Presenter Instructions

Pre-preparation

All presentations are required to be uploaded to the SPNHC 2025 Google Drive folder for your session prior to the conference. A link to the Google Drive will be sent to all presenters through Oxford Abstracts. A speaker-ready room will be provided for presenters to check their presentations before their session.

Sign in to Google before clicking the link to upload your presentation. Your Google account can use any email (Gmail is not necessary)
Verify your settings (under the gear icon->General->Uploads) and make sure that “Convert uploads to Google Docs editor format” is unchecked.
The Google Drive SPNHC2025 folder has been further separated into Day, Session Block, and Session Code. Please make sure you are uploading to your correct session.
Use the following filename convention: SessionCode_PresentationOrder_YourFamilyName (e.g., SYM01_01_Smythy). Session code and presenter order can be found in the online program.
Please have at least a solid draft of your presentation uploaded to Google Drive by May6 so that it can be checked by the local team.
- The deadline to upload revisions to the conference server is midnight CST on May 20.
- See the important instructions below for updating your file without destroying the link or the file name.
Upload the final version of slides (as PPTX, PDF, or ODP; not Google Slides) and pre-recorded videos (using .mp4 format) to your presentation’s Session folder on Google Drive.
Slide and video format is widescreen (16:9)
Do not include material (particularly images) under copyright that is not yours to share. Provide attribution for all images, including content belonging to the authors.
Contact spnhc2025@ku.edu with questions.

Presentation preparation

About presentations

Time: Oral Presentation slots are designed for 10-minute presentations, +3 minutes of questions, and +2 minutes of transition to the next speaker (total 15 minutes). Please respect that moderators will be tasked to keep their sessions on time, so your presentation should not exceed 10 minutes in length.
Lightning talks are scheduled for 5 minutes (total), to include questions and transition to the next speaker. Slide numbers are limited (see linked descriptions)
Remote presenters must upload at least a solid draft of their pre-recorded talk to the relevant folder for their session by May 6. Links will be emailed to presenters via Oxford Abstracts.
Poster presenters, please see separate instructions below.

Slide format

All presentations should be saved as PowerPoint (pptx), OpenDocument Presentation (ODP), or PDF files. If you use Google Slides, please download them in one of these formats before uploading them to the conference folder. Do not upload Google Slides files to the conference folder.
Please format all slides for a 16:9 size. Avoid putting critical content in the top right corner of your slides (where the speaker is often displayed in the Zoom video).
Do not embed videos, use animations, or fancy slide transitions that might slow, bloat the file size, or otherwise hinder presentation on Zoom.
- If sound or video must be embedded in slides, prior notice must be given to spnhc2025@ku.edu
For better legibility, use sans-serif fonts (e.g., Arial, Verdana) and avoid using font sizes <18 pt. Remember that this will be a hybrid conference; slides will be projected in front of the audience onsite, but they may also be viewed on small screens by the virtual attendees.
Provide high contrast between text and background.
Avoid color blindness traps (e.g., requiring viewers to distinguish between reds and greens on your chart) (see simulator).
Avoid using all uppercase text (more difficult to read).
Minimize the amount of text on each slide.
Minimize the number of slides in your presentation (ca. 10 = about 1/minute).
Use high-quality graphics/images, but no larger (file size) than necessary for the screen resolution.
Use QR codes to share URLs you would like the audience to visit
Choose a Creative Commons license for your slides (or use the license chooser here) and explicitly state the license either as part of the slide template (shown on all slides) or at least on your title slide.
Do not include material (particularly images) under copyright that is not yours to share. Provide attribution for all images, including content belonging to the authors.
Optional: provide contact information, e.g., ORCID ID, email, or social media handle.

