International AIDS Society

Guidelines for Speakers, Abstract Presenters, Session Chairs, WORKSHOP Facilitators and Poster exhibitors

Speaker Centre

The Speaker Centre is intended to support all speakers, abstract presenters, session chairs and workshop facilitators. It is located on Level 3. The opening hours are as follows:

Saturday 29 June

14:00 – 18:30
Sunday - Wednesday 30 June - 3 July 08:00 – 18:30

Check-in Required at the Speaker Centre

IMPORTANT: All invited speakers, session chairs, oral abstract presenters, oral poster discussion presenters and workshop facilitators must check in at the Speaker Centre at least four hours before the start of their sessions.

During this check-in, all speakers, presenters or facilitators are asked to sign a consent form for publication of their presentation material on the conference website (or to withdraw the presentation from publication). Session chairs are required to collect their final session schedule and instructions.

PowerPoint Presentation Upload

All PowerPoint presentations must be uploaded prior to the session, as it is not possible to run PowerPoint presentations directly from a laptop in the session rooms.

Presentations should be saved on a USB memory stick or CD/DVD-ROM, and brought to the Speaker Centre. Presentations should be uploaded at the Speaker Centre, at least four hours prior to the start of the session. On-site technicians will assist presenters to preview their presentations to ensure that they display well on the session room screens. The presentations will then be uploaded to the session room network and made available in the session room at the time of the presentation.

Presenters in certain sessions will be able to upload their presentations online prior to the conference. More information will be sent to these presenters via email.

IMPORTANT: Check-in at the Speaker Centre is mandatory for all speakers. Presenters who upload their presentations online must also check-in at the Speaker Centre.

Technical Requirements for Presentations

Technical Requirements

The IAS 2013 computers will run MS PowerPoint 2010. Only MS PowerPoint (*.ppt or *.pptx) presentations with video formats will be accepted. The pre-installed font types available in MS Office 2010 should be used as standard font types.

Click here to download technical requirements and practical guidelines on how to produce efficient PowerPoint presentations. Click here to download a PowerPoint template that can be used at the conference.

Movies and video files

If your presentation contains links to video files, it is essential that you bring not only your PowerPoint file, but also your video files to the Speaker Centre. Most video files types (e.g. .MP4, MPEG, .wmv, .AVI, Realvideo, Quicktime, Flash, etc.) are accepted. All videos linked to PowerPoint slides must be tested and checked in advance in the Speaker Centre to be sure they will work properly.

Please note that Prezi is not supported. If you are using this format, your presentation must be sent to the secretariat prior to the conference, and it must be converted and tested before it can be uploaded in the Speaker Centre. Please contact the secretariat at [email protected] for further information.

If you use a Macintosh computer 

Please note that Keynote (*.key) presentations are not accepted. Even if you have transferred your presentation to a Windows format, you must check your presentation in the Speaker Centre to ensure that it is fully compatible with the conference computers.

Conflict of Interest Disclosure in Presentations

Authors/presenters are responsible for disclosing all potential or actual conflicts of interest due to financial or personal relationships that might be perceived to cause bias. Actual or potential conflicts of interests include receipt of research grants, financial support, honoraria, or consultation fees from commercial companies; participation in a company-sponsored speaker’s bureau; holding stock; and/or maintaining a personal relationship with representatives of commercial companies, including a spouse or partner’s relationship with such representatives. The secretariat asks that all speakers/presenters disclose any conflict of interest at the time of presentation for the benefit of conference delegates. To this effect, please include a slide at the beginning of your presentation containing a brief summary of your conflict(s) of interest.

Session Room Equipment

Session rooms SR 1-4, Mini Rooms 1-4 will have a similar technical setup and will contain the following basic equipment:
  • Lectern with microphone and notebook incl. mouse;
  • Wireless speaker microphone (only for SR 1-4);
  • Chairperson table with microphones;
  • Screen displaying the PowerPoint presentation (for some of the bigger sessions rooms the speaker might be displayed too);
  • Countdown timer showing remaining presentation time (only for SR 1-4);
  • Microphones on stands for audience questions.

Guidelines for Non-Abstract Driven Session Speakers (Plenary Sessions, Bridging Sessions, Symposia Sessions and Special Sessions)

All non-abstract driven sessions address a variety of current viewpoints and issues. Session format, duration and focus will vary, depending on the session type.

Click here to download general guidelines for non-abstract driven session speakers.

Guidelines for Session Chairs

Click here to download general guidelines for session chairs.

Guidelines for Oral Abstract Session Presenters

The oral abstract sessions are 90-minute sessions that consist of five oral presentations of ten minutes each. A five-minute question and answer session will immediately follow each presentation. An interactive moderated discussion, facilitated by the co-chairs, will be held at the end of the session.

