instructions for presenters
|
The Evolution Meetings presentation policy specifies that attendees can present only one poster and/or one talk, no matter what type (i.e. regular contributed or invited symposium/spotlight/plenary/award). This only applies to the presenting author; you can be a co-author on multiple talks/posters given by others
|
Talk/poster sign-up: visit Profile Home in the registration system after completing your meeting registration. |
Posters
Those wanting to present a poster should sign up using the poster submission option which becomes available after registering as a meeting attendee. All posters will be accepted if submitted prior to 10 PM Eastern daylight time on May 15. Submissions after May 15 are discouraged although may be possible, space permitting, and will be grouped during the poster sessions in a "Last minute submissions" section (and denoted as such in the program). Please note that due to the complexity of scheduling a meeting of this size, we unfortunately cannot accept requests to be placed in a particular session.
Posters can be a maximum of 1.2 m x 1.2 m (4 ft x 4 ft) and pushpins will be provided. Poster boards will be numbered and presenters should use the space assigned to them in the program. Posters will be assigned to one of the three evening poster sessions (see below) that will be held in conjunction with social mixers that include light food, beer, wine and non-alcoholic beverages. Presenters should attend their poster during their assigned session.
As in previous years, we will feature a poster invitation system that gives presenters the opportunity to browse a list of conference registrants ahead of the meeting and select up to three who will receive a personalized invitation to their poster (indicating the title, author(s), date, time and location). Past experience shows that most invitees make the effort to visit the poster(s) to which they are invited. This is very different from a talk, which may not be attended by the people you want to meet, nor can you interact with them one-on-one if they do show up. Therefore, if you want to discuss your work with someone, consider giving a poster.
Poster sessions/receptions (Exhibit Hall BC)
Archiving and sharing your poster
We encourage you to consider archiving your poster. Doing so makes it publicly available and citeable by yourself and others. In addition, those interested can easily download it for later reference and it may provide increased visibility for your work (e.g. to those not attending the conference or who were there but missed it among the hundreds of others).
We suggest figshare as a platform to do this. Research deposited on figshare is stored under Creative Commons licenses that allow you to retain ownership and get credit for your work. More details about their licensing options are available here. Depositing to a common host also allows people to easily browse all meeting posters on a single site via a common tag (i.e. Evol2019). Simple instructions on how to archive your poster on figshare (for free) are available here. These instructions also explain how you can easily generate a QR code that you can include on your printed poster that will allow users to directly access it on figshare simply by scanning it.
Those wanting to present a poster should sign up using the poster submission option which becomes available after registering as a meeting attendee. All posters will be accepted if submitted prior to 10 PM Eastern daylight time on May 15. Submissions after May 15 are discouraged although may be possible, space permitting, and will be grouped during the poster sessions in a "Last minute submissions" section (and denoted as such in the program). Please note that due to the complexity of scheduling a meeting of this size, we unfortunately cannot accept requests to be placed in a particular session.
Posters can be a maximum of 1.2 m x 1.2 m (4 ft x 4 ft) and pushpins will be provided. Poster boards will be numbered and presenters should use the space assigned to them in the program. Posters will be assigned to one of the three evening poster sessions (see below) that will be held in conjunction with social mixers that include light food, beer, wine and non-alcoholic beverages. Presenters should attend their poster during their assigned session.
As in previous years, we will feature a poster invitation system that gives presenters the opportunity to browse a list of conference registrants ahead of the meeting and select up to three who will receive a personalized invitation to their poster (indicating the title, author(s), date, time and location). Past experience shows that most invitees make the effort to visit the poster(s) to which they are invited. This is very different from a talk, which may not be attended by the people you want to meet, nor can you interact with them one-on-one if they do show up. Therefore, if you want to discuss your work with someone, consider giving a poster.
