Oral Session Presenter Guidelines
Please use the checklist below to ensure that you have not missed any important steps in preparing for your presentation for the 2008 Fuel Cell Seminar.
- Submit your Final Abstract by the July 31 deadline
- Register for the Meeting by August 26 for Early Bird rates
- Confirm Hotel arrangements by September 26
- Prepare Your Presentation.
- Create a Backup Copy of Your Presentation.
- Pre-submit Your Presentation via Internet by September 15
- ON-SITE:You Must Check in at the Speaker Ready Room at Least 4 Hours Before your Session.
- Give Your Presentation.
1. Submit your Final Extended Abstract
All Final Extended Abstracts must be submitted to www.fuelcellseminar.com by July 31, 2008.
If your final submission is not received by the July 31 deadline, it will not be published.
PLEASE NOTE: Even if you are not making any changes to the text of your original abstract, you still must make the formatting changes outlined below and electronically submit it as your Final Extended Abstract. Abstracts will be published exactly as submitted.
Format guidelines
The final printed abstract book we will be printing 6”x9” book. Therefore, it is essential that you set up your page correctly for your final submission.
The following file extensions are allowed for uploading: *pdf (preferred), *doc, *htm, *html, *rtf, *txt, *wpd.
Go to “Page Setup”, and set your margins for the following:
Side margins – .5 inches each
Top margin – .75 inch
Bottom margin – .75 inch
Then, set your paper size for the following:
Width – 6 inches, Height – 9 inches
- Your final abstract is limited to four pages maximum, including all figures and tables.
- Type single space.
- Double space between paragraphs. Do not indent paragraphs.
- Use 9-point Times font.
- DO NOT include the abstract title, authors or affiliations on your paper. The title, authors and affiliations will be automatically formatted and inserted in the top of your paper when you submit it to the website. You will be given the chance to preview your formatted paper prior to approving it for publication on the submission website.
- Leave a 1 inch space at the end of the last page of your paper in order to have room for your title and author information to be inserted at the top. This will cause your text to re-flow, so be sure to proof read your paper prior to approving it for publication.
- If you do not want your text to re-flow after insertion of the title and author information, you must insert a “next page section break” at the bottom of the first page, at least 1inch above the bottom margin.
- Please avoid using footnotes. Instead, use a mixed reference system with references and notes placed at the end of the paper. References must be cited in the text in order of appearance by an Arabic number enclosed in parentheses immediately after the relevant material. Remember to list all references at the end of the paper, and to give all information necessary for complete identification. Examples of style appear below.
Journal Articles: A. B. Jones, "Measuring Vibration of Aircraft in Flight," J. Environ. Testing, Vol. 37, No. 8, pp. 17-26, Aug. 1957.
Reports: H. F. Little, "A Wide-Bank Radar Receiver," - NFL Rept. 1234, 17 Oct. 1952.
Books: Harold B. Gray, Testing Electronic Components, pp. 376-392, McGraw-Hill, NY, 1963.
An occasional footnote referred to by * or ** can be used if absolutely necessary. The footnote then must appear at the bottom of the page above the bottom margin.
- Figures (Graphs, Sketches and/or Photographs *black and white only)
- Must be titled and numbered in order of appearance in text.
- Place figures close to pertinent text. Text may appear both above and below figures.
- Type figure numbers and titles immediately below the area the figure will occupy.
- Tables
- Must be titled and numbered in order of appearance in text.
- Type table numbers and titles immediately above the area the table will occupy.
Once you have correctly formatted your final extended abstract to the specifications outlined in the Format Guidelines, you will be ready to electronically submit your final abstract to the submission website.
All authors must electronically submit their Final Extended Abstract by July 31 at www.fuelcellseminar.com. Please follow the instructions below to submit your final abstract to the website:
1) Go to www.fuelcellseminar.com. From the menu bar, click on “Presenter Info” and then click “Abstracts”. You will be automatically redirected to our abstract website. From this page, click on “Extended Abstract Submission”.
2) You will then be prompted to enter your Username (Abstract ID) and Password (provided in your notification email) to access the final submission website. YOU MUST USE YOUR CORRECT USERNAME AND PASSWORD.
3) Once you log in to the final submission website, you will see your specialized Speaker’s Corner page. Your initial abstract submission title and assigned session will be displayed.
