FORGE 2022: Poster Guidelines

 
 

Thank you for your valuable contribution to the FORGE Conference 2022. This document includes all the information you need to prepare for your presentation.

About the FORGE 2022

The FORGE 2022 will be hosted at The MAC theatre in Belfast. We will also use the Whova event management app to enable all conference delegates to:

  • View and customize their conference agenda
  • Attend and participate in both pre-recorded and live conference sessions through a video conferencing app
  • Meet and network with other attendees
  • Pose questions and discussions to organizers or attendees
  • View content before and after the event is live

More information about how to access and use the Whova app for The FORGE can be found below.


About posters at The FORGE

We really want our presenters to excite, educate and inspire us. We need you to communicate your passion and purpose as well as your ideas. That’s why we’re asking our poster presenters to deliver a 3-minute elevator pitch that introduces their poster.

To help you prepare we are running a workshop to help you. Please contact info@eventforge.co.uk if you have not received an invitation.  

This training will provide some tips to help you inject passion and excitement into your presentation and strategies to help you capture and hold the audience’s attention. In the meantime, you can find more information below. This workshop will help you to understand that the judges are looking for in a good poster. If you cannot attend, don’t worry we’ll share a recording of the session with you.

Requirements for posters

Posters will be displayed in the venue and on the Whova online platform, so you must prepare supply a physical poster and upload a PDF version to the Whova platform.

All poster presenters are required to deliver a 3-minute elevator pitch to promote your poster. ALL poster presenters must record and upload a 3-minute video to the Whova platform by 18 March. If you are attending the conference in person, you will also be allocated 3-minutes on the main stage to deliver your elevator pitch.

See below for more details.


In-person poster exhibition

There will be space provided to display your poster.  Posters will be displayed in the “Factory”, on the 6th floor of the venue. Posters should be no more than 36 inches (90cm) by 48 inches (120 cm). Velco mounting accessories will be provide and must be used. This is in addition to your electronic space in Whova which should be used as an e-equivalent and questions from attendees could come in either format (in person or electronic).

If you are attending the event in-person, you will also be allocated 3-minutes on the main stage to deliver an elevator pitch for your poster. Use this opportunity to provide context to your poster and make your audience excited about your research. The presentation should be short and snappy and  should communicate your passion for your research: why it is important to you and why it is important to the world.

Additionally, we are asking all poster presenters to submit a recording of the elevator pitch as per the recording submission instructions below

Submitting your recording

Please rename the files with the “conference-year_track_surname”, ensuring to include underscores. For example, Steve Smith’s presentation has been assigned to the Making track, consequently he should rename his recording as follows:

  •  FORGE2022_Making_Smithmp4.

Submit you file using a file transfer service such as WeTransfer.com
Please send your file  to info@eventforge.co.uk no later than March 18 2022.


Virtual poster

All poster presenters will be allocated a space in the Artifact Centre on Whova. You must upload your content: a PDF poster and your 3-minute elevator pitch (supplied as an MP4 file) directly to your poster profile.

Judges will review your online recording prior to the event, so in order to be considered for the best poster prize you must:

  • Submit your video and PDF no later than 18 March*
  • Your video must be no more than 3 minutes – presentations longer than 3 minutes will not be eligible for the best poster prize.

Your virtual poster and elevator pitch will be hosted on a virtual booth in the Whova exhibitor center.


How to set-up your virtual booth

  1. Login to your booth (login details will be provided).
  2. The virtual booth is designed for e`xhibitors, so not every section will be relevant for you. Use common sense and be creative about how you utilize the virtual space. For example, you can
    Use the Company Description section to add your biography to help the judges and attendees get to know you
    Use Company & Product Photos section to add a headshot
  3. Leave blank any sections that you don’t think are relevant or useful and do not share any personal information, such as your home address or telephone number.
  4. Please don’t upload any video content to your booth. Follow the Submitting your recording advice provided below.
  5. Finally, you must agree to the Whova Terms of Service in order to Submit your information and update your booth.
    Add your poster and up to one additional PDF to your booth
  6. Login to your booth (login details will be provided).
  7. Click “Upload PDF file”. You may upload at most 2 PDF files, each with a max size of 10MB.
  8. Add a title for the handout, and select a PDF file from your local computer
  9. Click “Upload” and save the form


Recording & saving your elevator pitch

There are several options for recording your presentation: Microsoft PowerPoint, Zoom, but the most important thing is to use a system that you feel comfortable with.