Poster sessions/receptions (Exhibit Hall BC)
- Session #1: Saturday, 5:30 - 7:30 pm (posters should be displayed by noon on Saturday and removed by noon on Sunday)
- Session #2: Sunday, 5:30 - 7:30 pm (posters should be displayed by 1pm on Sunday and removed by noon on Monday)
- Session #3: Monday, 5:30 - 7:30 pm (posters should be displayed by 1pm on Monday and removed by 10 am on Tuesday)
Archiving and sharing your poster
We encourage you to consider archiving your poster. Doing so makes it publicly available and citeable by yourself and others. In addition, those interested can easily download it for later reference and it may provide increased visibility for your work (e.g. to those not attending the conference or who were there but missed it among the hundreds of others).
We suggest figshare as a platform to do this. Research deposited on figshare is stored under Creative Commons licenses that allow you to retain ownership and get credit for your work. More details about their licensing options are available here. Depositing to a common host also allows people to easily browse all meeting posters on a single site via a common tag (i.e. Evol2019). Simple instructions on how to archive your poster on figshare (for free) are available here. These instructions also explain how you can easily generate a QR code that you can include on your printed poster that will allow users to directly access it on figshare simply by scanning it.
Talks
'Regular contributed' is the only talk-type that is open for general submission (i.e. that is not by invitation only). Those wanting to give a contributed talk should sign up via the talk registration link which becomes available after registering as a meeting attendee, selecting 'Regular contributed' as the talk type. As is traditional at the Evolution meetings, there is no selection process and contributed talks are accepted on a first-come, first-served basis until sign-up closes either at 10 PM Eastern Daylight time on May 15 or earlier in the (quite possible) event that capacity is reached. Therefore, depending on the popularity of the meeting, there is a chance that capacity could be reached even prior to the early registration deadline, so register early to secure a spot. Please note that due to the complexity of scheduling a meeting of this size, we unfortunately cannot accommodate special requests concerning the date/time/location of individual talks.
Contributed talks are 14 min in duration INCLUDING QUESTIONS, leaving 1 min setup/movement time between them. This will be rigorously enforced by a timing system that will sound at 12 min (indicating two 2 min left), then at 14 min to denote the end of the talk and the start of 1 min of movement time, then finally at 15 min to denote the start of the next talk. Talks will be grouped into sessions using keywords chosen at the time of submission. Altering your keyword selection after May 15 will have no effect on how it is grouped.
In addition to regular contributed talks, there are several talk-types that are available by prior invitation only:
'Regular contributed' is the only talk-type that is open for general submission (i.e. that is not by invitation only). Those wanting to give a contributed talk should sign up via the talk registration link which becomes available after registering as a meeting attendee, selecting 'Regular contributed' as the talk type. As is traditional at the Evolution meetings, there is no selection process and contributed talks are accepted on a first-come, first-served basis until sign-up closes either at 10 PM Eastern Daylight time on May 15 or earlier in the (quite possible) event that capacity is reached. Therefore, depending on the popularity of the meeting, there is a chance that capacity could be reached even prior to the early registration deadline, so register early to secure a spot. Please note that due to the complexity of scheduling a meeting of this size, we unfortunately cannot accommodate special requests concerning the date/time/location of individual talks.
Contributed talks are 14 min in duration INCLUDING QUESTIONS, leaving 1 min setup/movement time between them. This will be rigorously enforced by a timing system that will sound at 12 min (indicating two 2 min left), then at 14 min to denote the end of the talk and the start of 1 min of movement time, then finally at 15 min to denote the start of the next talk. Talks will be grouped into sessions using keywords chosen at the time of submission. Altering your keyword selection after May 15 will have no effect on how it is grouped.
In addition to regular contributed talks, there are several talk-types that are available by prior invitation only:
- Symposia & spotlight sessions - Speaking in a symposium or spotlight session is by invitation of the organizer(s) of the given session only. Topics and organizers were chosen by the Societies ahead of the meeting. You therefore cannot apply to speak in a symposium or spotlight session during talk registration, nor should you contact meeting organizers requesting to host your own session. If you have been invited by an organizer to speak in a symposium or spotlight session, then you should submit your talk information via the talk submission link that becomes available after completing main meeting registration, selecting the appropriate talk type. We ask that speakers do this by the Apr. 15 early registration deadline.
