Oral and Poster Guidelines

Important Notes

• Participants with an abstract accepted for oral presentation are required to prepare a 5-minute presentation followed by 3 minutes Q&As.

• Due to the virtual nature of the conference, we are only accepting pre-recorded presentations in MP4 format.

• Only the Q&A session will be held as a live session. Presenter needs to attend virtually during the allocated time slot for the Q&A session.

• Please read the following guidelines and best practices to help make your presentation a success. Give considerable thought to the design and pitch of your presentation to make sure that it stands out as an informative presentation. Your aim should be that the audience comes away with a clear understanding of your research.

• Every oral and poster presentation have to prepare recorded video presentation and e-poster, respectively.

A. PRESENTATION SLIDES FORMAT

1. Oral presenters are required to create a PowerPoint (PPT) presentation which contains (but not limited to) study background, problem statement, study design/methods, major findings and conclusion.

2. When creating the PPT file, use clear fonts and contrasting colors for ease of readability, an ideal color combination is a white background with dark blue or black font.

3. The graphic images or visuals in the presentation must be clear (not blurry) and no copyright issue.

4. Spoken or written words must be in English.

5. Time allotted for each oral presentation is STRICTLY 5 minutes only.

6. A typical 5-minute presentation should contain around 8-13 slides, e.g.

• Study background: 1-2 Slides

• Problem statement: 1-2 Slides

• Design/Methods: 2-3 Slides

• Major findings: 3-4 Slides

• Conclusions: 1-2 Slides

B. HOW TO RECORD THE VIDEO OF YOUR PRESENTATION

1. Time allotted for each oral presentation is 5 minutes only.

2. Please take into consideration that in the digital symposium format, it is very important to respect the time allocated to your presentation when preparing your video.

3. Any recording exceeding 5 minutes will be required to re-submit based on guideline or disqualified for presentation.

4. There are several video conferencing tools available to easily record a presentation. For this symposium, recording your oral presentation using Microsoft PowerPoint as described below is recommended:

• Select Slide Show > Record Slide Show.

• Choose from two options:

  1. Record from Current Slide – to record from a specific slide

  2. Record from Beginning – to record from the beginning of a presentation

• When you’re ready, select Record and start speaking.

• To record from a specific slide, go to it, and then select Record.

• When you are finished, click Stop Recording.

• Save your recording as MP4 file

C. SPECIFICATIONS FOR YOUR VIDEO PRESENTATION

Please follow the following technical specifications of your video:

• Duration: 5 minutes

• Video file format: MP4

• Resolution: 1280 pixels wide Χ 720 pixels high is recommended for optimum image quality

• Aspect ratio: 16:9 widescreen

• Size: Not more than 100MB

D. TIPS FOR RECORDING YOUR VIDEO PRESENTATION

1. Use an area as quiet as possible

2. Avoid areas that have echo

   • Rooms should be fairly small

   • Sound dampening with carpeting, curtains, furniture

3. Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”. Avoid using the default built-in microphone on the computer.

4. Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Make necessary adjustments, if needed.

5. Show your face via webcam and display your slides as you talk. If you look directly at your camera while speaking, your attendees will feel much more included in the conversation.

E. SUBMITTING THE PPT SLIDES & VIDEO OF YOUR PRESENTATION

1. Presenters are required to upload their presentation slide in PPT format AND recorded presentation in MP4 format.

2. Rename your PPT and MP4 files as “Presenter’s Code - Presenter’s Name” (Eg: ORAL001-Tan Suat Cheng).

3. Upload your files to this link https://tinyurl.com/HSS2022oral

4. Please ensure that the final version of the file is uploaded as no changes will be accepted once the files are uploaded.

5. Deadline for submitting your PPT and MP4 files is 5th August 2022 before 5PM (Malaysia Time)

F. Q&A SESSION FOR YOUR PRESENTATION

1. Presenters are required to attend the symposium virtually for a 3-minute Q&A session with the judges at specific allocated sessions (will be informed by the secretariat individually).

