Poster and Presenter Instructions: TerraSwarm Annual Meeting: October 26 & 27, 2016; Venue is open for set up all day on October 25, prior to the meeting.

Please see the Program and Venue pages.

For the advance material, our thinking is that our community would be better served by deliberately prepared "read ahead" material for each session and talk. In some cases, this would just be the slides to be used for the talk, but in many cases, that is not the best read-ahead material. Each presenter would be given the charter to prepare such read-ahead material, due three weeks in advance. The actual slides for the talk would not be due ahead of time, and will be posted on a website rather than distributed on a thumb drive.

Theme Leaders: Read ahead material and quad charts due Monday, October 10 AoE (Anywhere on Earth), please email your materials to Christopher Brooks.

As per the SRC, the presentations should have the following features:

  • The sponsors appreciate having the prior year’s feedback discussed and told how the center responded to it.
  • Show global efforts around work and how the center stood out/ lagged
  • Address the top 5 accomplishments / hopefuls

Other suggestions

SAB has requested that the centers provide quad charts for each of their themes at their annual reviews and to make them as quantitative as possible. These charts are in addition to the usual theme presentations. Each quad chart should focus on metrics. Example provided here. See the current TerraSwarm Quad Charts.

Day 1 slides are due right before the session. Updated slides are to be posted right away to the website.

The Theme leaders will provide an agenda for the plenary sessions by Monday, October 10 AoE.

WebEx on Day 1 and on Day 2 for industry only. All TerraSwarm-funded individuals are expected to attend in person.

Presenters are encouraged, (but not required) to use the presentation Mac laptop. Powerpoint encouraged, Keynote and PDF accepted.

Posters

Each poster should be associated with one person who will be responsible for noting the poster in their conference registration by October 18 AoE. It is OK to update your registration with your poster name and other information after you first register.

Each TerraSwarm funded researcher should be associated with one or more posters. It ok to collaborate on a poster.

Due to time and space limitations, each poster presenter should have no more than one individual poster per person. In other words, two people can collaborate on two posters, but two people cannot collaborate on three posters. If you want an exception, please consult with the Theme Leaders for your theme.

Please use one of the poster templates at resources page. Including the sponsors listed on the resources page is a good idea.

We encourage you to give have a live demonstration at your poster. (You are not required to give a demonstration). If you will be giving a demonstration and require power, a table or extra floor space, please let us know by noting this on the registration form and by updating 2016 Annual Meeting Demos And Posters Wiki by October 10 AoE.

Before the meeting, please be sure that you have uploaded your poster and abstract to http://www.terraswarm.org/pubs/?pubpage=add.

  1. Select Talk or Presentation
  2. In the "Additional note" section on the second page, add 
     Poster presented at the <a href="http://terraswarm.org/conferences/16/annual">2016 TerraSwarm Annual Meeting</a>.

Please also be sure to add it to the SRC publication database.

Poster Presentations

The theme leaders have delegated collection of the poster presentations, see the Poster Presentations Wiki.

Each poster presentation will be allotted not more than 60 seconds depending on the number of posters in that theme.

Note that 30 minutes are allotted for the poster presentations for each theme. That is a hard limit. It is not possible to get thirty one minute poster presentations into a 30 minute slot, so if there are more than 25 posters per theme then we may move some of the presentations into a different theme, or cut all of the poster presentations for that theme to 45 seconds.

It is suggested that you rehearse for poster presentations talks that are at most 45 second long. Be aware that time could get cut further.

Upload your slide by October 24, 2016, AoE.

New in 2016: We are going to use gesture recognition to bring up the slides in the Tools (Theme 2) poster presentations.

How this works is that:

  1. Roozbeh Jafari's group has watches that will be paired with the poster presenter in the hall outside the auditorium.
  2. The poster presenters will walk in and when they grab the laserpointer, the motions of their watch and of a sensor on the laser pointer will be paired and their slide will come up.

For Tools (Theme 2) the poster presentations must be uploaded by noon to the Google Doc so that the Google Doc can be converted to PowerPoint before the poster presentation. For Tools (Theme 2), the Google Doc will not be used during the Tools (Theme 2) poster presentations.

Thus, for Tools (Theme 2) do not plan on updating your poster at the last minute.

Due to time limitations, you can do at most one poster presentation, which would be about your poster or poster and demo. If you want an exception, please consult with the Theme Leaders for your theme.

Setup

Posters should be posted on easels, not on the walls with tape.

The posters will be placed in a first come, first served order. When you are placing your poster, let us know if you requested laptop power. We have some round tables for laptops.

Posters that are not part of large demos should be the poster rooms. Proactive Worlds posters will be presented during the first poster session, Tools and Services posters will be presented during the second poster session. This means that the Proactive Worlds posters not associated with large demos will be taken down.

We will provide one easel and one posterboard (30"x40", which will take nine 8.5" x 11" pieces of paper) and clips. You must print out your own poster and put it up yourself.

If you are doing a poster, you might want to review these references:

Demos

Large demos and medium demos that are more than a laptop and a display may operate during both sessions, it is up to the people operating the demo.

The large and medium demos are in rooms that are separate from the posters; see the venue page.

John MacCallum and Ken Lutz are handling the demos. Mary Stewart and Christopher Brooks are backing them up with Mary handling the posters.

Large and medium demos should be added to the 2016 Annual Meeting Demos And Posters Wiki. We have access to the conference facility the day before the meeting (October 25) to allow all those with demos a full day to deliver and set up their demo prior to the meeting.

Large and medium demos should probably have a poster associated with them. One person should register the demo poster.

We encourage one person for each large and medium demo to do a presentation during the poster presentation period for the appropriate theme.

After the poster session

We will take down posters after the dinner, so if you want your poster, please take it down by 7:00

After the meeting, please be sure that you have uploaded your poster and abstract to http://www.terraswarm.org/pubs/?pubpage=add.

  1. Select Talk or Presentation
  2. In the "Additional note" section on the second page, add 
     Poster presented at the <a href="http://terraswarm.org/conferences/16/annual">2016 TerraSwarm Annual Meeting</a>.

Please also be sure to add it to the SRC publication database.

Questions? Concerns? Please contact Christopher Brooks (707.332.0670)