Pre-recorded presentations

All remote presentations will be presented from a pre-recorded version of your talk, not exceeding 10 minutes. No live remote presentations will be allowed due to potential connectivity issues.
The recommendations under Slide Format above apply.
Pre-recorded presentations should be saved as MP4-formatted files.
Please use a headset with a microphone for the best quality audio.
If your recording includes you in the video, please ensure that your camera is at the level of your head.
Sign in to Google before clicking the link to upload your presentation. Your Google account can use any email (Gmail is not necessary).
Verify your settings (under the gear icon->General->Uploads) and make sure that “Convert uploads to Google Docs editor format” is unchecked.
Upload at least a solid draft of your pre-recorded presentation to the relevant folder for your session by May 6.
- The link to upload to your session is above.
- The deadline to upload revisions to the Google Drive is midnight CST on May 20.
- See important instructions below for updating your file without destroying the link or the file name.

Uploading your slides & pre-recorded video

File naming convention: Please title your file for your talk using the following filename convention: SessionCode_PresentationOrder_YourLastName (e.g., SYM01_01_Smythy). Session code and presenter order can be found in the online program.
Sign in to Google before clicking the link to upload your presentation. Your Google account can use any email (Gmail is not necessary)
Verify your settings (under the gear icon->General->Uploads) and make sure that “Convert uploads to Google Docs editor format” is unchecked.
Upload pre-recorded presentations and slides to the relevant session folder (link sent separately).
IMPORTANT: To ensure that your file remains in its original format and does not get converted to Google Slides
- Go to the link provided and find the folder for your session (open the folder)
- Click ‘New’ then ‘File upload.’
- After uploading, right-click your file in the folder and ensure that ’Open with Google Slides’ is not selected.
Upload at least a solid draft of videos and slides to be presented live (in-person or streaming) by May 6.
- The link to upload your session will be provided by email via Oxford Abstracts.
- Deadline to upload revisions to the conference server is midnight CST on May 20.
- See important instructions for updating your file without destroying the link or the file name.

How to update your file without changing the URL or file name

If you decide to update your presentation file (.pptx, .pdf, .mp4; thismethod does not work for native Google files) after the initial upload, the easiest way to do this without destroying the link to the file or the file name is to replace the file in the following manner:

Sign in to Google before clicking the link to find/upload your presentation. Your Google account can use any email (Gmail is not necessary)
Verify your settings (under the gear icon->General->Uploads) and make sure that “Convert uploads to Google Docs editor format” is unchecked.
Find your original file (file name may have been changed by the conference organizers, but should have your family name visible; do not change it)
Right-click on the file name and from the pop-up menu, choose “File information.”
You should then choose the option to “Manage versions.”
Click Upload new version and do so
You can delete older versions after uploading your current version.
The deadline to upload revisions to the conference server is midnight CST on May 20.

Presenting your talk

Practice your presentation and timing so as not to exceed 10 minutes.
Remember, this is a diverse international audience who may not be familiar with customs, acronyms, and jargon used in your specialty. Help everyone appreciate your work by speaking clearly, avoiding slang, and explaining potentially unfamiliar terms. Also, avoid very rapid delivery.
All sessions and talks will be recorded and made available to registrants for subsequent on-demand viewing after the session.
If presenting onsite, please be at the conference room where your presentation is scheduled at least 15 minutes before your session begins.
The default for virtual presenters is to play their video during their session.
DEMO01 is the only session where presenters may bring their own computers to use for their presentations.

Posters

Posters will be presented as physical posters and will be displayed adjacent to the vendor and STEAMed SPNHC venues on the 6th floor of the Kansas Union, where the daily morning and afternoon coffee breaks will be held.
Posters should measure 36 inches x 48 inches and can be in either portrait or landscape configuration.
Posters should ideally be in one piece for hanging and should be printed on durable material.
Easels and poster boards will be provided for mounting posters.
Posters should be hung no later than 10:30 am on Wednesday, May 28, and should be removed no later than 3:00 pm on Friday, May 30.
Posters will be displayed for the duration of the meeting, but the Wednesday afternoon and Thursday morning breaks have been designated as official poster sessions. Authors are encouraged to be in attendance at their posters during these breaks or any other breaks and lunch periods when you are available, to interact with attendees.
Poster authors are encouraged to upload a PDF version of their poster to Oxford Abstracts for viewing through the conference platform. Log in to your existing Oxford Abstract account to upload your poster PDF to the program.