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Guidelines for Presenting at  Photonics North 2024 Conference

IMPORTANT: To ensure the proper execution of this onsite conference, please pay special attention to the instructions below. If you have any questions or difficulties following the guidelines, please contact the PN 2024 Secretariat (pn.info@conferium.com) who will be happy to help.

HOW WILL THE CONFERENCE WORK?

The conference will take place in Vancouver, BC at the Vancouver Convention Centre (VCC).

All onsite presentations, Plenary, Oral and Poster presentations, will be presented live from the VCC as scheduled in the online conference program. Speakers will be present for their entire session in order to answer questions and participate in any discussions.

There will be a moderator in each session. The moderator will then select questions from the attendees, depending on the time allocated for the discussion, and the presenter will be able to answer verbally during the session.

PREPARING YOUR PRESENTATION 
Onsite Oral presentations

All Contributed Oral presentations will be 15 minutes total, including 3 minutes for questions.

All Invited Session Oral presentations will be 25 minutes total, including 5 minutes for questions.

All Keynote Session Oral presentations will be 35 minutes total, including 5 minutes for questions.

We recommend that presentations be in a WIDESCREEN format as it is the optimized format, but other options will be accepted. To take full advantage of the widescreen format, we recommend that you build or convert your presentation to 16:9. We recommend using Microsoft Office PowerPoint for your presentation. 

Preparing a Visual Support for an Oral Presentation at Photonics North 2024

You are required to use the same title as it appears on your accepted abstract. We recommend that your visual support be presented in WIDESCREEN format to enhance visibility in the room, but other options will be accepted. To take full advantage of the widescreen format, we recommend that you build or convert your presentation to 16:9 dimensions. We recommend using Microsoft Office PowerPoint for your presentation. 

A Speaker Test Desk will be available in the conference's registration area to test your visual support on the same computer used in the sessions (PC). All speakers are invited to test their visual support at the test desk in advance of their speaking time to ensure that their PowerPoint appears correctly on the conference's computers - and have enough time to make changes if required.

The Speaker Test Desk will be open at the same time as the registration desk, and staff will be available to answer your questions.

If your presentation includes video files, further to testing it at the test desk, we require you to test it in the session room where your presentation will take place well in advance of the start of your session (but at the LATEST 30 minutes before the start of your session) to give time to our audiovisual technician to make adjustments in the room if needed. You may take advantage of coffee breaks or lunch times to make sure that it will run smoothly in your room.

Important Note for Macintosh Users 

In order to use MAC presentations on a PC compatible computer, please note that you need to prepare it according to the instructions below, before bringing it to the Speaker Test Desk: 

  • Use a common font, such as Arial, Times New Roman, Verdana, etc. (special fonts might be changed to a default font on a PowerPoint based PC) 
  • Insert pictures as JPG files (and not TIF, PNG or PICT - these images will not be visible on a PowerPoint based PC) 
  • Use a common movie format, such as AVI, MPG and WMV (MOV files from QuickTime will not be visible on a PowerPoint based PC) 

Presenting with your own Computer

You may use your own laptop computer as a back-up. In such a case, please make sure to provide a VGA Adapter (Dongle). Please visit the Speaker Test Desk and advise the staff of your intent to use your own laptop. We will require you to go to your session room at least 30 minutes prior to the start of your session to plug in your laptop and check your presentation on the projection system. If you have any questions or comments, please do not hesitate to contact us. 

Photonics North 2024 Poster Presentation 

The Poster presentation session will be 2 hours. 

The PN 2024 poster session will be held in the Exhibition Hall. Poster session provide an opportunity for informal, interactive presentations and discussions. Each presenting author will receive a schedule and a poster number by e-mail. Presenting authors are required to be at their poster for the entire length of their attributed session to answer questions and network with attendees. They are not required to present their poster at any other time. 

Each author will have access to 1/2 side of a poster board, and each will have a useable area measuring 40" (102 cm) high and 36" (91 cm) wide. Poster materials should not extend outside the assigned area. A label indicating your poster number will be placed in your board space. 

Preparing a Poster for Photonics North 2024

You are required to use the same title as it appears on your accepted abstract. Find below a few recommandations to prepare your poster:

  • Allocate the top of the poster for the title and authors as stated on the submitted abstract. 
  • Simple "Introduction" and "Conclusion" sections are helpful. 
  • When feasible, use graphs for depicting qualitative relationships and tables for precise numerical values.

Schedule for Poster Presenters

Technical equipment (tape, velcro) will be available for the mounting of posters. Presenters are responsible for the setting up and the removal of their posters according to the schedule: 

Setup: Tuesday, May 28, between 10 am and 2 pm.
Removal: Thursday, May 30, from 1 pm after the lunch break to 3 pm.

Posters not removed by Thursday, May 30 at 3 pm will be discarded. 

The Photonics North Conference 2024 cannot accept liability for lost or damaged posters.