4) To change edit, delete or add authors associated with your abstract, scroll down to the Speakers/Co-Speakers section. Follow the listed directions to edit or delete an existing author. To add a new author, click on “Add Author”. Enter the last name of the author you are adding in the appropriate field and click “Search for this Name”. If the author already exists in our database, his or her name will appear in the next window. If the name that appears is the correct author, select the record and click “Select this Match”, or “Select and Edit this Match”. If the author does not already exist in the author database, complete the blank Author Information Form and click “Submit Information”. The added name will now appear in the Speaker/Co-Speakers section.
PLEASE NOTE: All authors are required to submit a biography that will be included in the final Abstract Program.
5) The next step will be the Abstract Title section of the Speaker’s Corner. Here you will see your original abstract title. If your final abstract title is different from your original title, you must enter the final abstract title in the title field exactly as you want it to appear in the Final Program.
PLEASE NOTE: Your abstract title, author’s names and affiliations will be automatically formatted and inserted in the top of your paper. DO NOT include the title, authors or affiliations on your paper. You will be given the chance to preview your formatted paper prior to approving it for publication on the submission website.
6) Now you are ready to upload your Final Extended Abstract file, limited to 4 pages in length including all figures and tables. Simply locate your file and click “Upload Extended Abstract”. Select your file and click “Upload File”. A link to your final abstract will then appear under the Extended Abstract section.
You may also copy and paste your text using the “Type/Paste” link.
PLEASE NOTE: The following file extensions are allowed for uploading:
*pdf (preferred), *doc, *htm, *html, *rtf, *txt, *wpd.
7) Please be sure to review and PROOFREAD your final extended abstract.
To view the uploaded version of your abstract, click on the hyperlinked file name of your submitted abstract.
If you need to make changes to your final abstract submission before the above deadline; please delete your existing Extended Abstract submission and upload the new version. Please remember that the abstract title, author’s names and affiliations has been automatically formatted and inserted at the top of the file.
ALL PRESENTERS SESSION CHAIRS ARE REQUIRED TO PRE-REGISTER FOR THE SEMINAR.
Registration will open for the Fuel Cell Seminar on June 16.
Presenters receive a discounted registration for the Seminar. Only one person, the actual presenter of a paper, may register at the presenter rate. You will be asked to provide your paper number at the time of registration.
If you register by the Early Bird Deadline of August 26 the presenter rate is $500
If you register by the Advance Deadline of September 26 the presenter rate is $550
On-site registration for presenters is $600.
There is an additionally discounted rate for Student Presenters.
Seminar Registration includes:
- Admission to all technical sessions, Poster sessions, Plenary sessions, and CEO Roundtable
- The Exposition (including Exhibitor presentations, Ride and Drive and the GreenHouse demonstrations)
- All food functions
- One copy the 2008 Fuel Cell Seminar & Exposition Abstract CD, with Meeting Program
- One copy of the FCS Exposition Buyers Guide
Go to http://fuelcellseminar.com/registration.asp for more information
You are responsible for making your own hotel reservations. Discounted rates have been negotiated with two Phoenix hotels. For more information, including rates and availability, please visit
http://fuelcellseminar.com/hotel_reservations.asp
Acceptable formats for Presentations:
MS Windows: Microsoft PowerPoint, Acrobat PDF.
Macintosh: Microsoft PowerPoint, Acrobat PDF, Apple Keynote.
- Graphics must be well designed, simple, and legible to everyone in the audience. Use as few graphics as possible for the time allotted. As a general rule, use one graphic for each 1 or 2 minutes of presentation time.
- Presentations are most readable on a dark background (blue, for example) and bright lettering (yellow or white). It is helpful to step 8-10 feet back from your computer screen and make sure your slides are legible. Avoid using small fonts that will be illegible from the back of the room, and break up a complex slide into a series of slides.
- Devote each graphic to a single fact, idea, or finding. Illustrate major points or trends, not detailed data.
- Avoid long or complicated formulas or equations. Each graphic should remain on the screen for at least 20 seconds.
- Use the minimum number of words possible in titles, subtitles, and captions. Standard abbreviations are acceptable.
- Use bold characters instead of fancy fonts.
