ready and prepared in advance. Make every effort to have presentations loaded in advance. You will not be able to use your own computer see next point. If your presentation was written on a Mac, you MUST save it in a PC compatible format and check that it can be run on Microsoft PowerPoint. If the presentation has been prepared in PowerPoint for Mac this is rarely a problem. For reasons of time we cannot permit you to bring your own computer. Swapping laptops is time consuming, time we do not have, and introduces problems with the projector. Keep the slides uncluttered and easily read. Use a font size of 44 for the titles and 24 for the body of the slide. Make sure the color of your letters contrasts well with the background you have chosen. Use clip art or pictures to keep the slides interesting. Use slide animations sparingly or not at all they rarely add anything to the presentation. If overdone, it can make the audience nauseous. Use the note section to write what you are going to say. Print each slide with its notes on individual pages to use while doing your presentation. Try to keep your eyes on the audience not on the screen or on your notes. Many presenters continually look at the projection screen; it s on the laptop right in front of you. Make multiple copies and keep them in your luggage, briefcase, or handbag. Nothing is worse than losing your presentation. It s also worth ing a copy of the presentation to yourself for safekeeping. Make sure you will be able to give your presentation in the allotted time. Again our schedule is tight. Also people come from other sections to hear certain presentations at the designated time. Therefore we must stay on time. Practice! Practice! Practice! Pathology/Biology Section Instructions for speakers: The Pathology/Biology Section has presentations scheduled on Thursday, Friday, and Saturday. Arrive early for your session. Presenters must submit their oral presentations to the Program Chair by Monday, February, 13, Submit presentations to david.carter@chaminade.edu. Save your presentation with your abstract number and last name as the file name (e.g., H160Caruso). The Program Chair and Moderator will be available in the meeting rooms every morning at 7:30 a.m. in case you have any problems or significant changes to your presentation. You will not be allowed to upload your presentation once your session has started. You will not be able to use your own computer. Changing laptops takes valuable time and can introduce problems with the projector. Presentations MUST be saved in a PC compatible format and run with Microsoft PowerPoint no newer than that of the MS Office Suite If your presentation was written on a Mac, you MUST save it in a PC compatible format and check that it can be run on Microsoft PowerPoint. If the presentation has been prepared in PowerPoint for Mac, this is rarely a problem. If you will be including video in your presentations please work out issues before arrival as we will not have time to troubleshoot during the session. AAFS does not provide internet access in meeting rooms so presenters intending to show video clips should be sure to embed any video in their presentations. For presentations that include video clips, audio feed is not be available.

8 Make any financial disclosures at the beginning of your presentation. You will be held to your allotted time. This means, you should practice, practice, practice to make certain your delivery occurs within the allotted time and that your delivery is smooth. Moderators will cue you when you have five (5) minutes left, then one (1) minute, and when your time is up. If you plan to allow questions from the audience, you must include this in your total time allotment. You may also make yourself available to answer questions after the session, offer correspondence by providing your address at the end of your presentation, etc. Please ensure the moderator knows how to pronounce your name. Keep your slides uncluttered and easy to read. Use font size 44 for the titles and 24 for the body of the slide and select Helvetica or Arial. Make sure the colors of your letters contrast well with the background you have chosen. Please use a dark background with a light or white font. Use clip art or pictures to keep the slides interesting. Slide animations should be used sparingly or not at all, as they rarely add anything to a presentation If you are unable to present on your scheduled day, notify AAFS Staff by at abstracts@aafs.org. If possible, notify the Pathology/Biology Section Program Chair at david.carter@chaminade.edu. If approved by AAFS staff, you may designate a co author to give the presentation in your absence. Contact Sonya Bynoe at sbynoe@aafs.org for approval. Psychiatry & Behavioral Science Section Speakers should have a copy of their presentation on a USB thumb/flash drive even if they bring their own computer. AAFS does not provide internet access in meeting rooms, so presenters intending to show video clips should be sure to embed any video in their presentations. Also, if you are bringing