- Plenary & award talks - These are by prior invitation only and include Presidential addresses and talks by the winners of the Dobzhansky and Young Investigator's Prizes. Award talks are 29 min (+1 min movement time) in duration and will be grouped into a special Awards Symposium. Award winners should sign up for their talk via the normal registration link that becomes available after completing main meeting registration, selecting 'Plenary or Award' as the talk type. We ask that they do this by the Apr. 15 early registration deadline.
Changing/deleting an existing talk/poster submission
When you first register you will create a login name and password that will allow you to return to the registration site to modify details (e.g., title, authors, keywords, optional abstract) and even delete an existing talk/poster. Please don't contact the meeting organizers to request such modifications. Modifications can be done at any time up to and even during the conference. Any changes you make will be immediately reflected in the online schedule and in the mobile app. However, the schedule will be built from the talk/poster database as it exists on May 15. Therefore, if you make substantial changes to your title and/or keywords after this date, it may mean that your talk/poster is no longer grouped in an appropriate session (i.e. it will be with grouped according to the previous information you provided).
Recording of talks
When you register to give a talk you will have the option of requesting that it be recorded for subsequent posting on our Evolution2019 YouTube channel: e.g. Evolution2017). To keep costs manageable, recordings are done by meeting attendees (i.e. non-professionals) using their mobile phone/camera and while everyone will do their best, we make no guarantees concerning the quality of the recording nor that your talk will actually be recorded (although our success rate in past years has been very high). Before requesting to have your talk recorded, you should read this document regarding the use of copyrighted images. If you indicate interest in having your talk recorded, additional information will be emailed to you just prior to the meeting (including a chance to opt out if you have changed your mind).
Indicating interest in having your talk recorded constitutes agreement with the following Video Release:
In consideration of my participation in the 2019 Evolution conference in Providence, RI, I hereby grant to the Society for the Study of Evolution, the Society of Systematic Biologists, and the American Society of Naturalists (hereafter the “Societies”) the non-exclusive right to audio and/or videotape my presentation for publication on YouTube. I hereby represent and warrant that I am the sole author and sole owner of all rights in and to all portions of the aforementioned work, that the work is original and not in the public domain, that it does not violate or infringe on any personal or property rights of others (whether common law or statutory), that it contains nothing libelous or contrary to law and that I have full power to enter into this agreement. I further represent that I will indemnify and hold the Societies harmless from any violation of these representations and warranties.
Social media
The Evolution Meetings support the communication and discussion of science. Information presented at the meeting (in oral or poster format) may be reported and discussed by attendees and science writers via blogs, Twitter, or other formats. However, we require that this be done respectfully and without direct reproduction of visual materials (e.g., no posting photos of slides or posters) unless permission is obtained from the presenter or they have already made this information freely available in an open-source forum. Presenters not wanting information to be broadcast should explicitly state so in their talk or on their poster.
Preparing your talk
Information about supported file types, along with audio/video and other formatting instructions, will be provided here closer to the conference. Presentations should be formatted using the widescreen (16:9) slide size, not 4:3. All seminar rooms will have PCs running MS Windows only, so if your presentation was prepared on a Mac or other non-Windows based system, it is STRONGLY recommended that you review it in the Speaker Ready room prior to giving your talk (see below).
Uploading & reviewing presentation file
Those giving a talk will receive an email approximately one week prior to the meeting with instructions about how to access the upload website. During the conference talks can also be uploaded in person via the Speaker Ready Room. You can also review your talk in the Speaker Ready Room and AV technicians will be present to help resolve any compatibility or formatting issues and can also explain the in-room setup. The computers in the Speaker Ready Room will be configured with hardware and software exactly like the ones in the meeting room.
