Information for Authors and Presenters

Important Dates: 

03 May 2024- Deadline to upload in-person presentation files online

Please Note: After this date you, will need to upload your presentation files onsite in the Speaker Ready room prior to the start of the session. 

06 June 2024- supplementary information upload deadline

All Presenters: 

Please visit the AMS General Information for Authors and Presenters for information on standard room set, poster size, and tips on making a successful presentation at an AMS conference. Please also download the Extended Abstract Instructions for information about preparing and uploading your extended abstract and supplementary info.

In-Person Oral Presenter Guidelines:

When Will I Present?

Please refer to your acceptance email or the online program for your presentation/session date and time. Typically, each author has 15 minutes for their presentation. Approximately 11 minutes are set aside for the presentation followed by 3 minutes for questions and answers. This leaves one minute for speaker transition. 

Upload the required files: 

  • All in-person oral presentation files must be uploaded online in Presenter's Corner or on site prior to the scheduled session start time. 
  • All Presenters are able to upload supporting files if they wish to do so.

How Will I Present?

  • You will present your presentation that was previously uploaded at the podium within your session room.

What Will I Present?

  • Your presentation file should be in PDF or PPT format. You can upload it onto the AMS-supplied laptop in one of these ways:
    • Upload your presentation file before the meeting.
    • Bring your presentation to the meeting on a USB flash/pocket drive/CD-ROM.
  • Presentation tips and tricks can be found here. 

In-Person Poster Presenter Guidelines:

When will I present?

Formal Poster Viewing Hours
Monday - Thursday: 3:15-4:30 pm.

Please refer to your acceptance email or the online program for your presentation/session date and time. If your presentation time is on Monday or Tuesday, you may display your poster on both of those days. If your designated presentation time is on Wednesday or Thursday, you may display your poster on both of those days. 

We encourage you to display your poster on both days. However, you are only required to present your poster on your assigned presentation date and time. No additional action is needed to extend your presentation time. A poster board will be available for your poster for those two days, and you may start displaying your poster anytime on those days before your presentation time. Your poster must be taken off by the end of those days at the latest.

How will I present?

  • Have your poster printed by a large format printing company. (EX. Fedex/Kinko's)

What will I present?

  • The Standard Poster Display is a 4'H x 6'W (1.2m x 1.8m) double-sided Velcro covered panel. These panels have a horizontal/landscape orientation.  
  • You can mount your poster with AMS supplied pushpins or Velcro.
  • Feel free to bring handouts or upload your poster image to Presenter’s Corner to reference during formal poster viewing hours.
  • Want to use your laptop to enhance your poster? Send us a request before the meeting but please note that we don’t provide electricity in our poster halls.
  • Want to point people to even more information about your poster?  Include a QR Code. Information on QR codes, including reader software and code generators, is available online (http://www.mobile-barcodes.com/).

Virtual Oral Presenter Guidelines:

What To Expect

Before

  • Check the online program to confirm your presentation date and time.

  • Let everyone know that you’ll be presenting on X. Include the @AMSTropical handle.

  • Don't forget to register for the meeting!

During 

  • Join the in-person session room via Zoom 20 minutes before the scheduled session start time. You'll do this by logging into the online program and clicking the "Join Now" button for your session.  A Confex tech will be available in the Zoom to help you practice sharing your screen.

  • Present by sharing your slides via screen share during your scheduled presentation time

  • Field questions asked by attendees in the Zoom chat feature and/or participate in discussion if time allows.

After

  • Look for an email notification that a question has been asked about your abstract via asynchronous chat feature in the online program. Be sure to respond to keep the discussion going!

  • Watch your presentation recording in the online program (72 hours after your session ends).

    • By agreeing to present at an AMS Meeting, you are agreeing to have your presentation/session recorded and posted in the conference program for public viewing. Copyright of recorded presentations remains with the author(s). Permission to use figures, tables, and brief excerpts from presentations is granted provided that the source is acknowledged. Any use of material in presentations that is determined to be "fair use" under § 107 of the U.S. Copyright Act or that satisfies the conditions specified in § 108 of the U.S. Copyright Act (17 USC § 108, as revised by P.L. 94-553) does not require the permission. Republication, systematic reproduction, password sharing, posting in the electronic form on other servers, or other uses of this material, excepted by the above statement, requires written permission or a license from the author(s).

  • Upload Optional Supplementary Information in Presenter's Corner (by 06 June):

    • Extended Abstract

    • PDF Presentation Slide File 

    • Supplementary URL

We encourage all presenters to submit supplementary information as your time to present at the meeting is limited. Posting this information online is an excellent opportunity to include more detailed information that may require more time for study than is available at the meeting. All supplementary information is available in the meeting online program within 24 hours of upload – so you can reference it before, during, and after the meeting!

Virtual Poster Presenter Guidelines:

When will I present?

Virtual eLightning Poster Presentations will take place on Monday and Wednesday from 3:15-3:30 pm.  Check the online program to confirm your presentation date and time.  Don't forget to register for the meeting!

How will I present?

  1.  Log into the online program
  2. Find the 'Join Now' button for your poster session and join 20 minutes prior to the start of the session.  A Confex tech will be available in the Zoom to help you practice sharing your screen.
  3. To begin the session, each presenter will take turns presenting their poster. Each presenter will receive 3 minutes to present.
  4. Monitor the chat for questions specific to your presentation.
  5.  After the lightning presentations, the presenters will remain on Zoom and break up into individual breakout rooms for continuous discussion with other attendees.

After the meeting: 

We encourage all presenters to submit supplementary information as your time to present at the meeting is limited. Posting this information online is an excellent opportunity to include more detailed information that may require more time for study than is available at the meeting. All supplementary information is available in the meeting online program within 24 hours of upload – so you can reference it before, during, and after the meeting!

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