More presentation tips can be found below.

Top Tips for recording

Use a microphone – if you have one. Whichever option you choose for your recording, the single most important factor of recording a good video is the audio quality. People will watch a grainy video, but a high-definition video where the audience has to struggle to hear what’s being said is big turn off, literally.

Use an earphone and speaker set if you have one. If not, make sure you are close to your recording device and face the camera while you speak.

Eliminate ambient noise Make sure windows are closed to shut out external sounds, like traffic and birdsong. Ensure your phone is switched off or on silent and set your computer status to Do Not Disturb. This will prevent interruptions and notifications popping up during the recording.

Lighting The best approach is to have your light source behind the camera to light up your face. If the lights or windows are behind you, they’ll mess with the light levels on your video. For the same reason, don’t stand directly under a spotlight.

Background White walls are fine, but it’s okay to have something innocuous but discernible in the background. Don’t be afraid to show your natural environment e.g. bookcases, plants, painting – as long as they are not too distracting and make sure that there are no personal items, like photos.

Framing – avoid putting yourself dead center You may want to be the center of attention, but don’t put yourself bang in the center of your video. It’s a neuroscientific thing, but basically, you want to be slightly off center to the left or right, rather than directly in the middle of the frame.

Camera height – don’t show the inside of your nostrils

The camera height can be dead center, but be careful of the angle. The lens should either be directly level or be pointing ever so slightly downwards towards your face.

Technical guidance for recording presentations

Recording & saving your presentation

There are several options for recording your presentation. To record yourself delivering your presentation with slides, we recommend you use Microsoft PowerPoint. Of course, there are other options and the most important thing is to use a system that you feel comfortable with.

We strongly recommend you record using a laptop or desk top PC, rather than a mobile device

More presentation tips can be found below.

Recording in PowerPoint – Recommended

The latest version of PowerPoint has an in-built recorder to let you record your presentation with narration and a camera input so that you can record yourself delivering the presentation (see Figure 1). This means we can see you deliver your presentation, which really adds human touch and will help bring your words to life.

 

Figure 1: Figure: Presentation recorded in PowerPoint with narration and video capture of the presenter

You can find comprehensive instructions on how to record in PowerPoint here.

Once your recording is complete, you must save it as an mp4 file in order to submit it to the FORGE team. Saving a Powerpoint file as a video can greatly increase the file size, so please compress images in the presentation prior to recording (NOTE: only compress image if it’s possible to do so without making them ‘fuzzy’).

Recording in Microsoft Teams OR Zoom

Recording in Microsoft Teams

You can set up and record a Teams meeting – the university of Reading provides a great overview of how to do this Microsoft Teams: Making a recording.

The recording will be saved in Stream. You will need to download the file from Stream in order to submit it to the FORGE team at Malvern Panalytical.

Recording in Zoom

You can also use the free Zoom client to record your presentations. If you have not already done so, you will need to register with Zoom and download the Zoom client

Follow Zoom’s user guidance to enable a ‘Local Recording’.

Submitting your recording

Please rename the files with the “conference-year_track_surname”, ensuring to include underscores.

For example, Steve Smith’s presentation has been assigned to the Making track, consequently he should rename his recording as follows:

  • FORGE2022_Making_Smith.mp4.

Submit your file using a file transfer service such as WeTransfer.com

Please upload your video file and poster to your Whova profile no later than 18 March 2022 – you will receive an email with access information.

 

Thank you

Finally, thank you for your valuable contribution to the FORGE Conference 2022. It is greatly appreciated and we are looking forward to meeting you in Belfast.

Should you have any questions, please do not hesitate to contact us: info@eventforge.co.uk

Good luck with your presentation!