- Table preparation: do not use more than three or four vertical columns or more than six or eight horizontal rows. Information is hard to read with more columns or rows. Avoid vertical or horizontal rules as they distract the eye and clutter the graphic. Whenever possible, present data using bar charts or graphs instead of tables.
- Graph preparation: Avoid more two curves on one diagram -a maximum of three or four curves may be shown, but only if well separated. Label each curve; Avoid symbols and legends. Avoid data points unless scatter is important.
- Colored graphs are very effective. Color adds attractiveness, interest, and clarity to slide and viewgraph illustrations and should be used whenever possible. Contrasting color schemes are easier to see.
- Examine every graphic and view each under adverse light conditions before presenting at a meeting. It is often difficult to provide excellent lighting at meetings.
- An introductory and a concluding graphic can greatly improve the focus of your talk.
5. Create a Backup Copy of Your Presentation
We recommend you bring at least two copies of your presentation to the meeting in case there is a problem with one. The following media formats will be supported:
CD-R and CD-RW; CompactFlash card; MultiMediaCard (MMC); Secure Digital (SD) card; Memory Stick card; and standard Zip 100, 250, and 750.
6. Pre-submit Your Presentation by September 15
You must email a copy of your PowerPoint slides by September 15 so that your session chair may review your slides and request any changes if needed.
All oral presenters are required to prepare PowerPoint slides for their visual presentations. You do not need to submit a hard copy of your slides and you do not need to bring a computer onsite, as all presentations will be pre-loaded onto the Seminar computers.
If you have a change in your slides after the September 15th deadline, you must bring an electronic copy of your updated presentation to the Speaker Ready Room at the Seminar a minimum of 4 HOURS PRIOR to your presentation, to have your updated presentation uploaded on to the Seminar computers.
Instructions
Detailed instructions and a link to the upload site will be posted here by August 1
7. Check in at the Speaker Ready Room at Least 4 Hours Before your Session
The Speaker Ready Room is located in the Phoenix Convention Center, main level, Room 103A. You MUST check in at the Speaker Ready Room at least 4 hours prior to your presentation. Even if you have submitted your presentation in advance and have no changes, you must check and confirm that the presentation is correct.
Checking in at the Speaker Ready Room is the most important step you will take to ensure your presentation is a success. ALL speakers are required to check into the Speaker Ready Room at least 4 hours before their presentations. Those presenting on Tuesday, morning must check in on Monday between 2pm and 6pm.
The hours of operation of the Speaker Ready Room are as follows:
| Sunday, October 26: | 2pm – 6pm |
| Monday, October 27: | 7am – 6pm |
| Tuesday, October 28: | 7am – 6pm |
| Wednesday, October 29: | 7am – 6pm |
| Thursday, October 30: | 7am – 4pm |
When reviewing your presentation, 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 verify it is ready, the AV personnel will queue your presentation.
The file will then be transferred to the computer network at the 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.
Laptop Support
In order to support presenters who want to review and modify their presentations while at the Fall Meeting, there will be support for file transfers. If you plan to do this, bring a back up of the presentation on alternate media, including CD-ROM, Zip drive, or portable memory, in case there is a problem transferring the file from the laptop. The AV support personnel will attempt to transfer the file from a laptop to the network. This may include installing a Zip drive or CD writer 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.
Zip Disks and CDs are returned to the speaker.
Floppy drives on the computers are disabled so no presentations can be copied.
Cameras and video equipment are not permitted in the Speaker Ready Room.
Personal laptops cannot be used in meeting rooms while giving your oral presentation. You must load your visuals from the Speaker Ready Room.
Speaker Ready Room personnel are not responsible for your devices, i.e., memory cards, disks, laptops, etc.
- Be considerate of other speakers and the audience by staying within your allotted time. The time allotted for your presentation includes 5 minutes for discussion and changeover to the next speaker.
- Session Chairs will hold you to the allotted time. This is essential to ensure adequate time for questions and discussion as well as adherence to schedule.
- Please discuss the material as reported in the abstract
- Prepare your presentation in advance so that your ideas are logically organized and your points 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 public address system, and speak into the microphone and toward the audience.
- If using the microphone clipped to your lapel, it is difficult for the audience to hear if you turn your head away from the microphone. If you need to see what is on the screen, have copies at the podium.
