Instructions for Authors and Presentors

 

 

Spotlight Presentors

 

Spotlight presentations at NIPS 2005 are BRIEF advertisements for posters.  Spotlights should be simple, visual, and accessible to non-experts; speakers should not aim to communicate detailed results.  Each Spotlight is alloted two (2) minutes of time, including the time to switch between speakers.  Thus, each speaker has only 100 seconds or so to present the actual Spotlight.

 

A very strict procedure is followed to maximize speaking time and to minimize time spent shuffling slides and microphones.  The procedure is enforced by the Spotlight Czar.

 

Each speaker is limited to two (2) overhead transparencies:  no movies, no PowerPoint!  Each transparency should have the speaker’s name, the paper title, and a transparency number along the bottom so that they can be kept in the correct order.

 

Each speaker must provide TWO COPIES of their transparencies to the Spotlight Czar.  There will be two overhead projectors and a student volunteer at each projector.  The volunteer will handle the transparencies.  There will be a hand-held microphone for speakers to use for presentations.

 

Speakers must provide their transparencies to the Spotlight Czar PRIOR TO THE START of the session featuring their Spotlight.  For example, the first set of Spotlights appears in the Tuesday morning session that starts at 8:30 am. It contains 2 talks and 6 Spotlights. The Spotlight Czar must receive all transparencies before 8:30 am. Speakers who do not submit transparencies in advance will not be permitted to speak. There is no time between the end of the oral presentations and the start of the Spotlights to juggle transparencies. The Spotlight Czar will be standing at the A/V table at the back of the meeting hall 10 minutes prior to the start of the sessions -- specifically, at the following times: Tueday 8:20am, 10:30am, 3:40pm; Wednesday 8:20am, 4:20pm.

 

At the start of the Spotlight Session, the speakers should line up along the front left side of the hall where the microphone will be positioned.  Speakers should line up in the order of their Spotlights and take the microphone when it is their turn to begin.  In between speakers, the Spotlight Czar will use the transition time to introduce the next speaker (as well as his/her title and co-authors).  Therefore, there is no need to spend time on introductions.

 

Poster Presenters

 

Poster Session will begin on Monday, December 5.  Posters will also be on view on Tuesday, December 6 and Wednesday, December 6.  Posters will be officially available for viewing from 7:30 pm to midnight each evening.

 

Setup and Removal:

The Poster rooms are on the Plaza Level and will be open from 1:00 pm on Monday, Tuesday and Wednesday for the placing of posters.  You may place your poster between 1:00 and 6:00 pm on the day of your presentation.  Poster presentors must remove their posters by 9:00 am on the day following their poster presentation.  Posters remaining after 9:00 am will be discarded.

 

Assigned numbers for posters will be attached to the individual display boards in the Poster presentation rooms.  You should find the display board corresponding to your number and attach your poster there.  Poster pins will be provided.  Maps indicating the location of each poster will be available.  Poster numbers and locations will be available for viewing online at a later date.

 

Each poster board is 4 feet (120cm) high and 8 feet (240cm) wide.  Plan your poster to fit this space. Identify your poster near the top of the panel with title and name(s)of investigator(s).  All typefaces and graphics on the poster should be large enough to be read comfortably from distances of four to five feet.  A well-designed poster clearly states the main problem and contribution and guides the viewer through the presentation.  Hardcopies of viewgraphs do not make a good poster.  A matte finish on your poster materials will give better visibility under the glare from lights.  You may want to have copies of your paper or poster available, along with other materials, to give to viewers.

 

 

Demonstration Presenters

 

Setup and Removal:

Demo Sessions will take place between 7:30 pm and midnight on Monday and Tuesday evenings, December 5 and 6.  Presenters may set up their Demos between 1:00 and 6:00 pm on the day of their presentations.

 

Demos must be removed immediately after the Demo Session.

 

Security

The equipment in the Demo room will be loosely monitored by the Demo co-chairs  and by NIPS Volunteers.  Once equipment has been set up in the Demo Room, it may not be removed without the permission from one of the Demo Co-chairs.

 

Please note that neither the NIPS Foundation nor the Hyatt Regency can assume responsibility for lost, stolen or damaged equipment, software, or other property.  We strongly advise you not to leave your equipment unsupervised.

 

Poster Boards

Each Demo will be provided with a poster board which will be placed either to the side or behind the Demo. Presenters can prepare an easily-viewable poster to use for talking points.  It should show the Demo title, the names of the creators, and their affiliations.  Poster material should be clearly legible at distance of 10 feet.  No text or detailed formulas—you are making a poster to illustrate your Demo's inner workings and attributes (with your verbal assistance)  Please, no EuroPosters consisting of four sheets of A4 paper.  A URL reference would be very helpful for people who are interested in obtaining more information.  We emphasize that the poster is only for explanation—the Demo itself is primary and should speak for itself.

 

Being Available

Presenters naturally like to look at other Demos, but it is important to remember that your Demo (if you are the only presentor) should not be left unattended for a period of time.