SICB Annual Meeting 2016
January 3-7, 2016
Oregon Convention Center, Portland, OR

Guidelines for Oral Presentations

As you make final preparations for your presentation at the SICB meeting in January, please use the following information to prepare.

  1. Regular session oral presentations are scheduled as 15 minute presentations which includes time for you to walk to the podium, be introduced by moderator, and initiate your computer files. Please plan your actual presentation to be completed in 12 minutes; allowing time to answer questions as these make the sessions much more interactive. Time limits will be strictly enforced. 

  2. Most symposia presentations are scheduled as 30 minute presentations with 25 minutes for the presentation and 5 minutes for questions. However, some organizers requested slightly different formats. Please check specific symposia for details. 

  3. Every session at the meeting will be furnished with a computer and a computer projector. If you requested audio for your presentation when you submitted your abstract, it will be available in your session. Please bring a copy of your presentation file on memory stick (USB), or CD-ROM. 

  4. You MUST come to the Ready Room (Room 101A in the Convention Center) to have the student in the Ready Room check you in and to practice your presentation. There will be a computer and computer projector so that you can practice using the equipment that will be in each session room. The computers used in the ready room and in each session room are PCs with Windows and also a few Mac computers at the ready in case they are needed. If you have any difficulties, tell the student in the Ready Room and he or she will have an audio visual technician meet with you to resolve the problem. It is suggested that you come to the Ready Room at least one half day prior to your presentation.

Guidelines for Chairing Oral Sessions

Thank you for your willingness to chair a session at the upcoming SICB Meeting. Your functions as a Session Chair are:

  1. Check the SICB web page prior to the meeting for changes to your session as cancellations/updates are made on a regular basis prior to the meeting. Stop by the Ready Room (Room 101A in the Convention Center) about 20 minutes before your session begins to learn of any last minute cancellations, changes in the schedule or announcements that should be made to the audience at your session.

  2. About 15 min before your session is to begin, go to the room. Check the equipment in the room and whether all presentations are loaded. There should be a working computer in each session room. Presentations for each session will be loaded from the Ready Room (Room 101A in the Convention Center), as well as a working timer and laser pointer. If anything is missing or not operational, contact the SICB registration desk.

  3. There should be two student assistants in each presentation room. The students are responsible for operating the lights, the timer, and providing any additional help needed (e.g. closing the door if the hall is noisy, running to the SICB desk in case of problems). The students have been instructed to introduce themselves to the chairs. Ensure that your session room has two student assistants and go through their responsibilities with them. The students are required to sign in and out at the registration desk. If a student doesn’t come to your session please let the registration desk know.

  4. A few minutes before the scheduled start time for the first speaker, introduce the session. Introduce yourself and any co-chairs or assistants, make any announcements, and state the session rules. These are generally:

    Every talk is allotted a total of 15 minutes, typically with 12 minutes for introductions, setup and the presentation and 3 minutes for questions. The student assistant will operate the timer and signal when 3, 2 and 1 min remain. Long presentations will reduce the time available for questions. Every talk needs to end on time, and the speaker must leave the podium after 15 min. If time is needed for a speaker to deal with audiovisual difficulties, this comes out of the speaker's time and not the next speaker's time. 

    Begin these announcements so that they are finished before the first speaker is scheduled to begin.

  5. Introduce the papers and maintain the schedule times listed in the Program.

  6. Each paper has been given a time designation and is allotted a maximum of 15 minutes including questions. It is ESSENTIAL to adhere to the schedule so that everyone has an equal opportunity to speak. There will be a speaker timer on each podium, visible to the speaker, to help with this responsibility. Please make sure that the timer is set by the student A/V assistant before each talk begins.

  7. If a speaker does not stop at the end of the 15-minute slot, whether in answering a question or in completing the presentation, you must interrupt the speaker and introduce the next speaker and/or begin the scheduled break. If you do not do this, you will disrupt the schedules for every subsequent speaker that day as well as those of audience members moving from session to session.

  8. If a speaker fails to come to the session, or if a paper has been withdrawn, cancelled or is a 'no show,'DO NOT ADVANCE THE SEQUENCE OF PAPERS. Please stay on the schedule shown in the final program by filling their time with discussion/questions or take a short break. Please let the registration staff know if a speaker is a “NO SHOW"


    • a) Ask the speaker to repeat the question if some people in the audience did not hear it.

    • b) If there are no questions from the audience, you should be prepared to ask a question - this means that you should read the abstracts before the meeting and have a question ready. You can access the abstracts through the website prior to the meeting.

  10. There are 20 to 30-minute coffee breaks scheduled during and/or between morning sessions. If your session precedes the breaks, please remind attendees that the coffee break will take place in the exhibit/poster area (Exhibit Hall, Convention Center).

  11. Audio Visual emergency procedures:

    • (a). There will be a student assigned to each room. If any of the equipment fails to operate reliably, ask the student to get help immediately. The student will go either find the on site roving audio visual person or will get in contact with them from the registration desk.

    • (b). If for some reason the student is not in the room at the time of the emergency, follow the procedure yourself.