session guidelines

 General Information    

UDToday features a variety of presentation formats.

Plenary featured presentations are 20 minutes in length: 15-minute presentation, 5-minute questions and answers.
 
Platform presentations are 15 minutes in length: 10-minute presentation, 5-minute questions and answers.

Future Session are 5 minute short talks that typically follow the Ignite Talk format, 20 slides that automatically advance every 15 seconds while the speaker narrates. Future Sessions indeed take on a bit more drama.

Invited Session presentations are 20, 30 and 60 minutes each. Please discuss your allotted time with the moderator(s) before preparing your presentation.

All speakers are required to check in with the moderators in the session room 30 minutes prior to the start of the session (not the start of your talk). Please contact conference organizers if you need assistance. It's a good practice to bring your laptop and presentation on a thumb drive just in case it's needed.
    
Speakers should, if possible, upload their presentation slides before traveling to the meeting. Send/upload PowerPoint presentations to conference organizers, preferably uploading HERE, and
 
If you are unable to present and need to send a replacement author, please inform the UDToday organizers immediately. The replacement author must be approved and is required to complete a conflict of interest disclosure form.

Session Room Equipment
All of the session room computers will be PCs; therefore, Mac users should review the sections below regarding supported formats and files. If you have any questions, contact your point of contact for the conference.

Slide Sharing Option
UDToday will set up a secure, slide-sharing platform (available a few weeks after the meeting) for speakers who wish to share their slides with attendees.  If you are willing to share your slides with fellow meeting attendees, please announce this at the beginning of your talk or mention it in your slides.

Presentation Format
Before preparing your presentation, be sure to read the “Slide Preparation” and “Multimedia Considerations” sections below.  A 16:9 wide screen format will be used for projection of slides. Instructions for making your presentation compatible are below.

Slide Preparation
Please adhere to the Logo Policy for Speakers' Slides, detailed below:

The last slide in your presentation may include acknowledgments. Authors should not use presentation time to acknowledge co-authors and collaborators.
    
UDToday Social Media Guidelines and Twitter Policy
Remember that talks are tweetable and shareable by default. You may even be live streamed at times on Facebook.

For guidance on preparing effective PowerPoint slides, see Tips for Effective Presentations.

Multimedia Considerations and Slide Preparation

Make your presentations compatible with on-site audio/visual specifications.

All screens will be 16:9 widescreen format, not 4:3. Computers and projectors will be configured for 1280 x 720 resolution. This will enhance visual aspects.  The recommended session speaker template is pre-formatted for 16:9.

To take full advantage of the new widescreen format, every presenter must convert pre-existing slides to a 16:9 format and develop new slides in the 16:9 format. If presenters use the 4:3 presentation format aspect ratio, the presentation will still display but will be "pillar boxed" on the 16:9 screen.

Please note that you will want to format your slide template before preparing your presentation. If you convert an existing presentation to the 16:9 format, your text, videos, and photos may appear stretched and will need to be resized or re-entered.

To convert your slides:

For PowerPoint 2013

1.   On the "Design" tab, select "Slide Size"

2.   In the drop down box, select "Widescreen (16:9)"

 For PowerPoint 2007 and 2010

1.  On the "Design" tab, select "Page Setup"

2.   In the drop down box, select "On-Screen Show (16:9)" and click "OK" 

For the Newest Apple Keynote

1.  From the Keynote Window, select “Document” on the top right hand corner

2.  Under “Slide Size”, select “1280 x 720”

For the Older Apple Keynote

1.   From the Menu Bar, select “Show Inspector”

2.  On the Inspector, select “Document Inspector” located in the top left hand corner

3.   Under “Slide Size”, select “1280 x 720

*Videos and photos may need to be resized so they do not appear stretched.
Animations should be checked to ensure the elements line up correctly.

Supported Presentation Formats   
PPT, PPTX: The presentation format is optimized for PowerPoint, whether created on a PC or MAC. To take advantage of advanced media support in PowerPoint, we recommend all PPT files be converted to the PPTX format. You can find the convert feature located under “File, Help” when you have your PowerPoint open.

PDF: Supported.
KEY; Keynote files are not supported. Please export your presentation as a PowerPoint or PDF file for upload.      
Prezi files are currently unsupported for upload. 

Video and Audio File Support for Presentations
Please consider compressing your videos. If you’ve authored your PowerPoint as a PPTX, there are tools within PowerPoint to do this automatically.  

Considerations for custom fonts: We only supply fonts that are included with Office 2013.  If you need a specialized font, it should be embedded into your PowerPoint presentation. Some licensed fonts may not embed and should be replaced with a font included with Office. 

Links to Web
Pages: Meeting Room computers may not connected to the Internet. Links to web pages may not function and may cause issues if clicked accidentally during your presentation. We strongly recommend removing all internet links from your presentation.

Logo Policy for Speakers' Slides

1.    A speaker whose work is supported by a commercial entity may credit that support at the outset of the presentation (2nd or 3rd slide) using text only. Company logo/tag line/branding may not be used anywhere in the presentation, e.g., logo or color scheme.

2.  A speaker from a non-commercial entity such as a university, research institution, research consortium, non-profit, or government agency may credit the organization(s) using logos on the acknowledgement slide, preferably the last slide. The speaker may not brand the overall presentation with logos or designs from the organization(s).

If you violate these regulations, you will be asked to revise your presentation. If you do not revise your presentation, you may be disqualified from presenting.

Author Disclosure/Conflict-of-Interest
UDToday is authorized to provide continuing education units by various organizations for a variety of industry professionals. Therefore, all educational programming is developed and must be presented in compliance with all a range of requirements. Authors must adhere to these guidelines, which are outlined below. Failure to do so may result in your presentation being excluded from the conference.

Talks must be free of commercial bias for or against any product. If commercial products are discussed, the session must present objective information about those products. Speakers must not engage in the marketing of product(s) in any way during the presentation. Moderators have been instructed to intervene if this occurs.

The content or format of a CEU activity or its related materials must promote improvements or quality in health, safety and welfare, and not a specific proprietary business interest of a commercial entity. Presentations must give a balanced view of options. Use of generic names will contribute to this impartiality. If the educational material or content includes trade names, trade names from several companies should be used when available, not just trade names from a single company. 

Audiovisual Equipment
The audiovisual equipment available inside the room includes:
        
Computer, monitor, and mouse. Presenters are encouraged to bring their own slide advancement device (clicker).    
Data projector         
Screen
Microphone
Aisle microphones will be placed in the audience for the question and answer period in the larger presentation spaces.

There may not be an Internet connection. If you require equipment not listed above or require an Internet connection for your presentation, please contact conference organizers immediately.

Backup
Please bring a backup copy of your presentation with you to Charleston. You should copy your PowerPoint and all
movies to a folder on a USB thumb drive. PowerPoint does NOT embed movies. They must be placed in the same folder as your PowerPoint. It is good practice to keep a second copy in your luggage.

On The Day of Presentation
Arrive at the meeting room at least 30 minutes before the start of your session (not your talk) and introduce yourself as a speaker to the the audiovisual technician and moderator(s). Please sit near the presentation area to ease the transition between talks.

It is important that all speakers stay on time. Moderators have been instructed to stop you from speaking if you go over the allotted time.
 
If you have any difficulties or need any assistance, please let conference organizers know.

UDToday sessions may be live streamed, tweeted or otherwise featured in social media or news media.

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Charleston
West Virginia, USA
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May 2017
May 15-17, 2017
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