Oral & Poster Presenter Information

Oral Presentation Information


Speaker Ready Room Hours and Location

Location:  Meeting Room M&Q, located on Level 4 of the Monona Terrace Community and Convention Center

Sunday, July 7

09:30 – 18:00

Monday, July 8

07:00 – 16:30

Tuesday, July 9

07:00 – 16:30

Wednesday, July 10

07:00 – 16:30

Thursday, July 11

07:00 – 15:30

General & Onsite Information

  • All session room screens will be in 16:9 format.  Please ensure that your PowerPoint presentation is in 16:9 format. Feel free to use our PowerPoint Template here.
  • All oral presenters are requested to check-in at the Speaker Ready Room a minimum of 24 hours prior to your scheduled presentation, to review and upload your PowerPoint presentation
  • If for any reason you are unable to meet this schedule, please inform the WAAVP 2019 Program Manager at WAAVP2019-speakers at icsevents.com before the Conference.
  • PowerPoint presentations cannot be uploaded within the session rooms.
  • Computers are available for you in the Speakers Ready Rooms for your final check
  • Once you have uploaded your presentation, you may still make changes up to 1 hour before your presentation.
  • Once the presentation has been checked, the technical staff will be responsible for its delivery to the session rooms in preparation for your presentation
  • Macintosh presentations (i.e. Keynote) cannot be accommodated, unless saved to a PC-formatted USB stick
  • Please be in your session room 15 minutes before the start time of the session and check in with the Session Chair so that they are aware that you have arrived. The Session Chairs will start and end strictly on time.

Presentation Preparation

  • You will be given the opportunity of a 15 minutes Oral Presentation (13 mins + 2 mins question and answer period) and are requested to prepare a PowerPoint presentation (16:9 format), including a title and author slide.
  • Your presentation must be prepared in PowerPoint2000 or any later PowerPoint Version (MS Windows) and provided on an USB-removable drive.
  • Set the slide size of the page to “On-screen show” and landscape orientation in the page set-up section. (Portrait orientation will not be displayed properly).
  • Use high-contrast lettering, and not too much text per page (max. 10 lines or 15-20 words). Make sure you use high-contrast colors for the best definition of your text. Please be aware that red letters or lines are usually not visible.
  • The inclusion of a disclosure slide is mandatory even if you have no conflicts to declare.
  • It is recommended to keep a copy of your presentation at the time of the presentation, should a problem occur. Furthermore, please have the presentation printed on paper, for reference during the lecture.
  • Special characters: To avoid any compatibility problems, please do not use special characters (i.e. “, Ö, Ø, ñ, ?, ®, ý, }, { etc) to name your presentation or movie files.

Poster Presentation Information


The maximum size of the poster is 48” (h) x 36” (w) or 4’ (h) x 3’ (w)

  • All Posters will be displayed for 1 full day during the Conference
  • Poster Boards will be velcro and push pin compatible. Push pins will be provided
  • Keep illustrations and text simple, remember that one must be able to read it from a distance
  • Prepare your poster thoughtfully, remember that approximately 110 posters will be presented at the same time – make your poster interesting!
  • Poster Board numbers will be provided in a separate email in June – Management will identify each poster board with the poster number

Display Hours

Location: Exhibit Hall, located in Hall A, Level 1 of the Monona Terrace Community & Convention Center. 


Poster Session 1

Monday, July 8

Poster Session 2

Tuesday, July 9

Poster Session 3

Wednesday, July 10

Set up Time

7:30 – 8:30

7:30 – 8:30

7:30 – 8:30

*Takedown Time

16:30 – 17:00

16:30 – 17:00

16:30 – 17:00

Display Hours

10:00 – 16:30

10:00 – 16:30

10:00 – 16:30

**Poster Display with Authors

Authors must be standing next to their posters during these times for questions.   

15:30 – 16:30

15:30 – 16:30

15:30 – 16:30

*Please note that posters not removed during their designated take down hours will be discarded by management.

**Presenters are also asked to stand by their poster during the coffee and lunch breaks on the day of their Poster Session to informally answer questions from delegates.

Poster Printing

WAAVP 2019 is pleased to offer a Poster Printing Service to all Poster Presenters through Valley Expo & Displays. 

Poster Printing will allow you to have your poster printed and pick up at the Registration Desk, located on Level 4 of the Monona Terrace Community and Convention Center, during the registration hours.

Poster Presenters are solely responsible for the printing cost, order confirmation and graphics submitted to Valley Expo & Display.  Unpaid posters will not be printed. 

Orders received and or proofs approved fewer than (7) days prior to delivery will be done based on availability and may not be produced.

Poster Printing Pricing



42” x 36” poster, printed on white paper stock

$55.00 USD each, ordered at least 14 days in advance


$66.00 USD each ordered 13 – 7 days in advance


Submit your Poster for Printing:

To submit your poster for printing, please follow the steps below.

Step 1:  Open the link below and click on, “Create a New Company”.  You will need to enter your contact and payment details.


If immediate assistance is needed, please contact Brittany Konkol at bkonkol@valleyexpodisplays.com or 815-873-1500 ext. 151.

Step 2: Upload your poster graphics (a high-resolution PDF file is recommended)

Copy and paste this link into your browser: https://bit.ly/2SRFm8K

  1. Click “Send”
  2. Enter email address & subject.
  3. Click “Browse” to locate file(s) for upload
  4. Enter your Abstract ID and Poster Number (this is very important)
  5. Click “Send”

Onsite Registration Hours

Posters can be picked up at the Registration Desk.  Please head to the Onsite Registration and Payment Counters and inform the Registration Staff of your Abstract ID and Poster Number.

Registration Hours:

Sunday, July 7, 2019                                09:00 – 18:30

Monday, July 8, 2019                              07:00 – 16:30

Tuesday, July 9, 2019                              07:00 – 16:30

Wednesday, July 10, 2019                     07:00 – 16:30

Thursday, July 11, 2019                          07:00 – 16:00

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