Instructions for the preparation of oral presentations and posters - Virtual
Oral presentations
Oral presentations, both from in-person and virtual participants, will be organized into thematic blocks. You will have an allocated time of 15 minutes, with 10-12 minutes for the presentation and 5-3 minutes for questions and answers. It is important to strictly adhere to the total time of 15 minutes to ensure synchronization between the rooms.
If you are a virtual presenter, you will use Zoom to conduct your presentation. Make sure you have the latest version of Zoom installed in advance. Familiarize yourself with Zoom's tools (refer, for example, to this tutorial) and try to ensure a stable internet connection during your presentation.
Timing system: The designated monitor in the Zoom room will send two alerts via chat: one at 11 minutes and another at 13 minutes to ensure compliance with the time.
Connection link: One week before the event starts, one of our monitors will send you a personal Zoom connection link, which will grant access to the entire academic program of the event, including the space where you will conduct your poster presentation. It is crucial that when accessing the link, you use your full name. Additionally, it is very important that before your poster presentation, you enter the "Technical Tests" Zoom room, where a monitor will assist you in ensuring that your screen is being shared correctly and that your microphone and camera are working properly. After this test, you can proceed to the corresponding room to conduct your presentation.
Backup video: You must submit a backup video of your oral presentation in case of internet connection problems. The links to view the videos must be sent before June 5th through this form (available from May 2nd). At the end of this manual, you will find a tutorial for creating videos on Zoom and uploading them privately to YouTube. This video will be broadcast in case you experience internet connection issues at the time of your oral presentation.
Format: As the presentation will be broadcast directly from your computer, you can use the program of your choice, such as PowerPoint, Keynote, or Adobe Reader, among others.
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 the presentation: practice to adhere to the time limit and communicate your message clearly.
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Respect the allocated time: 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 promotes full participation of all attendees. Under no circumstances will the extension of presentation time be allowed.
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Interact with the audience: prepare to answer questions clearly and effectively.
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Consider multilingualism: provide linguistic alternatives, such as preparing slides in a different language than the one used in the main presentation, to reach a wider audience.
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 20MB, by June 5th, using the following form (available from May 2nd). Be sure to fill out an individual form for each poster you plan to present.
Additionally, virtual poster presenters will have the opportunity to display their posters via Zoom using screen sharing mode. For this, it is essential that: 1) you have the latest version of Zoom installed on the day of your presentation, 2) you familiarize yourself with Zoom's tools (see, for example, this tutorial), and 3) try to ensure a stable internet connection during your presentation.
Format: Virtual posters will be numbered and assigned to an individual Zoom room on the day your presentation is scheduled. You should attend your assigned session. In it, you can interact with other virtual participants as well as those present at the event venue, who will access the Zoom room via cell phones or laptops.
Connection link: One week before the start of the event, one of our monitors will send you a personal Zoom connection link that will allow access to the entire academic program of the event, including the space where you will make your poster presentation. It is crucial that when accessing the link, you use your full name. Furthermore, it is very important that, before your poster presentation, you enter the "Technical tests" Zoom room, where a monitor will help you ensure that your screen is being shared correctly and that your microphone and camera are functioning properly. After this test, you can proceed to the corresponding room to make your presentation.
Video (optional): If you wish, you can attach a link from YouTube to a short video (maximum of 5 minutes) where you give a brief presentation of your poster to the poster submission form. At the end of this manual, you will find a tutorial for creating videos on Zoom and uploading them privately to YouTube.
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
