Oral Guidelines

The full IUGG 2019 searchable scientific program is now online

Dear Presenter,

 

The following guidelines will help you prepare your oral presentation. Please take a few minutes to read them carefully before coming to the 27th IUGG General Assembly.

 

A) Scientific Programme Onsite Information

 

Please note that there will be an IUGG desk located in the registration area in order to assist you with any questions related to the scientific program. The IUGG desk will be open within the registration hours:

Monday, July 8, 2019 2:00 pm – 8:00 pm
Tuesday, July 9, 2019 7:30 am – 9:00 pm
Wednesday, July 10, 2019 7:30 am – 8:00 pm
Thursday, July 11, 2019 7:30 am – 8:00 pm
Friday, July 12, 2019 7:30 am – 8:00 pm
Saturday, July 13, 2019 7:30 am – 8:00 pm
Sunday, July 14, 2019 7:30 am – 8:00 pm
Monday, July 15, 2019 7:30 am – 8:00 pm
Tuesday, July 16, 2019 7:30 am – 8:00 pm
Wednesday, July 17, 2019 7:30 am – 4:30 pm

Oral Presentation On-site Schedule Changes:

All changes on-site should be provided to the IUGG Desk between 7:30 am – 12:00 noon in order to be updated in the program.

 

B) Oral Presentations

French and English are the official languages of the 27th IUGG General Assembly.

All oral presentations are 15/30 minutes/QA sessions, including discussions. To know the time of your presentation, please refer to your Personal Scientific Schedule available on the link that will be provided via e-mail at the end of June. Please, make sure that the room and the time of your session did not change by checking in the final program.

 

Important Information

The IUGG 2019 Presentation Management Website will open at the end of June to Presenters for advance submission of presentations for the Congress. While you are able to submit or to update your PowerPoint presentation before and during the conference via the internet until the last day of congress, all presentations must be reviewed in the Speaker Ready Room at least 4 hours prior to session start time. Presentations for an early morning session should be handed over the evening prior to your session.

 

The link to download your presentation will be sent by the end of June.

 

Please make sure your presentation is in a compatible format.

 

Supported Formats:

PPT, PPTX; The Presentation Management system at IUGG 2019 is optimized for PowerPoint, whether created on a PC or MAC. To take advantage of advanced media support in PowerPoint, we recommend all PPT files be converted to the PPTX format. You can find the convert feature located under “File, Help” when you have your PowerPoint open.

PDF; Supported, but not ideal. If possible, please export/convert to PowerPoint. The following link provides a free online tool from a 3rd party that can assist with PDF to PPTX conversion, https://smallpdf.com/pdf-to-ppt.

 

KEY; Keynote files are not supported. Please export your presentation as a PowerPoint or PDF file for upload.

 

Video and Audio File Support:

Please see this article for file formats supported within PowerPoint. If you’re using PowerPoint 2007 or later, please be sure to embed your media files within the PPTX file.  We also strongly recommend compressing your videos. If you’ve authored your PowerPoint as a PPTX, there are tools within PowerPoint to do this automatically. Instructions are found here. If you will be converting or authoring videos, we recommend Windows Media Video (WMV) or MPEG4 (MP4) for the best PowerPoint compatibility, while H.264 (MP4) can also work well.  We suggest encoding at less than a 5Mbps bitrate for best performance. Typical resolutions in the meeting room will be 1024x768 for 4:3 presentations and 1280x720 for 16:9 presentations. A 1080p, maximum bit rate encoding will bloat the size of your presentation with no visual improvement and may actually hurt performance. If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Ready Room so arrangements can be made for assistance in your meeting room.

 

Considerations for custom fonts:

We only supply fonts that are included with Office 2016. For a list, see this article. If you need a specialized font, it should be embedded into your PowerPoint presentation. Some licensed fonts may not embed and should be replaced with a font included with Office. Click here for an explanation of this process.

 

Aspect ratio:

While both 16:9 and 4:3 presentations are fully supported, the session rooms are optimized for 16:9 presentations.

 

Presentation audio:

The session room computers will be connected to an audio system.  Please try to ensure that all your audio files play at a similar volume level.

 

Speaker Ready Room

Regardless if you submit your presentation in advance, you are required to review it in the Speaker Ready Room on site at the Palais Des Congrès, Room 514 to ensure the quality of your presentation(s) including fonts, bullets, outlines, animations, etc. The Speaker Ready Room computers are configured with the same hardware and software as those in the presentation rooms.

 

All presenters are asked to submit their final presentation revisions no later than 4 hours prior to their presentation time.

 

Presenting from personal laptops is not permitted unless a case by case exception is made for technical reasons by both Audio Visual staff and association. All onsite file uploads must be done in the Speaker Ready Room, uploads are NOT possible within the presentation room.

 

Speaker Ready Room Hours are:

Monday, July 8, 2019 3:00 pm – 6:00 pm
Tuesday, July 9, 2019 7:30 am – 6:00 pm
Wednesday, July 10, 2019 7:30 am – 6:00 pm
Thursday, July 11, 2019 7:30 am – 6:00 pm
Friday, July 12, 2019 7:30 am – 6:00 pm
Saturday, July 13, 2019 7:30 am – 6:00 pm
Sunday, July 14, 2019 7:30 am – 6:00 pm
Monday, July 15, 2019 7:30 am – 6:00 pm
Tuesday, July 16, 2019 7:30 am – 6:00 pm
Wednesday, July 17, 2019 7:30 am – 4:30 pm

We look forward to seeing you at the conference in Montreal!

 

IUGG 2019 Montreal Secretariat

IUGG 2019 Conference Secretariat JPdL International

Tel.: 514-287-1070     Canada, USA: 1-800-361-1070

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