Audio-Visual Equipment/Laptops/Internet Access in Session Rooms

A/V Equipment

Each conference session room is equipped with a laptop, screen and LCD projector. If you wish to use PowerPoint for your presentation, please save your file to a portable USB flash drive. If you are building your slides on a Mac computer, please convert your file to Microsoft PowerPoint and save to your flash drive. We suggest that you prepare PowerPoint content in 4:3 format. To do this, click on “Design” on the top navigation bar in PowerPoint, then click “Select Slide Size” in the “Customize” group. Click “Standard” to select 4:3 formatting.

Traditional overhead and slide projectors are not provided.

We ask all presenters to avoid using their own computers for ease and efficiency in transitions between presenters in sessions. Delays in connecting computers reduce the amount of time for presentations and discussions.


Please note: due to expensive fees charged by hotels, Internet access is NOT PROVIDED in session rooms. You may choose to use your personal Internet access services if you wish to incorporate web-based activity into your presentations.

Pre-Presentation Set-Up

Presenters are encouraged to arrive a few minutes prior to their session in order to test their presentation. Audio-visual technical assistants will be on call to provide any necessary support.

Paper Panel Presentations

Research paper panels are 85 minutes long. Within each session, approximately 15-20 minutes should be reserved for open discussion.

  • In sessions with five presenters, each presenter is allotted 10 minutes.
  • In sessions with three or four presenters, each presenter is allocated 12 minutes.
  • It is best to plan on 10 minutes regardless of the number of presenters since last minute changes in the panel could affect your allotted time.
  • Reading papers is not acceptable.
  • As a courtesy please bring 12-15 copies of your paper for distribution to persons who attend your session, or provide a web link for easy access to the text.
  • If a moderator does not arrive, we ask that the first presenter assume this role.

Moderator Role

Moderators are primarily responsible for introductions, keeping the time, and alerting presenters of remaining minutes, as well as managing the open discussion period. They are expected to maintain an atmosphere conducive to open and collegial discussion of ideas. Moderators are not discussants. However, each moderator is responsible for making a brief introduction (1 minute) of each paper.

Each paper presenter is responsible for sending the moderator an electronic copy of his or her paper by the paper submission deadline. To assist paper presenters, UAA sends an email message with a link to the moderator contact list. The expectation is that moderators will do a quick review of the paper to obtain enough information to make an introduction. Moderators are not expected to provide review comments.

Breakfast Roundtable Presentations

A breakfast roundtable is an informal discussion of a topic during breakfast. The discussion is led by one or more persons but open to anyone who wishes to join in and share his or her views. Leading a roundtable is a good way to meet people who share your interests. Because breakfast roundtable sessions take place in the general dining area, the use of audio-visual aids and equipment (other than a laptop computer without a projector) is not possible.

Breakfast roundtables are scheduled during the one hour period of breakfast (typically 7-8am). Discussions can start at any time during this period. If you are leading the discussion, plan to arrive at least by 7am to insure that interested persons are greeted.

Colloquy Presentations

A colloquy is a structured, formal discussion of a topic by a few selected individuals (typically four or five speakers). Each individual speaker makes prepared comments. After all speakers have spoken, they then engage in an open discussion with the audience. Colloquy speakers do not, however, present written papers or in-depth research findings. Instead, speakers draw upon their general knowledge, background, and experience of the subject being discussed.

Colloquy sessions are 85 minutes long. Within each session, approximately 15-20 minutes should be reserved for open discussion.

  • In sessions with five speakers, each speaker is allotted 10 minutes.
  • In sessions with three or four speakers, each speaker is allocated 12 minutes.
  • It is best to plan on 10 minutes regardless of the number of speakers since last minute changes in the colloquy could affect your allotted time.

Poster Presentations

Poster sessions are approximately 30 minutes long. UAA will provide an assigned display board for each poster. Groups of posters will be assigned to a specific time period and listed in the conference program by study title, author(s), and institution/organization.

