Annual Meeting Presenter Information

Information for Poster Presenters

Information for Virtual Poster Presenters
Information for Ten-Minute Paper (TMP) Presenters
Information for Invited Presenters in Symposia
Information for Three-Minute Lightning Bug Talk Presenters
Additional Information for Student Competition Participants
 


Poster Presenter Information

Poster Size: 

Each poster must be contained within the 46 x 46 inch (117 cm x 177 cm) space provided. Two posters will be displayed on each side of a single board (four posters per board). The poster must not exceed the size limit. Please be considerate of the person with whom you are sharing a display space. If your poster exceeds the size limits, ESA reserves the right to remove or fold your poster to accommodate space for others. 

A UPS Store onsite at the Colorado Convention Center will conveniently produce and print your posters. Posters printed by the UPS Store will be 44 x 44 inches and will cost approximately $175 USD plus tax. A minimum of 48 hours notice is required. Simply email your high resolution PDF file, along with the credit card authorization form, to store6611@theupsstore.com, and your poster will be available for pick-up at their center on the main floor of the Convention Center. 

Set Up:

For Posters within Symposia: You may display your poster 30 minutes prior to the start of the symposium and up to 30 minutes after the end of the symposium. Bring your own Velcro strips (push pins are not allowed in the Convention Center hallways) to secure your display to the poster board. The poster board is covered with felt cloth and the frame is aluminum. Please do not attach anything to the metal frame. 

For Highlighted Posters: Your poster will be on display outside of the main entrance of the Exhibit Hall throughout the entire Annual Meeting. Bring your own Velcro strips (push pins are not allowed in the Convention Center hallways) to secure your display to the poster board. The poster board is covered with felt cloth and the frame is aluminum. Please do not attach anything to the metal frame. Posters may be setup on Sunday, November 5 from 5:30 PM - 7:30 PM. Take down is Wednesday, November 8, 2:30 PM - 3:30 PM. 

For Student Competition and Contributed Posters: Your poster must be placed in the assigned numbered space in the Exhibit Hall the night before your poster is scheduled (see "Poster Presentation Times" for additional information). Bring your own Velcro strips (push pins are not allowed in the Exhibit Hall) to secure your display to the poster board. The poster board is covered with felt cloth and the frame is aluminum. Please do not attach anything to the metal frame. 

Poster Presentation Times: 

For Posters within Symposia: Each symposium has designated a specific time for poster presenters to be present at their posters. Presenters are expected to be available at their displays during the "Poster Session" time slot for questions and discussion. The full schedule for symposia will be available in the online program in mid-July 2017. 

For Highlighted, Student Competition and Contributed Posters: Because the Exhibit Hall becomes quite congested during presentation hours, presenters of posters with odd and even numbers are assigned specific times to be present at their posters. Presenters are expected to be available at their displays during the "Authors Present" time slot for questions and discussion. A cash bar reception area will be set up within the poster display area during presentation times. Below is the schedule of author availability:

Sunday, November 5 (Highlighted Posters):
Set up: Sunday, 5:30 PM - 7:30 PM
Viewing: Available starting at 7:30 PM on Sunday, November 5, until 2:30 PM on Wednesday, November 8
Authors Present: Odd numbers: 7:30 PM - 8:00 PM; Even numbers: 8:00 PM - 8:30 PM
Take down: Wednesday, 2:30 PM - 3:30 PM

Monday, November 6:
Set up: Sunday, 7:30 PM - 9:30 PM
Viewing: Monday, 8:00 AM - 6:30 PM
Authors Present: Odd numbers: 5:30 PM - 6:00 PM; Even numbers: 6:00 PM - 6:30 PM
Take down: Monday, 6:30 PM - 7:30 PM

Tuesday, November 7:
Set up: Monday, 8:00 PM - 9:30 PM
Viewing: Tuesday, 8:00 AM - 6:30 PM
Authors Present: Odd numbers: 5:30 PM - 6:00 PM; Even numbers: 6:00 PM - 6:30 PM
Take down: Tuesday, 6:30 PM - 7:30 PM

Wednesday, November 8:
Set up: Tuesday, 8:00 PM - 9:30 PM
Viewing: Wednesday, 8:00 AM - 2:30 PM
Authors Present: Odd numbers: 11:00 AM - 11:30 AM; Even numbers: 11:30 AM - 12:00 PM
Take down: Wednesday, 2:30 PM - 3:30 PM

Poster Removal:

Posters should be removed promptly between 6:30 PM and 7:30 PM on Monday and Tuesday, and between 2:30 PM and 3:30 PM on Wednesday. If your poster is featured in a symposium, it should be removed 30 minutes after the end of the symposium. Do not remove poster numbers when removing posters from boards. If your poster is not removed by this time, ESA will remove the poster. ESA will not be held responsible for any missing or damaged posters. 


Virtual Poster Presentation Information 

Entomology 2017 will be featuring virtual posters on flat screen monitors located in the Exhibit Hall near the printed posters. Attendees will be able to scroll through the virtual posters throughout the day to view your research. Information on how to upload your virtual poster will be emailed to the presenting author.

