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Frequently Asked Questions

Have more questions? Reach out to us. We're here to help.

When are my presenter materials due?

All presenter materials are due by 11:59pm PT on Monday, May 6, 2024.

How do I submit my presenter materials?

The primary presenter will receive an email with details on how to submit the presentation materials. Sometimes this email is sent to the Spam folder, so please check there if you have not received an email before the submission deadline.

Important File Naming Convention:
Please use the following name convention for your files:

  • Use all lowercase letters
  • Use hyphens (-) instead of spaces
  • Begin with a session code (this is listed in the email you received)
  • Use the first five words of your session title as your file name

If your presentation is happening in Concurrent Session 1, and the title is "Exploring Best Practices in DEI" your file would be named:

What do I need to know about slides?

  • Use a 16:9 Aspect Ratio
  • Powerpoint or Keynote files ONLY (No PDF, Canva, Prezi, etc.)
  • Any special fonts MUST be included
  • Please avoid text-heavy slides or font sizes smaller than 20
  • Any audio and video must be embedded in your presentation
  • External links to the web or live browsing is not supported
  • Please use accessibility best practices when creating your slides.

How long should my presentation be?

Presentation length varies depending on your session type. Details for each session are listed below:
  • Posters – the poster showcase will last 1 hour; please keep in mind that some presenters will be presenting on Wednesday, some on Thursday, and all will have a chance to present again on Friday
  • High 5 Talks – 5 minutes
  • Experience Reports and Early-Stage Innovations – 1 hour and 15 minutes
  • Symposia - 1 hour and 15 minutes
  • Workshops – 3 hours

Can I play a video during my presentation?

Unfortunately, we are unable to support streaming or pre-recorded video at the convening. We recommend including QR codes for any video links in your presentation. 

What dimension should my poster be?

The poster stands are 8 ft. wide and 4 ft. tall. Two posters must fit within that area; thus, posters should not be greater than 4ft wide and 4ft. tall (48 in. x 48 in.).

How can I make my poster or presentation more accessible?

WEPAN and the ARC Network are committed to making the ADVANCE Equity in STEM Community Convening as accessible as possible. We hope you as a presenter will find the resources below regarding accessibility helpful as you prepare your posters and presentations.

Please consider the following resources when designing your posters and presentations:

Where can I print my poster?

PhD Posters in Baltimore has offered a special poster printing discount to ADVANCE Equity in STEM Community Convening Presenters! Accepted poster presenters will have the opportunity to print their posters at a 10% discount and have them delivered directly to the convening hotel.

Still have questions?

Have more questions? Reach out to us. We're here to help.