Poster sessions will occur during mid-morning and/or mid-afternoon time periods. The poster session area will be open to presenters at least one hour before the scheduled time for presentations. Presenters should arrive at least 30 minutes before the start of the session to arrange their posters on the display boards. UAA will supply the materials for attaching your poster to the boards. During the poster session each presenter is expected to stand or sit next to her/his assigned board and engage in discussions with individuals who stop by to read the poster. Each poster presenter is responsible for removing her/his research materials at the established time deadline listed in the conference program. There are no accommodations for audio-visual or computer equipment in the poster display area.

Poster Design Guidelines

  1. It is your responsibility to create a title page or title label for your poster. The page/label should include the title of the study, author(s) names, and institutional or organizational affiliation(s), and email address.
  2. UAA will provide a blank display board (or similar material). You should have your entire poster pre-printed onto a single poster size sheet of paper (laminated if you prefer); OR You can print out separate pages of your content and attach each page to the poster board we supply. If you use printed pages, they should be placed in vertical columns with at least 1 inch of open space between each adjacent page. Start with Page 1 at the top of the left corner of the poster board.
  3. Individual pages should be printed in landscape format.
  4. The entire poster presentation is limited to a maximum area of 6 feet wide (horizontal) and 4 feet high (vertical).
  5. Suggested parts of a poster presentation: Study Abstract (1 page in length maximum, double-spaced), Introduction, Brief Literature Review (1 page suggested), Research Question(s) and Methodology, Findings, Discussion, Conclusion, and Selected References. View sample abstract.
  6. Poster pages must be visible from at least 4 feet away. To accomplish this goal follow these guidelines:
    • Text should be typed in at least 18-point font size in bold type. Text spacing between lines should be at least 1.5.
    • Paragraph headings, subheadings, and figure captions should be at least 24-point font size in bold type.
    • Major parts of the presentation (e.g., Introduction, Methods, Findings, Conclusion, Selected References) should have headings that are at least 36-point font size in bold type.
  7. Poster pages should be printed on white or cream-colored paper. Other color backgrounds should be used carefully to avoid overly dark or hard-to-read text.
  8. Each page should have at least a ½ -in margin on all sides to avoid a crowded appearance. If using A4 paper, each page should have at least a 1-in margin on all sides.
  9. Use upper and lower case letters for text, headings, subheadings, and captions.
  10. Use simple serif fonts such as Times, Times New Roman, or Century. Simple serif fonts are easy to read from a distance.
  11. Avoid sans serif fonts such as Geneva, Arial, Tahoma, or Verdana. Sans serif fonts can be difficult to read from a distance. Also avoid fancy handwriting-type fonts.
  12. Color backgrounds are not required, but PowerPoint slide formats may enhance your poster’s readability.
  13. Use short, concise statements in your text. Outlines of important points are more effective than paragraph-style text. Minimize the use of abbreviations and acronyms.
  14. Convert tables into graphic display if possible. Try scatter plots, bar graphs, or triangular diagrams. When using tables, keep them as simple as possible.
  15. Each graphic (e.g., table, figure, map, photo) should be numbered and have a simple title (for example: Figure 1- Study area: Pilsen Neighborhood, Chicago).
  16. Coordinate your text and any visual material. Visual materials should be numbered consecutively and appear in the same order that they are discussed in the text.
  17. For the convenience of your colleagues, please print your study title and e-mail address on a card or sheet of paper to hand out.

Poster Session Etiquette

  • During the poster session you are expected to stand or sit next to your poster, ready to discuss your work. Other attendees will walk by your poster. Some may stop and ask questions, others will simply look briefly and move on. Make an effort to greet each person who stops at your poster. Your greeting might consist of a simple nod of the head or smile. Alternatively you may wish to say “hello,” or “welcome,” or offer to answer any questions.
  • You should not make an oral presentation of your poster’s content. Instead wait for interested persons to ask questions. Answer those questions in concise sentences and allow the observer to read and move on.
  • If you are discussing your work with someone and others approach your poster, try to quickly acknowledge the presence of the newcomers, but always finish your original discussion with the first person(s) you were speaking to.
  • Remember that some attendees may be shy about approaching you directly, or they may have other commitments that prevent them from stopping. So do not be offended if they walk on by or simply pick up your hand-out and leave.
  • Avoid engaging in personal conversations while presenting your poster.