Guidelines for Poster Preparation

Structure of Poster Sessions

Each poster session will last 105 minutes. This will allow the poster presenters to explain their findings in considerable depth to audiences that are interested directly in the paper.

It is strongly recommended that authors turn up 10 minutes before the session starts in order to set up their poster. Materials to attach the papers to the boards will be available at the conference venue.

All of the poster materials will be provided by the author(s).

The poster must be up by the start of the listed poster session times. Once the session is complete, the author should remove their poster promptly to make way for the next poster session.

Poster Board

Each presenter will be provided with a 1.5m by 1m board in the poster presentation hall (Exibition Hall No. 2, Beijing International Conventional Centre).

Poster Preparation

  1. For your poster, a board will be provided which measures 1 meter wide by 1.5 meter tall. The board is elevated on a stand so that the bottom of the board is approximately 0.75 meter off the ground.
  2. About 30 minutes will be allowed for each presentation to be mounted on a poster board before the start of each poster session.
  3. Supply of push pins or velcro will be available i nthe venue.
  4. The title of your poster should appear at the top in large letters. Poster titles using a font size of 60 point will stand out and be easy to read. The minimum font size for poster titles should be 36 point. Below the title you may wish to put the author(s)' name(s) and affiliation(s).
  5. People will not read a lot of text, and certainly won't read standard journal-sized text. Try to use an easy-to-read font and keep the font size of important points to 24 - 40 point if possible. The smallest text on your poster should be at least 18 point.
  6. Studies show that text written in all capital letters is hard to follow; it is better to use bold print than all caps, though you are then limited on making those bold-type statements that will stand out from the rest of your text.
  7. Carefully and completely prepare your poster in advance of the conference. Try tacking up the poster before you leave for the meeting to see what it will look like and to make sure that you have all of the necessary pieces.
  8. The flow of your poster should be from the top left to the bottom right.
  9. You may wish to use color for highlighting and to make your poster more attractive.
  10. Use pictures, diagrams, cartoons, figures, etc., rather than text wherever possible. Use of color in your graphics will enhance your poster. Your art, graphics, or communications/media department may be very helpful in the preparation of your poster.
  11. Try to state your main result in large lettering. This way people can read the poster from a distance.
  12. Your poster should cover the key points of your work. It need not attempt to include all the details; you can describe them to people who are interested. The ideal poster is designed to attract attention, provide a brief overview of your work, and initiate discussion.
  13. Make your poster as self-explanatory as possible. This will save your efforts for technical discussions.
  14. You may wish to prepare a short presentation of about 5 or 10 minutes that you can periodically give to those assembled around your poster. You may give this talk several times during your poster session.
  15. Timely collection of materials at the end of the session is your responsibility.

Poster Layout


  Guidelines for Oral Presentations

Structure of Oral Sessions

Each technical session room will be set with an LCD projector, microphone(if needed) and laser pointer. In order to ensure the smooth running of presentations at this meeting we would ask the presenters to note the following;

  1. All presentations will be loaded onto a laptop in the Meeting Room (305-C at the BICC).
  2. Under NO circumstances will presenters be allowed to use their own laptops for presentation purposes.
  3. Presentations may be in either Microsoft Powerpoint format or Adobe PDF format. In Powerpoint it is advisable to embed truetype fonts when saving (Tools menu > Options > Save tab) to minimise font problems. If your presentation is made up of pdf files, please make the technician in the Meeting Room aware of this.
  4. Presenters must bring their presentation on CD, Zip disc or USB storage device.
  5. Presentations must be in a PC readable format (if generated on a MAC please put "ppt" at the end of the presentation title, e.g. Presentation1 becomes Presentation1.ppt).
  6. If there are movie clips included in your presentation you MUST bring the original movie files as well as the PowerPoint file, otherwise your movie clips will not run.
  7. All presentations must be loaded onto the computer in the Meeting Room at least FOUR hours prior to the relevant session. The speakers of the morning sessions should upload their presentations in the day before.
  8. You should introduce yourself to the Chairs of your session beforehand. As a courtesy to the Chair, please arrive at least five minutes early at the session venue.
  9. Each presenter will have approximately 15 minutes to present their paper, plus 2 minutes for questions. Session chairs will be instructed to keep all authors strictly to this time allocation.

Speaker Ready Room

The Hall No.2 VIP Room A (2A) on the 2nd floor of the BICC will be our Speaker Ready Room. The room has been set aside as the speaker rehearsal room complete with overhead and LCD projector. The room will be available from Monday to Friday from 8:00am-5:00pm for any presenters who wish to rehearse and prepare for their presentations.

Preparation of Oral Presentations

An oral presentation consists of 15 minutes for presentation of the paper, including an overview of the problem, the novel approach in the paper and results. An additional 2 minutes are available for discussion with the attendees. The presenter should prepare a reasonable number of slides in their electronic document, so as not to exceed the 17 minute time. Typically, one slide is presented in one minute. Additional illustrations could be prepared to support possible answers to attendees' questions.

Each illustration should not be crowded by text and graphics. Too much text should be avoided: illustrations should support the presentation, they should not be simply read by the presenter. Graphics help in communications, are more understandable, and point out the basic ideas. Use large fonts so they can be read easily, e.g. a font size of at least 18-20 points should be used.

Presentations should be clearly structured. A typical presentation would include:

  1. A title slide for the paper with the names of authors and their affiliations;
  2. Outline of the presentation;
  3. Motivation and problem definition;
  4. Background with a literature review;
  5. Main body of the paper;
  6. Key findings and their discussion;
  7. Conclusions and Future Work (if appropriate)

Authors are encouraged to rehearse their presentations via a trial run with their colleagues at their home institutions rather than giving it for the first time at the conference. It is very helpful to have on hand copies of the written version of your paper and recent publications, as well as a supply of business cards for viewers who may want to study aspects of your work in more detail. Some viewers may wish to contact you later.