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Presentation Types

On-Line Conference Format for CEA 2021

Regardless of the presentation type, there will be practice times available, provided by the on-line platform. All participants are expected to attend the practice at any of the open times to ensure their audio/visual and slides work. Note, for the online presentation, you will need to have the latest version of Google Chrome or Firefox Mozilla installed on your computer.

 

Presenter Tip Sheet for Hopin [click to view a copy]

 

Online Procedure: Oral Paper Sessions with three or four speakers:

  1. 15 minutes before the session starts, the online room opens to let participants make last-minute checks.
  2. Start of the session, the chair asks everyone to go off-screen and invites the first speaker, and the shared screen. The chair remains on screen to control time. The assigned student volunteer can remove any unnecessary screen. 
  3. At the end of the first presentation, the chair invites the discussant and the shared screen. 
  4. The Chair asks the discussant to leave and close the shared screen and invites questions from viewers. The assigned student volunteer accepts participants one by one. Once the question is asked and the answer is done, the participant is asked to go off-screen.
  5. The chair asks everyone to leave and invite the next speaker. Additional speakers follow the same script. An exception will occur if the last speaker is the assigned chair, in which case the chair asks presenter one to act as chair.
  6. The session ends but remains open for 30 minutes for informal discussions. The chair asks to close shared screens, unless needed. This allows for up to 20 participants. 

    *A volunteer will assigned to each session to assist with the technical components.

     

Online Procedure: Panel Sessions:

  1. 15 minutes before the session starts, the room opens to let participants make last-minute checks.
  2. Start of the session, the chair asks everyone to go off-screen and invites the panelists (between 3 and 5). Panelists could also add shared screen. The chair remains on screen to control time. The student volunteer can remove any unnecessary screen. 
  3. The chair asks to remove any unnecessary shared screen and invites questions from viewers. The student volunteer accepts participants one by one. Once the question is asked and the answer is done, the participant is asked to go off-screen. This means no more than 7 screens at the time (450 viewers.) 
  4. With this script, there are no more than 11 screens open at the time (250 viewers). 
  5. The session ends but remains open for 30 minutes for informal discussions. The chair asks to close shared screens, unless needed. This allows for up to 20 participants.  

    *A volunteer will assigned to each session to assist with the technical components

 

Regular Paper Sessions General Information:

Typically, a regular paper session has three or four papers for the 90 minute session time. This allows for 16-20 minutes per paper with the remaining time for discussant comments and general audience discussion. 

After your paper has been accepted for presentation, you should make every effort to get an electronic version of your paper to your discussant (if one is assigned), the session chair, and the other session participants as quickly as possible. Papers should be distributed no later than 2-3 weeks before the conference. If your paper has not been received by the session chair 7 calendar days before the beginning of the conference, the conference organizer may revoke your paper acceptance and cancel your presentation. Papers should be distributed in PDF format only.

Paper presentations may be given either in English or French. However, if Francophone authors feel comfortable presenting their papers in English, they are encouraged to do so. While all audience members understand English, many conference participants (in particular from the US and overseas) do not comprehend spoken French.

Paper presenters are kindly reminded of the importance of keeping track of the allotted time for their presentations. Going overtime is discourteous to the next speakers. Session chairs are permitted to cut off speakers who unduly overextend their allotted time frame.

If for some reason the session chair is unable to attend, the presenter of the last paper on the program should assume the role of chair.

To make the presentation smoothly it is imperative that you:

  1. Present yourself in the conference room at least 15 minutes before the start time;
  2. Have attended the test session and practiced sharing your presentation

The conference organizers will make every attempt to have a trained volunteer available during your session to trouble shoot with computer issues and act as first line support. Nonetheless, presenters and discussants are asked to test run their presentations.

 


In-Person Conference Format (from past years):

Regular Paper Session (Oral Presentation)

Typically, a regular paper session has three or four papers for the 90 minute session time. This allows for 16-20 minutes per paper with the remaining time for discussant comments and general audience discussion. 

After your paper has been accepted for presentation, you should make every effort to get an electronic version of your paper to your discussant (if one is assigned), the session chair, and the other session participants as quickly as possible. Access to contact information for participants in your session will be available in your personal profile. Papers should be distributed no later than 2-3 weeks before the conference. If your paper has not been received by the session chair 7 calendar days before the beginning of the conference, the conference organizer may revoke your paper acceptance and cancel your presentation. Papers should be distributed in PDF format only.

Paper presentations may be given either in English or French. However, if Francophone authors feel comfortable presenting their papers in English, they are encouraged to do so. While all audience members understand English, many conference participants (in particular from the US and overseas) do not comprehend spoken French.

Paper presenters are kindly reminded of the importance of keeping track of the allotted time for their presentations. Going overtime is discourteous to the next speakers. Session chairs are permitted to cut off speakers who unduly overextend their allotted time frame.

If for some reason the session chair is unable to attend, the presenter of the last paper on the program should assume the role of chair.

The rooms will have facilities for computer-assisted presentations, using PowerPoint or PDF. Presenters are encouraged to use this technology to make their presentations. To make this run smoothly it is imperative that you:

  1. Send the file of your presentation to the session chair at least one week before the conference, so that s/he has the option of loading all of the files for the session ahead of time onto his/her memory key;
  2. Present yourself in the conference room at least 10 minutes before the start time;
  3. Bring your presentation on a USB memory key, in addition to having sent it to the session chair.
  4. We cannot guarantee that 'clickers' (wireless USB pointers) will be available, if you like to use one it is a good idea to bring it.

The conference organizers will make every attempt to have volunteers available to trouble shoot with computer issues and act as first line support. Nonetheless, presenters and discussants are asked to test run their presentations.


Panel Session

A panel session will be 90 minutes in length. The session will typically consist of three or more panelists organized around a particular theme. The panel title will indicate the subject/topic area however no abstracts or individual papers will be included. Panelists will be listed with their name and affiliation only. 


Short Presentation (5-Slide) Sessions (Oral-Short Presentation)

We expect five or six papers per short-presentation for the 90 minute session time, allowing for a presentation of about 8-10 minutes and a few minutes for general questions for each paper.

There will be one or two listed discussants who will probably be unable to read all the papers but may have a question or two, or offer brief comments based on the presentation. Each presentation will be limited to no more than five slides (including the initial slide where you give only your name, co-authors, affiliations etc., and a final slide with the main conclusions). The presenter should provide the highlights of his or her work in the presentation.


Poster Sessions

Supplies

Undergraduate Poster Boards: The poster boards we supply are free-standing wood structures with a cork covering on the board, measuring 4 feet in width by 6 feet in height. This is a very large area, so you may wish to use sheets that are larger than the normal 8½ × 11 inch size (21.6 × 27.9 cm). You should be able to print a poster to fill much of that space at your university's print shop (or elsewhere).

Coverage

We recommend that your poster be self-explanatory, freeing you from answering obvious questions so that you are available to supplement and discuss particular points of interest. Will a casual observer walk away understanding your major findings after a quick perusal of your material? Will a more careful reader learn enough to ask informed questions? Ask yourself, "What would I need to know if I were viewing this material for the first time?"

Clarity

Is the sequence of information evident? Indicate the ordering of your material with numbers, letters, or arrows. Place your major points in the poster and save the non-essential sidelights for informal discussion.

Layout

Use large font and bold text so that your poster is easy to read. A typical poster for an experimental project should have the following:

  1. a clear statement of the research question
  2. a short description of the design (bullet points)
  3. a few screenshots from your experiments
  4. a statement of your hypotheses
  5. a few figures showing your main results (and tables if necessary)
  6. a short summary of the findings (bullet points)