Symposium Code of Conduct
Hotel and Travel
Quick Reference on Important Deadlines
Oral Presentation Guidelines
Poster Presentation Guidelines
Audio-Visual Equipment and Presentation Software
Thank you for agreeing to be a Presenter at the 2019 North American Lake Management Society International Symposium. Your role is very important to this symposium and our experience has shown that with a little pre-symposium preparation you can insure a smooth-running session. Your job is critical to producing an effective and worthwhile symposium!
The North American Lake Management Society commits to promoting a welcoming environment while fulfilling our mission of forging partnerships among citizens, scientists, and professionals to foster the management and protection of lakes and reservoirs. We intend to do this during daily operations, which includes the annual NALMS symposium, by fostering environments that are safe, collaborative, supportive, and productive for all members and attendees, including sponsors, exhibitors, guests of members, invited speakers, and members of the media. We intend to conduct our business in a fair, honest, and ethical manner that values the diversity of views, expertise, opinions, backgrounds, and experiences reflected among our membership and all conference and event attendees.
All attendees, speakers, sponsors and volunteers at our conference are required to abide by the code of conduct. Organizers will be available for those that need to report an incident or concern. We expect cooperation from all participants to help ensure a safe, welcoming and inclusive environment for everyone.
All presenters (oral and poster) and session moderators must register and pay for their attendance at the symposium. For a detailed list of your options, carefully read Registration Options below. Due to printing deadlines, presenters and session moderators who fail to register by August 30, 2019 may be omitted from the program.
If you plan to participate in the entire symposium, the registration fee is $535 for NALMS members ($665 for non-members). This rate is available until September 20, 2019. However, due to printing deadlines, presenters and session moderators who register after August 30, 2019 may be omitted from the program.
Student presenters are subject to the same requirements as other presenters. If you are a student and plan to participate in the entire symposium, the registration fee is $285. This rate is available until September 20, 2019. However, due to printing deadlines, presenters and session moderators who register after August 30, 2019 may be omitted from the program.
Presenters and session moderators who plan to attend the symposium only on the day of their session may sign up at the one-day rate of $255. These rates are available until September 20, 2019 and may not be combined to create a two-day registration. Due to printing deadlines, presenters and session moderators who register after August 30, 2019 may be omitted from the program.
Additional Symposium Fees
Workshops and Special Events
Additional fees apply for participation in workshops and some special events.
August 30, 2019 – Presenter registration deadline
September 20, 2019 – Early bird registration deadline
October 19, 2019 – Symposium hotel room rate deadline
November 1, 2019 – Regular registration rate deadline
- Symposium participants have their choice of optional workshops on Monday, November 11.
- Starting on Tuesday, November 12, all breaks and included meals will be held in the Lake Champlain Exhibition Hall of the DoubleTree by Hilton Burlington Vermont. Poster presentations will be held in the emerald Ballroom Foyer.
- Concurrent sessions begin Tuesday morning at 10:30 am following the Opening Plenary Session and morning break. Sessions consist of three or four 20-minute presentations (speakers will have 18 minutes to present with their remaining time being used for their introduction and audience Q&A). Five to six sessions are scheduled concurrently during Tuesday through Thursday of the conference.
- Concurrent Sessions will begin at 8:30 am on Wednesday and Thursday morning.
Each set of concurrent sessions is identified by a letter and a number (e.g., B3). The letter identifies the time slot and the number identifies the session within that time slot. To the extent possible, all sessions with the same number will take place in the same meeting room. The most current agenda will be available on the symposium website.
- Most concurrent oral sessions will be 90 minutes in length and contain four 20-minute presentations.
- Oral presentations must be no longer than 18 minutes in length to allow time for speaker introductions and audience questions after each presentation.
- The following audio-visual equipment will be available for your use:
- Windows-based laptop loaded with Microsoft PowerPoint (please bring back-up copies of your PowerPoint presentation on a USB flash drive) on the presenter’s podium.
- Podium microphone
- LCD projector. Projectors will project images in the standard 4:3 format.
- Laser pointer
- Internet access will not be available.
- Make all images and words on each PowerPoint slide visible to someone sitting 100 feet away. In general, use nothing smaller than 24 pt font, and preferably use 30 pt font or larger.
- Limit words on the slide; graphics convey the message much better than words, and the words should just be key words or phrases drawing attention to key points or actin as reminders to the speaker about what to say.
