"New" New Ways of Analyzing Variation
November 4-6, 2010
San Antonio, Texas
The University of Texas at San Antonio
Paper Presentation Guidelines
The following guidelines may help you in preparing your NWAV presentation.
20-minute Paper Presentation Guidelines
Format: In paper sessions, authors present abbreviated versions of their papers. Paper presentations are allotted 20 minutes each followed by a 5-minute question period. Please ensure that your paper presentation does not exceed 20 minutes as session chairs will be strictly enforcing time limits so as to allow the audience time for questions. Session chairs will monitor time and alert presenters at 15 minutes, 18 minutes, and 0 minutes. “STOP” is not the time to say, “Let me wrap up quickly.” Individuals must be attentive to the time allocation for presenting their work in paper sessions. In the case of multiple-authored papers, more than one person may present, but multiple presenters are urged to be attentive to the total time available to them and to take steps to ensure that more than one speaker does not detract from the overall presentation of the work or others presenting their work. If you plan to use handouts, we recommend that you bring approximately 75 copies.
Room Set-up: Theater style (chairs only) configuration, head table for 3-5 next to podium.
Audio Visual: PC computer, tripod screen, LCD projector, computer audio patched into room sound system, and podium with power and microphone. N.B.: If you prefer to use your own laptop, bring all the necessary adapters AND setup your presentation 10 minutes BEFORE your session begins to make sure the equipment works properly but also to not take time from presentations.
Roundtable Presentation Guidelines
Format: Roundtable sessions allow maximum interaction among presenters and attendees. Each table will have the author(s) of one accepted paper. Each roundtable at a roundtable session may have a designated Chair knowledgeable about the research area, to facilitate interaction and participation. The roundtable session will be scheduled for a 90-minute timeslot with up to 20 roundtables. You should have a detailed handout and/or a draft of your paper so people can be more interactive in discussion. You may present your research for about 15 minutes and then discuss with the participants. N.B.: Attendees may move amongst tables during the session so it is imperative that you have sufficient information on your handouts to help those moving around join in the discussion as needed.
Room Set-up: The roundtable sessions will be in a large room and the tables arranged to maximize discussion and interaction. Tables will start with 12 chairs, and additional chairs are available around the room to be readily added to popular roundtable discussions.
Audio Visual: No audiovisual equipment, such as a screen or LCD projector, is provided. Authors wishing to display information may do so from their own laptop computer screens. If you plan to use a laptop, please be sure the battery is charged, as power sources will not be guaranteed. Presenters at roundtable sessions are encouraged to bring copies of their papers or summaries of their projects to the session, as there will not be a screen and LCD to project your presentation in this type of session. The handouts will enable participants to discuss the topic more effectively. If you plan to use handouts, we recommend that you bring approximately 75 copies. It is also strongly recommended that the author have available 25 copies of the full paper to distribute to interested parties.
Poster Presentation Guidelines
Format: Poster sessions combine the graphic display of materials with the opportunity for individualized, informal discussion of the research throughout a 90-minute session. Individual presenters set up displays representing their papers in a large area with other presenters. The poster session has 30-35 tripod signage easels for poster display. Presenters at the poster session are encouraged to bring copies of their papers or summaries of their projects to the session, as there will not be a screen and LCD to project your presentation in this type of session. The handouts will enable participants to discuss the topic more effectively. It is also strongly recommended that the author have available 25 copies of the full paper and/or 50 copies of a detailed handout to distribute to interested parties.
Room Set-up: Tripod signage easels, up to 20 in one room are 20 spread across 2-3 rooms.
Audio Visual: No audiovisual equipment, such as a screen or LCD projector, is provided. Authors wishing to display information may do so from their own laptop computer screens. If you plan to use a laptop, please be sure the battery is charged, as power source cannot be guaranteed.
Plan to set up your display at least 15 minutes before the session is to begin. The Poster Session is scheduled for Friday, November 5, 5:45 – 7:00 (75 minutes). There will be a 15-minute break between the last talk (a plenary) and the beginning of the poster session. This should be enough time to mount your poster. If you wish, however, you can begin setting up after 4:10 pm on Friday. The presenting author(s) should be available throughout the session and be prepared to have his or her display removed no more than 15 minutes after the end of the session.
Your material should be mounted on poster board or cardboard. If it seems appropriate, it can be helpful to mount conceptually related portions of your display on backgrounds of the same color, as this will help viewers scan the display efficiently. Each poster presentation will be allotted a 36" X 36" space. Please size your poster accordingly, as we anticipate that all available presentation space will be utilized. Posters can be printed on a single sheet or on several sheets, so long as they comply with these space restrictions.
The poster should be as self-explanatory as possible so that your main job is to supplement the information it contains. The poster format provides a mechanism for in depth discussion of your research, but this is possible only if the display includes enough information.
Arrangement of Materials
The posters will be placed on easels. It is up to the participants to make sure that they bring their own supplies with them if they need anything beyond the easel.
A sign containing the paper title and the authors' name and affiliations should appear at the top of the poster. Keep in mind that all your text and illustrations will be viewed from a distance of more than three feet. All lettering should be at least 2/3" high, 1" for more important information, and preferably in bold font. Figures and tables should be kept as simple as possible, so that viewers can readily take away the main message. A brief large type heading of no more than one or two lines should be provided above each illustration, with more detailed information added in smaller type beneath the illustration.
A copy of your abstract (300 words or less) should be placed in the upper left portion of the poster, with a conclusion in the lower right hand corner. Although there is considerable room for flexibility, it is often useful to have panels indicating the aims of the research, the methods and subjects involved, and the experimental tasks. Another panel might highlight the important results, with a few panels being used to present the main points in tables or figures.
When working on the arrangement of your display on the poster, be aware that it is preferable to align materials in columns rather than rows. Audience members who are scanning posters have a much easier task if they can proceed from the left to right rather than having to skip around in the display.
Though we encourage you to print all your materials before you arrive in San Antonio, the website and program booklet will list some copy shops in the vicinity of the Hotel Contessa. Same-day printing may not be available.