Presentation Guidelines

The SETAC North America annual meeting will use an innovative and exciting new format. All presenters will need to prepare and upload their presentation in advance, and attendees will be able to view presentations on-demand (i.e., will not be associated with a designated time slot) during the meeting and for one month after the meeting. Using a reverse learning approach, participants are expected to view the material on demand so that a significant portion of the meeting time can focus on live discussions and interactions that can be attended virtually as well as in person in Fort Worth, Texas, conditions permitting.

Presentations Format

Since on-demand presentations in a virtual space do not have physical constraints, the meeting accommodates the presentation types requested at abstract submission.

  • Platform presentations should be prepared as video recordings of 12 minutes or less.
  • Poster presentations should be prepared as PDFs and could contain links to external resources.

Presentations will need to be uploaded 2 weeks in advance (Monday, 2 November 2020).

Program Outline

  • Presentations will be organized within track and then by sessions, regardless of type (e.g., videos of slides or poster PDF).
  • Each presentation will have a textual Q&A chat box tied to it. This Q&A chat box will be available throughout the live meeting from 15–19 November and accessible for all attendees. Questions and answers can be captured at all times and will remain accessible during the live meeting and will be viewable for one month after the conference. Presenters are expected to be responsive to messages in their presentation chat boxes during a two-hour time block daily and especially on the day an associated live session discussion is scheduled, if any. Note that that does not preclude presenters from viewing other presentations during that time.
  • Each presentation will be linked to a blinded email function (presenters’ email doesn’t show) so participants can email the presenter. Presenters can also choose to display additional ways of connection by typing them in the Q&A box (for example, their email, social media handle, Skype or Zoom information).
  • Some sessions, especially those that requested a spotlight session or alternative format, will be accompanied by a “Live Session Discussion” at a set time facilitated via Zoom. Presenters in those session are requested to attend the live session discussion.

Presenter Responsibilities

  • It is critical that you adhere to the SETAC Copyright and Presenter Responsibilities. The program committee may preview presentations to ensure they are adhering to meeting policies as well as the code of conduct and code of ethics.
  • Presenters are encouraged to use the no recording or photos icon on their slides or poster to discourage content copying. While SETAC will respect the use of these icons and will not use your material in any way, presenters should be aware that there is no way to fully enforce participant compliance with the policy. Therefore, presenters are encouraged to censor any material they do not wish to share publicly.
  • SETAC does NOT retain copyright on presentations. However, upon submission of a presentation, presenters grant SETAC permission to use, reproduce, display, distribute from the presentation. For instance, SETAC can report on presentations in SETAC communication outlets (e.g., newsletters, social media).

Content Guide

In addition to standard content items of a presentation, we recommend you include the following items:

For Video Recordings

  • Consider starting your presentation with a highlight slide that features the title of your presentation, presenter’s name, affiliation and main conclusion. Adding the main conclusion into a highlight slide is what makes it different from the traditional title slide.

For PDF Image Files

  • Consider using an innovative format that prominently features the conclusion in its design.

For All Presentations

  • Include acknowledgements and disclosures of obvious conflicts of interest and those that may be perceived by the scientific community as such as well as research funding or support from others

Note: Presentations should not promote a commercial product, process or service nor denigrate (falsely accuse) the work or product of others.

Content Style

  • Aim for clarity and simplicity.
  • Be clear and concise in all statements.
  • Use bullets and keep text to a minimum.
  • Ensure that lettering and numbering is readable (i.e., not excessively small font).
  • Use simple backgrounds so as not to distract from the message.
  • Deploy graphs to convey trends, comparisons, and relationships.
  • Compress pictures to “on-screen” quality before saving.

Video Presentation Example

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Poster Presentation Example

SETAC Innovates poster example

Presentation Production

  • Presentations have to be uploaded to the SETAC server prior to the meeting.
  • Presentation orientation should be landscape.
  • A typical computer screen uses 1920 x 1080 pixels or 16:9 while 4:3 is also acceptable, and both are compatible with the viewer.
  • File size limit is 100 MB.
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Video Recordings

  • Accepted file formats include MP4, AVI, WMV and MOV
  • One of the easiest ways to create a recording of your presentations is through the PowerPoint recording tool. Check out the YouTube video for instructions.
  • Presentations should include a voice-over or a video insert of presenter speaking.
  • If you place a video of the presenter speaking, be sure to not place content on your presentation in that area.
  • You can also use Skype, Zoom or any other recording technology.
  • Any attached recording (video or audio) should NOT exceed 12 minutes. Shorter presentations are welcomed if they are deemed enough to convey the message.
  • We recommend that you may want to add transcription or closed captions for your audio. This will make your presentation much more accessible to a larger audience, including people with hearing disabilities.
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Image Files

  • PDF files of posters are welcome.
  • The maximum file size is 100 MB.
  • To keep file size low, export your files for online viewing instead of print when prompted. Your typical screen resolution is 72 dpi (print is 300 dpi).
  • Feel free to embed links to external resources in your presentation if you wish to share supporting information.

Presentation Upload

  • The presenting author will receive upload instructions from the SETAC North America office by email.
  • At upload, presenters will have to grant permission to SETAC to allow presentations to be made available for a specified period of time.

Publications

  • All accepted abstracts are published in the meeting abstract book under ISSN 1087-8939.  SETAC retains the rights to all material published therein.
  • If you are interested in additional opportunities to publish your work, SETAC offers additional opportunities before and after the meeting.