- Use graphs rather than tables wherever possible. Audiences can glean the key messages from a graph faster than from a table and less explanation will be needed.
- Heighten contrast. Use either a light background and dark letters and images or a dark background and lighter letters and images. Avoid clashing or hard to discern colors for letters on whatever background you have chosen.
- A useful rule is no more than one slide per minute of presentation. Some will go faster than others, but an 18-minute talk should rarely have more than 20 slides.
- Put key conclusions on a slide at the end that can serve as the basis for questions and discussion.
- When presenting, use the microphone; do not assume that everyone can hear you without it.
- When presenting, face the audience, not the screen. Do not read what is on the screen; the audience can read faster than you can talk and can absorb relevant commentary while they take in the slide.
- When taking questions, repeat the question after it is asked if the questioner does not have a microphone so that everyone will know what you are addressing. Answer the question concisely; there may be more questions and going off on a tangent will limit the number of questions you can take in the short time allotted.
Before the symposium:
- Respond to your moderator’s requests in a timely fashion. Provide a short biographical summary (no more than 3–4 concise sentences) and be sure to meet the deadline for getting your presentation to the moderator.
- Remember you are limited to 20 minutes total to give your talk and take questions. We recommend you plan on an 18-minute PowerPoint presentation. In no case will your moderator allow a speaker to go past their allotted time slot. Any overtime of the presentation within its time slot will reduce the time for questions.
- Review the Audio-Visual Equipment and Presentation Software guidelines below to make sure your presentation will run on the equipment provided. In no case, will presenters be allowed to use their own computers for presentation.
- Please focus your talk on the uniqueness of your approach, your results and findings, lessons learned and transferability. Presenters tend to spend too much time on background and methods and run out of time to present the most interesting findings. In general, the breadth of the abstracts received goes well beyond what can be explored in a 18 minute presentation. Make sure you will be communicating the most useful parts of your work.
- Practice the talk. Extemporaneous talks tend to run long, get off track, and fail to convey the most important lessons learned.
- NALMS does not endorse specific products or services. Therefore, papers presented by individuals representing corporations or projects conducted by corporations should avoid the use of trade or brand names and refer to the products or services by a generic descriptor.
- Bring a back-up copy of your presentation on a USB flash drive. A copy should be downloaded to the session computer well before the start of the session. Your moderator may request a copy and may load it for you, but be sure it is there and working properly before the session starts.
- Your session moderator should arrange to meet you and your other session presenters in the assigned meeting room 20 minutes or more before your session begins. Please plan to arrive at the time designated by your moderator. This gives you all time to briefly meet, go over the presentation order one last time and make sure all presentations have been uploaded to that room’s laptop and open without any trouble.
At the symposium:
- Before the day of your session, please make every effort to meet your moderator, especially if you do not already know them. Make sure they have received your presentation for loading.
- Approximately 20 minutes before your session, all presenters should meet in the session room to make sure all presentations have been loaded to the symposium laptop and are displaying properly. A folder will be set up on the laptop home screen with the session number and title, and within the folder talks should be labeled 1-presenter last name, 2-presenter last name, and so on, for ease of finding and opening talks in sequential order per program layout.
- It is extremely important to make sure each speaker sticks to their allotted time since symposium participants may switch rooms during sessions. Please be courteous to your fellow presenters and stick to your assigned time slot.
- After each presentation, the floor will be opened for any questions to the speaker, only if time allows (i.e., you did not go over your talk time). We will need to limit the questions to avoid going over into the next presenter’s time.
- Student presenters will have their presentations anonymously reviewed by judges as part of the Jody Connor Best Paper and Poster Award.
Again, thank you for taking on the role of Session Presenter at the NALMS International Symposium. We are looking forward to holding what we hope will be NALMS’ most successful and engaging symposium yet. With your help, we’re confident it will be!
Your poster will have excellent visibility. It will be displayed for the entire conference in the pre-function (foyer) area of the Emerald Ballroom and at the rear of the Emerald Ballroom III at the DoubleTree in Burlington.
- Each poster will be mounted to a 4’ (1.22 m) tall × 8’ (2.44 m) wide display panel, and posters can be no larger than 3.75’ (1.14 m) tall × 6’ (1.8 m) wide. Please size your poster to fit this space. Pushpins will be provided to mount the poster to the panel.