New this year - Virtual poster presenters are encouraged to record a 2-3 minute video introducing and explaing their poster. To help you better prepare, view the sample introduction video and sample virtual poster. Download the Sample Virtual Poster template


Ten-Minute Paper (TMP) Presentation Information

Sessions:

The Program Committee works diligently to group presentations in sessions along similar topics and themes and to resolve as many scheduling conflicts as possible. While the Committee does their best to take all of these factors into account, a perfect fit is not always possible. The size of each session is dependent upon the initial number of papers submitted to each topic area. 

Each presentation is allotted a total of 10 minutes - 8 minutes for the presentation and 2 minutes to address questions from the audience. Moderators are instructed to enforce the time limit and the moderator will stop a presenter who exceeds the time limit of 10 total minutes. Please time your presentation accordingly to avoid this embarrassing situation. 

Presentations Uploads:

Presenters will be notified via email when they are able to upload their presentation online. All presenters must upload their presentations online in advance of the meeting, or in the Presentation Preview Room (PPR) at the Annual Meeting at least 24 hours in advance of their presentation. 

Presentations must be in PowerPoint or PDF format (30MB or less) to upload online. Files larger than 30 MB and any associated media (audio or video) files with .avi, .wmv, .wma, .mov, .mpg, .mpeg, .mp3, or .rm file extensions must be uploaded onsite in PPR. Please use the widescreen (16:9) aspect ratio when designing your slides. 

Keynote/Prezi formats are not currently supported. If you need assistance converting your presentation to PowerPoint, please bring your presentation file to the Presentation Preview Room (PPR) onsite in Denver. Our PPR staff will be happy to assist you. 


Invited Presentations in Symposia

Presentation Times:

Invited presentations in symposia are allotted a total of 15 minutes - 12 minutes for the presentation and 3 minutes to address questions from the audience. Symposia organizers and session moderators are instructed to enforce the time limit and the moderator will stop a presenter who exceeds the time limit of 15 total minutes. Please time your presentation accordingly to avoid this embarrassing situation. Please note: If you have a contributed 10-minute paper in a featured in a symposium, your total time allotment is 10 minutes - 8 for the presentation and 2 for questions.

Presentation Uploads:

Presenters will be notified via email when they are able to upload their presentation online. All presenters must upload their presentations online in advance of the meeting, or in the Presentation Preview Room (PPR) at the Annual Meeting at least 24 hours in advance of their presentation. 

Presentations must be in PowerPoint or PDF format (30MB or less) to upload online. Files larger than 30MB and any associated media (audio or video) files with .avi, .wmv, .wma, .mov, .mpg, .mpeg, .mp3, or. rm file extensions must be uploaded onsite in PPR. Please use the widescreen (16:9) aspect ratio when designing your slides. 

Keynote/Prezi formats are not currently supported. If you need assistance converting your presentation to PowerPoint, please bring your presentation file to the Presentation Preview Room (PPR) onsite in Denver. Our PPR staff will be happy to assist you.


Three-Minute Lightning Bug Talk Presentation Information

Presentation Times:

Each presentation is allotted a total time of 3 minutes; questions are not allowed. The three-minutes of the presentation begins as soon as the preceding presentation ends. To ensure that the fast-paced nature of the Three-Minute sessions are maintained, presenters are requested to sit in the first few rows of the Four Seasons Ballroom. Presenters should also be familiar with the order of presentations in the session (found in the online program and mobile app). Presenters should make their way to the side of the stage when the presenter of the preceding presentation begins to speak. As soon as one presentation is finished, the three-minutes for the next presentation begins. 

Moderators of Lightning Bug Talk sessions have been instructed to keep presentations running back-to-back, not pausing for gaps in the program. Therefore, presentation times are not listed in the program. Please arrive prior to the start of the session to ensure you are present when it is your turn to present. Moderators are instructed to enforce the time limit and the moderator will stop a presenter who exceeds the time limit of 3 total minutes. Please time your presentation accordingly to avoid this embarrassing situation.  

Presentation Uploads:

Presenters will be notified via email when they are able to upload their presentation online. Lightning Bug Talk presenters are allowed one slide for their presentation. The slide may contain animations or other visual or audio enhancements, but please realize there is risk in including animations and enhancements regarding compatibility and processing time between software.

All presenters must upload their presentations online in advance of the meeting, or in the Presentation Preview Room (PPR) at the Annual Meeting at least 24 hours in advance of their presentation. Failure to upload your presentation in advance of the session will cause your presentation to be automatically withdrawn from the program and marked as a "no show."

Presentations must be in PowerPoint or PDF format (30MB or less) to upload online. Files larger than 30 MB and any associated media (audio or visual) files with .avi, .wmv, .wma, .mov, .mpg, .mpeg, .mp3, or .rm file extensions must be uploaded onsite in PPR. Please use the widescreen (16:9) aspect ratio when designing your slides. 

Keynote/Prezi formats are not currently supported. If you need assistance converting your presentation to PowerPoint, please bring your presentation file to the Presentation Preview Room (PPR) onsite in Denver. Our PPR staff will be happy to assist you.

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