your own computer, you should also bring any necessary connectors with respect to PC/Mac attachment to the LCD projector. Please feel free to contact Psychiatry & Behavioral Science Section Program Chair Varendra Gosein at vgosein@gmail.com as soon as possible if you identify any potential technical problems which may interfere with the success of your presentation. Questioned Documents Section The QD Section has presentations on Thursday and Friday. Presenters must provide their presentations to the program chair/moderator prior to the beginning of the morning and afternoon sessions. Arrive early to have your presentation loaded into the section computer from your flash drive/disc and to address any technical difficulties. Technical support will be available if needed. You will not be able to use your own computer. Changing laptops takes valuable time and can introduce problems with the projector. Presentations MUST be saved in a PC compatible format and run with Microsoft PowerPoint no newer than that of the MS Office Suite Make any financial disclosures at the beginning of your presentation. Keep your slides uncluttered and easy to read. Use font size 44 for the titles and 24 for the body of the slide. Make sure the colors of your letters contrast well with the background you have chosen. Use clip art or pictures to keep the slides interesting. Slide animations should be used sparingly or not at all, as they rarely add anything to a presentation. You should use the note section to write what you plan to say. Print each slide with its notes on individual pages for your use during your presentation. Avoid arriving without your presentation by bringing multiple copies kept in different places (i.e., your luggage, briefcase, or handbag). For those presenters with uncommon names, ensure the moderator knows how to pronounce your name.

9 You will be held to your allotted time. Moderators will cue you when you have five minutes left, then 1 minute, and when your time is up. If you plan to allow questions from the audience, you must include this in your total time allotment. You may also make yourself available to answer questions after the session, offer correspondence by providing your address at the end of your presentation, etc. If you are unable to present on your scheduled day, notify AAFS Staff by at abstracts@aafs.org. If possible, notify the QD Section Program chair. If approved by AAFS staff, you may designate a co author to give the presentation in your absence. Contact Sonya Bynoe at sbynoe@aafs.org for approval. Toxicology Section General Instructions Arrive early for your session. Please be sure the moderator knows how to pronounce your name. Presentation Instructions: Your PowerPoint presentation must be ed to Toxicology Section Program Chair Nikolas Lemos' two addresses (drnplemos@gmail.com AND Nikolas.Lemos@ucsf.edu) no later than MONDAY, January 30, You will be sent a personalized receipt acknowledgement by Dr. Nikolas Lemos once your file is received and is able to be opened and viewed. If your presentation file is too large to , please the Program Chair before Monday, January 30, 2017, so that we can together make alternative arrangements. Arrive no later than 15 minutes prior to the beginning of the session. Make sure you check in with and introduce yourself to the moderator. The laptop for the session has been pre-loaded with your presentation. Changes or updates to presentations within 30 minutes of the start of the session are not permitted as they may disrupt the schedule, especially if there are technical difficulties. Please make any financial disclosures at the beginning of your presentation. Keep the slides uncluttered and easily read. Use a font size of 44 for the titles and 24 for the body of the slide. Make sure the color of your letters contrasts well with the background you have chosen. Keep your eyes on the audience not on the screen or on your notes. Some presenters continually look at their presentation on the projection screen; it s on the laptop right in front of you - please look ahead and speak into the microphone. You will not be able to use your own computer. If your presentation was created on a Mac, you MUST save it in a PC compatible format and check that it can be run on Microsoft PowerPoint. If the presentation has been prepared in PowerPoint for Mac this is rarely a problem. For reasons of time we cannot permit you to use your own computer or next any circumstances. Bring a backup copy of your presentation on a USB flash drive. Please ensure that you check your USB drive for viruses and ensure that it is not encrypted. Also consider ing a copy of the presentation to yourself for safekeeping. Be aware of your time. You will be held to the time allotted. Your moderator will let you know when you have five (5) minutes left, then one (1) minute, and when your time is finished. If you plan to allow questions from the audience you must include this in your total time allotment. You may also make yourself available to answer questions at the break after the session.