Podium Presentation Guidelines

FYI

• All podium presentations are 15 minutes. As a general rule, plan for 12-13 minutes of presentation, 2-3 minutes for Q/A.
• All accepted abstracts, including those selected for a Major Symposium or Podium Presentation, are required to be presented as a poster.
• Your assigned presentation date/s cannot be changed. 
• If you decline this invitation, your abstract will be withdrawn. No scientific sessions are scheduled during the Poster Session times.
• Posters are viewable for one day only.
• Posters are to be placed between 7:00 AM – 9:00 AM CT on the assigned day, on the assigned board and removed between 4:30 PM – 5:00 PM CT daily. Posters not removed by this time daily will be taken down and discarded.
• Any authors failing to display their poster throughout their assigned day, and/or be present during their assigned poster session will forfeit publication of their abstract in the on-line supplement to The Journal of Immunology.
• Corresponding AAI travel awardees will, additionally, forfeit their award.
• Photographs will be taken of poster boards missing a poster.
• To uphold the integrity of the meeting and be respectful of authors and speakers, recording by any means, including but not limited to: photographing, audio or video recording of any presentations or sessions during the meeting is strictly prohibited.

The Speaker Ready Room (SRR) Check-In Procedure

Please come to the SRR (Room W183C, Level 1 of McCormick Place, West Hall) a minimum of 4 hours in advance of your talk to be sure your presentation is working properly on our systems. An audio/visual technician will be on duty to ensure a smooth transition between each speaker in meeting rooms, to answer any equipment questions, and to adjust sound levels to your requirements.

Upon arrival at the SRR, a technician will check you in, upload your presentation if necessary, and then assign you to a preview station where you will be able to review and edit your presentation and view exactly how it will appear in your session room.

Please make every effort to finalize your presentation by the deadline specified, as follows: For AM sessions, finalize your presentation by the SRR closing time the day prior (see hours posted below); for PM Sessions, finalize your presentation by 11:30 AM same day.

SRR personnel are not responsible for your devices (i.e., memory cards, disks, laptops, etc.)

SRR Room Hours

• Friday, May 3: 9:00 AM – 7:00 PM 
• Saturday, May 4: 7:00 AM – 6:00 PM
• Sunday, May 5: 7:00 AM – 6:00 PM
• Monday, May 6: 7:00 AM – 6:00 PM
• Tuesday, May 7: 7:00 AM – 12:00 PM

Audio/Visual & Computer Equipment

We require all presenters to use the equipment provided by our AV provider, Projection. All in-room computers will have the following configurations:

Windows PC

• Processor: a minimum Core i7 2.93 GHz
• 32 GB RAM
• 1920 x 1080 at 24-bit color depth
• Microsoft Windows 10 Professional
• Microsoft Office 2021 Professional
• Windows Media Player (Latest Version)
• Acrobat Reader DC (Latest Version)

Mac*

• Processor: Core i7 3.0 GHz
• 16 GB RAM
• 1920 x 1080 at 24-bit color depth
• Mac OS 13.x Ventura Fully Updated
• Microsoft Office 2019 for Mac
• Apple Keynote 13.x Fully Updated (Keynote users please review the information here)
• Apple Preview for PDF

* Please let us know (meetings@aai.org) if you will be using a Mac so it can be placed in the session room.

All electronic files must be submitted in the SRR using one of the formats listed below:

• PowerPoint 2022 or earlier version
• Operating System: Media should be PC Formatted
• Video Playback: Windows Media Player; QuickTime
• PDF Reader: Adobe Acrobat
• Keynote for a Mac User

For best results, Office 365 and PowerPoint 2021 users should save their presentations in those versions’ native .pptx format, and not in the PowerPoint 1997-2003 format.

Be aware that embedded media clips are not saved as part of your PowerPoint presentation. The actual video or audio files need to be on the computer from which you will be presenting. You will need to supply those files along with your PowerPoint file either when you upload it or in the Speaker Ready Room.

If your presentation contains any video or audio, please submit your files to the SRR AT LEAST 24 hours in advance due to additional processing time that may be required.

Even if you have submitted your presentation in advance, please plan to bring the latest version of your presentation to the meeting on one of the following media types as a safety backup for your talk:

• USB Flash Drive or Hard Drive (any brand that does not require drivers)

Audio/visual equipment in each session room will include:

• Minimum 4000 lumen LCD projector (1920 x 1080 screen resolution)
• Audio Direct Box for computer audio connection to the meeting room PA system
• Video Switcher
• Confidence Monitor
• Table Microphones
• Podium Microphone
• Projection Screen
• Microphone Mixer

Presenter View
PowerPoint Presenter View is supported so you may view your notes during the presentation. If you have other technical questions, please contact us at aai@projection.com and we will be happy to assist you.