Click here for general guidelines for oral abstract session presenters.

Guidelines for Oral Poster Discussion Presenters

Held daily from 13:00 – 14:00, oral poster discussion sessions are 60-minute sessions featuring four to six oral presentations of five minutes each. An interactive moderated discussion, facilitated by the co-chairs, will be held at the end of the session.

Oral poster discussion presenters are asked to mount their posters on Sunday 30 June between 14:00 and 18:30, or Monday 1 July between 08:00 and 09:00, and to remove them on Wednesday 3 July between 16:00 and 18:00.

Click here to download general guidelines for oral poster discussion presenters.

For guidelines on poster layout and format, please see Guidelines for Poster Exhibition below.

Guidelines for Poster Exhibitors

The Poster Exhibition area is open from 1-3 July (Monday to Wednesday) from 10:00 to 18:30 and is located on the Ground Level.

Posters will be displayed for the duration of the conference (Monday to Wednesday).
Late breaker posters are also displayed for the duration of the conference in the Poster Exhibition area.

Authors will stand by their posters between 12:30 and 14:30 on their assigned day of presentation to answer questions and provide further information on their study results.

Authors are responsible for mounting and removing their posters.

Posters must be mounted on Sunday 30 June between 14:00 and 18:30, or Monday 1 July between 08:00 and 09:00, and removed on Wednesday 3 July between 16:00 and 18:00.

The poster exhibition staff will remove and dispose of posters that are not taken down. The staff assumes no responsibility for material left behind.

Poster exhibitors are not required to check in at the Speaker Centre.

An email detailing the day of your poster presentation will be sent to you by mid-MayMay 2013. The day of your poster presentation is also indicated in the first two letters of your final poster number: MO=Monday, TU=Tuesday, WE=Wednesday. This number will appear in the programme and in the abstract book. Although your poster will be displayed for all the three days, you should present your poster only on the indicated presentation day.

Please note the day of your presentation will also be displayed on your poster board. Example: if your presentation day is Monday and your poster number in the programme and abstract book is MOPE001, the number displayed on the bar on top of your board will be MOPE001.

Guidelines for Poster Layout

Posters should be laid out in portrait style. The poster board surface is 95 cm wide and 234 cm high - make sure the poster fits into this surface. For legibility, we recommend the poster be no more than 150 cm high (59.1 inches).  The poster number will be displayed on the top of the poster board. Mounting materials will be available at the Poster Helpdesk.

Click here to download the poster template (for oral poster discussions and poster exhibition).  *Template instructions courtesy of Dr. Colin Purrington - Swarthmore College - Swarthmore - Pennsylvania – USA.
More tips can be found at “Advice on designing scientific posters” at Dr. Colin Purrington’s web site: http://colinpurrington.com/tips/academic/posterdesign

Your poster should quickly orient the audience to the subject and purpose of your study. Here are some hints that may be helpful for the preparation of your poster:
  • Your poster should have a clear message, a logical layout and be easy to comprehend in a couple of minutes;
  • Make sure that the specific sections (such as the background, methods, results and conclusions) are easy to locate on the poster;
  • Design the individual sections of your poster so that they can be quickly read - avoid large blocks of text and  long sentences;
  • Make sure that the type/font size is large enough to be read at a distance of 1.5 meters (five feet). The smallest type should at least be 18 pts for text and 36 pts for headings. Try to keep your word count as low as possible;
  • Supporting images (graphs, tables, illustrations, photographs…) can be very helpful and are often necessary to display results. Make sure that the images are easy to understand, and not overloaded with information;
  • Make sure there is enough contrast between the color of the type and the poster's background.

You may want to have handouts of your poster and business cards available at your poster in case people want to contact you about your work. If you are making your poster or other materials available online, be sure to include the web address on your poster.

It is not possible to use a computer as part of your display. The conference organizers are not able to arrange for any additional equipment in the Poster Exhibition area, such as DVD players, projectors, tables or power outlets.

Guidelines for E-posters

In addition to the paper poster, presenters are invited to upload an electronic poster (e-poster). The e-posters will be published on the conference CD-ROM and on the Programme-at-a-Glance on the conference website. Presenters may choose to upload their regular poster electronically, or prepare a poster specifically for online viewing. If preparing for online viewing, a PowerPoint presentation with various slides is recommended. The formats allowed are .pdf (preferred), .ppt or .doc files. Please ensure the  resolution is optimized for online viewing and not printing.

Click here to download the e-poster template.

Instructions for uploading the e-poster will be sent to abstract authors via email. E-posters may also be uploaded on site in the Poster Exhibition area.