2. Failure to attend Q&A session on time will lead to disqualification for Best Oral Award.

For any enquiries, please contact the symposium secretariat: usmhss2022@gmail.com

Important Notes

• Participants with an abstract accepted for poster presentation are required to prepare a 3-minute presentation followed by 2 minutes Q&As.

• Due to the virtual nature of the conference, we are only accepting pre-recorded poster presentations in MP4 format.

• Only the Q&A session will be held in a live session. Presenter needs to attend virtually during the allocated time slot for the Q&A session.

• Please read the following guidelines and best practices to help make your poster presentation a success. Give considerable thought to the design and pitch of your presentation to make sure that it stands out as an informative presentation. The poster should be a clear visual presentation of your submitted abstract and should meet the following criteria:

• Every oral and poster presentation have to prepare recorded video presentation and e-poster, respectively.

A. E-POSTER FORMAT

1. TITLE OF THE POSTER - It is recommended to keep the title of the poster same as in the submitted abstract. Slight modification which does not change the idea of the abstract is also allowed.

2. AUTHOR AFFILIATION – Authors complete name and affiliations should be written under the title of the poster.

3. MAIN CONTENT - Make sure that the specific sections which include (but not limited to) study background, problem statement, methods, major findings and conclusion are easy to locate in the poster. Try to keep the text easy to read and concise. The poster should have a clear message, a logical layout and be easy to comprehend.

4. POSTER SIZE & FORMAT - The recommended size of the e-poster is A1 (23.4” x 33.1”) and can be created with any suitable software or applications. It is recommended to make your poster in PowerPoint (Landscape or Portrait) and then save it as a PDF.

B. HOW TO RECORD THE VIDEO OF YOUR PRESENTATION

1. Time allotted for each poster presentation is 3 minutes only.

2. Please take into consideration that in the digital symposium format, it is very important to respect the time allocated to your presentation when preparing your video.

3. Any recording exceeding 3 minutes will be required to re-submit based on guideline or disqualified for presentation.

4. There are several video conferencing tools available to easily record a presentation. For this symposium, recording your poster presentation using Microsoft PowerPoint as described below is recommended:

• Select Slide Show > Record Slide Show.

• Choose from two options:

  • • Record from Current Slide – to record from a specific slide

    • Record from Beginning – to record from the beginning of a presentation

• When you’re ready, select Record and start speaking.

• To record from a specific slide, go to it, and then select Record.

• When you are finished, click Stop Recording.

• Save your recording as MP4 file

C. SPECIFICATIONS FOR YOUR VIDEO PRESENTATION

Please follow the following technical specifications of your video:

• Duration: 3 minutes

• Video file format: MP4

• Resolution: 1280 pixels wide Χ 720 pixels high is recommended for optimum image quality

• Aspect ratio: 16:9 widescreen

• Size: Not more than 100MB

D. TIPS FOR RECORDING YOUR VIDEO PRESENTATION

1. Use an area as quiet as possible

2. Avoid areas that have echo

   • Rooms should be fairly small

   • Sound dampening with carpeting, curtains, furniture

3. Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”. Avoid using default built-in microphone on the computer.

4. Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Make necessary adjustments, if needed.

5. Show your face via webcam and display your slides as you talk. If you look directly at your camera while speaking, your attendees will feel much more included in the conversation.

E. SUBMITTING THE POSTER & VIDEO OF YOUR PRESENTATION

1. Presenters are required to upload their poster in PDF format AND recorded presentation in MP4 format.

2. Rename your PDF and MP4 files as “Presenter’s Code - Presenter’s Name” (Eg: POSTER001-Tan Suat Cheng).

3. Upload your files to this link https://tinyurl.com/HSS2022poster

4. Please ensure that the final version of the file is uploaded as no changes will be accepted once the files are uploaded.

5. Deadline for submitting your PDF and MP4 files is 5th August 2022 before 5PM (Malaysia Time)

F. Q&A SESSION FOR YOUR PRESENTATION

1. Presenters are required to attend the symposium virtually for a 2-minute Q&A session with the judges at specific allocated sessions (will be informed by the secretariat individually).

2. Failure to attend Q&A session on time will lead to disqualification for Best Poster Award.

For any enquiries, please contact the symposium secretariat: usmhss2022@gmail.com