Oral Presentation Guidelines

Oral Presentation Guidelines

Presenters are solely responsible for the content of their presentations, JMIH organizers, the JMIH societies and sponsors of the meeting aren’t responsible for the content.

Contributed paper sessions will take place daily from the afternoon of Thursday, July 23 through Sunday, July 26 at Norfolk Marriott Waterside. Oral presentations that are not part of one of the symposia will be grouped by subject matter. Time limits will be strictly enforced: 15 minutes total (12 minutes for presentation and three minutes for questions). Prior to the meeting, oral presenters can submit their presentation(s) [preferably 16×9 format either powerpoint or PDF] by email to AV company. NOTE: Email submissions will end on Tuesday July 21. Submissions after Tuesday, July 21 will need to be delivered in person to the on-site receiving A/V room. You will be asked when you submit whether it was produced on a MAC or PC, they will make sure it looks OK and that it works. They will also determine if they need to have a MAC present for your presentation and will take care of it.

Use the following format when naming your files:

  • Room name – military time – paper# – Last Name
  • Example: Ballroom A – 915 – 445 – Todd
  • Example: Ballroom B - 1345 – 766 – Smith

Onsite oral presenters should submit their presentations to a speaker ready room representative by 5:00 p.m. the day preceding their presentation. Before arriving, be prepared with the file format naming information–see above. The Speaker Ready Room will be set up in Washington Room of Marriott to receive presentations at the following times: Wednesday, July 22 – 1-5 p.m. and Thursday, July 23 through Saturday, July 25, 7:30 a.m. to 5 p.m. The technical coordinators available will immediately load and review presentations as they are submitted. A presenter’s memory stick or CD will be returned when the presentation has been successfully loaded. An AV representative will be present in each meeting room to monitor equipment and presentations.

Speaker Prep Rooms will be available in the Tyler, Madison and Wilson Rooms. They will be equipped with computers, screens and projectors available for speakers to practice their presentations. A sign-up sheet will be posted outside each room. Speaker prep rooms are available beginning Wednesday, July 22 from 1-10 p.m.; Thursday, July 23 through Saturday July 26 from 7:30 a.m. to 10 p.m.; and Sunday, July 27 from 7:30 a.m. to 3 p.m.

We ask speakers to use the microphone at all times and to repeat questions from the audience to accommodate those that may be hearing impaired.

Session moderators have been designated to facilitate each session. The names of moderators are noted in the session schedule. Moderators should receive their packet of instructions when checking in at the registration desk.

Change in Speaker or Cancellation

As a courtesy to the audience, please let us know as soon as possible if there is a change in your presentation. If there is some last minute difficulty, please arrange for someone else to present your poster rather than canceling it. For changes in speaker or program prior to the meeting, please call the JMIH Secretariat, (703) 790-1745, FAX (703)790-2672 or email Lori Strong at LStrong@BurkInc.com.