The Speaker Ready Room hours: TBD
When you first register you will create a login name and password that will allow you to return to the registration site to modify details (e.g., title, authors, keywords, optional abstract) and even delete an existing talk/poster. Please don't contact the meeting organizers to request such modifications. Modifications can be done at any time up to and even during the conference. Any changes you make will be immediately reflected in the online schedule and in the mobile app. However, the schedule will be built from the talk/poster database as it exists on May 15. Therefore, if you make substantial changes to your title and/or keywords after this date, it may mean that your talk/poster is no longer grouped in an appropriate session (i.e. it will be with grouped according to the previous information you provided).
Recording of talks
When you register to give a talk you will have the option of requesting that it be recorded for subsequent posting on our Evolution2019 YouTube channel: e.g. Evolution2017). To keep costs manageable, recordings are done by meeting attendees (i.e. non-professionals) using their mobile phone/camera and while everyone will do their best, we make no guarantees concerning the quality of the recording nor that your talk will actually be recorded (although our success rate in past years has been very high). Before requesting to have your talk recorded, you should read this document regarding the use of copyrighted images. If you indicate interest in having your talk recorded, additional information will be emailed to you just prior to the meeting (including a chance to opt out if you have changed your mind).
Indicating interest in having your talk recorded constitutes agreement with the following Video Release:
In consideration of my participation in the 2019 Evolution conference in Providence, RI, I hereby grant to the Society for the Study of Evolution, the Society of Systematic Biologists, and the American Society of Naturalists (hereafter the “Societies”) the non-exclusive right to audio and/or videotape my presentation for publication on YouTube. I hereby represent and warrant that I am the sole author and sole owner of all rights in and to all portions of the aforementioned work, that the work is original and not in the public domain, that it does not violate or infringe on any personal or property rights of others (whether common law or statutory), that it contains nothing libelous or contrary to law and that I have full power to enter into this agreement. I further represent that I will indemnify and hold the Societies harmless from any violation of these representations and warranties.
Social media
The Evolution Meetings support the communication and discussion of science. Information presented at the meeting (in oral or poster format) may be reported and discussed by attendees and science writers via blogs, Twitter, or other formats. However, we require that this be done respectfully and without direct reproduction of visual materials (e.g., no posting photos of slides or posters) unless permission is obtained from the presenter or they have already made this information freely available in an open-source forum. Presenters not wanting information to be broadcast should explicitly state so in their talk or on their poster.
Preparing your talk
Information about supported file types, along with audio/video and other formatting instructions, will be provided here closer to the conference. Presentations should be formatted using the widescreen (16:9) slide size, not 4:3. All seminar rooms will have PCs running MS Windows only, so if your presentation was prepared on a Mac or other non-Windows based system, it is STRONGLY recommended that you review it in the Speaker Ready room prior to giving your talk (see below).
Uploading & reviewing presentation file
Those giving a talk will receive an email approximately one week prior to the meeting with instructions about how to access the upload website. During the conference talks can also be uploaded in person via the Speaker Ready Room. You can also review your talk in the Speaker Ready Room and AV technicians will be present to help resolve any compatibility or formatting issues and can also explain the in-room setup. The computers in the Speaker Ready Room will be configured with hardware and software exactly like the ones in the meeting room.
The Speaker Ready Room hours: TBD
Talk timing (chimes)
Please respect the audio chimes that will sound to denote the start of your talk, 2 min. left warning, and the end, indicating start of the 1 min. movement time. In the unlikely event that the chimes fail, there will be a digital clock in each room that can be used to maintain schedule (in this case we suggest appointing someone to monitor the clock and alert the speakers at the appropriate times as session chairs are not prearranged).
Please respect the audio chimes that will sound to denote the start of your talk, 2 min. left warning, and the end, indicating start of the 1 min. movement time. In the unlikely event that the chimes fail, there will be a digital clock in each room that can be used to maintain schedule (in this case we suggest appointing someone to monitor the clock and alert the speakers at the appropriate times as session chairs are not prearranged).