Instructions for the preparation of oral presentations and posters - In-person
Talks
Talks by in-person and virtual participants will be organized into thematic blocks. You will have a designated time of 15 minutes for your talk, including questions (10-12 minutes for the presentation itself and 5-3 minutes for questions and answers). To ensure synchronization between rooms, the total time of 15 minutes will be strictly adhered to.
Timing system: In order to ensure compliance and assist you with time management, the designated monitor for your room will display two warnings: one in blue at 11 minutes and another in red at 13 minutes.
Format: Your presentations should be in PDF or PPTX format, oriented horizontally. You must bring your file to the designated room for technical tests in 24 hours before your presentation to review it. This will avoid delays and format issues. It is preferably suggested to use PDF files, especially if your presentation was prepared on a Mac or another operating system other than Windows.
General recommendations
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Be concise: Focus on key points to make the most of the allocated time.
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Practice your presentation: Practice to meet the time limit and communicate your message clearly.
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Respect the allocated time: It is essential to be punctual and strictly adhere to the designated time for both the presentation and the question and answer period (15 minutes). This ensures a smooth transition between sessions and encourages full participation of all attendees. Under no circumstances will extensions to presentation times be allowed.
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Visual contrast: Maintain adequate contrast between the background and text to ensure easy readability. Avoid color combinations that may be difficult to distinguish for people with color blindness. Opt for colors that are easily distinguishable even for those with color vision problems. You can find color palettes for people with color blindness here.
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Audience interaction: Prepare to answer questions clearly and effectively.
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Multilingual consideration: Provide linguistic alternatives to reach a wider audience, for example, by creating slides in a language different from the one used in the main presentation.
Posters
All posters, both from in-person and virtual participants, will be available on a private server throughout the event, allowing you to explore them at your convenience and leave questions or comments for the authors. Therefore, we request that you submit your posters in PDF format, on a single page, with dimensions of 90 cm x 120 cm and a maximum size of 20 MB, by June 5th, using the following form (available from May 2nd). Be sure to fill out an individual form for each poster you will present.
Video (optional): If desired, you can attach a link to a short video (maximum of 5 minutes) in the poster submission form, to provide a brief presentation of your poster. At the end of this guide, you will find a tutorial for creating videos on Zoom and uploading them privately to YouTube.
Printed Format: Posters should be sized 90 cm wide by 120 cm high. Each poster will be assigned a number and must be installed in the designated space. Posters will be assigned to one of the three afternoon sessions. Poster installation must be completed before noon on the day of the designated session, and put down before noon the following day. You will be required to be at your poster during the designated session.
General recommendations
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File name: Name your PDF file as follows: Lastname_Firstname_ShortTitle. For example, Silva_Maria_Microbiology.pdf; Oliveira_Joao_MarineEcology.pdf.
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Content independence: Ensure that the poster content is understandable without the need for detailed verbal explanation.
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Visual contrast: Maintain adequate contrast between the background and text to ensure easy readability. Avoid color combinations that may be difficult to distinguish for people with color blindness. Opt for easily distinguishable colors, even for those with color vision problems. You can find color-friendly palettes for color blindness here.
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Concise text: Avoid text overload. Less than 800 words is recommended for an effective presentation.
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Organization: Divide the poster into clear sections to facilitate understanding of the content.
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Use of graphics: Use self-explanatory graphics instead of complex tables to convey information clearly and visually attractively.
VII Latin American
Congress of Arachnology