- Poster presenters should plan on bringing manila envelopes to tack informational handouts to the display panels. Tables will not be provided or permitted.
- Posters boards will be set up in the pre-function (foyer) area of the Emerald Ballroom and at the rear of the Emerald Ballroom III at the DoubleTree in Burlington, our conference venue. Poster boards will be available starting at 7:00 am Tuesday, November 12 for set up. Posters are not assigned to a specific poster board, so choose any open panel for hanging your poster.
- Posters will be displayed for the entire symposium giving participants the opportunity to view posters at their leisure during refreshment breaks and lunch. Posters must be taken down by lunch on Thursday, November 14.
- All poster presenters should plan to staff their poster and be available to answer questions during the Lake and Reservoir Management Poster Reception (sponsored by Taylor and Francis) on Wednesday, November 13, from 5:30 pm – 6:30 pm, in advance of our Awards Reception.
- NALMS will provide a large postcard for you to pin to your poster display board, indicating additional times you plan to be at your poster to answer questions/discuss your work. We have extended lunches (1.5 hours daily), so we recommend selecting the final half hour of a luncheon block as a meet up time.
- Student poster presenters will have their poster anonymously reviewed by judges as part of the Jody Connor Best Paper and Poster Award.
- Best practices for poster creation can be found in many places on the web. Do a search or check out https://www.makesigns.com/tutorials/poster-design-layout.aspx.
- NALMS does not endorse specific products or services. Therefore, posters presented by individuals representing corporations or projects conducted by corporations should avoid the use of trade or brand names and refer to the products or services by a generic descriptor.
Again, thank you for taking on the role of Poster Presenter at NALMS’ International Symposium. We are looking forward to holding what we hope will be NALMS’ most successful and engaging symposium yet. With your help, we’re confident it will be!
The following audio-visual equipment will be available for your use:
- Windows laptop loaded with Microsoft PowerPoint on the presenter’s podium. Please bring back-up copies of your PowerPoint presentation on a USB flash drive.
- Podium microphone
- LCD projector. Projectors will project images in the standard 4:3 format.
- Laser pointer
Internet access will not be available.
- We are providing a laptop at the podium loaded with Microsoft PowerPoint.
- We will not allow the use of complex animations, embedded video or the use of any demonstration software unless previously approved by the program chair. Approved videos should be in a format that runs properly on a Windows laptop without additional software or plugins. We will not provide sound output for the laptop computers used in the sessions.
- Ever wonder why presentations sometimes show bizarre, unintended symbols and bullets? This is due to differences in fonts between computers. If you are using many symbols, bullets or uncommon fonts in your presentation we suggest that you embed your fonts into your presentation.
- First, click on the File tab and then select Options.
- In the dialog box that appears, select Save. At the very bottom of the list of options on the right pane and under the heading Preserve fidelity when sharing this presentation, you will find options for embedding fonts. Check the box labeled Embed fonts in the file.
You may choose one of the following options: Embed only the characters used in the presentation or Embed all characters. The first option will let others view but not edit. The second option well let others view and edit but will increase the file size of the presentation. Check the option you prefer and click OK.Please note that only TrueType and OpenType fonts can be embedded.
- The computers in the session rooms will be Windows-based. PowerPoint presentations created both on Windows and macOS platforms should work, but verification of proper performance is essential. MacOS users should be sure to include the “.ppt” extension in their file names.
- Compressing Images: Often, as you create a PowerPoint presentation, the file size can quickly increase to an unmanageable level. One way of reducing it is to compress the images used throughout the presentation. PowerPoint 2002 and later can achieve this, thus removing unneeded data:
- Right-click the picture and then click Format Picture on the shortcut menu.
- In the Format dialog box, click the Picture tab, and then click Compress.
- Under Apply to, do one of the following:
- To compress just the current picture, click Selected pictures.
- To compress all the pictures in your presentation, click All pictures in document.
- Under Change resolution, do one of the following:
- If your presentation will be used for a screen show, click Web/Screen.
- If you plan to distribute your presentation as printed pages, click Print.
- Under Options, select the Compress pictures check box and the Delete cropped areas of pictures check box.
- Click OK.
- If prompted, click Apply in the Compress Pictures dialog box.
If you encounter any difficulties or have questions that are not answered here, please contact Philip Forsberg at firstname.lastname@example.org.