Information for presenters

The following information is intended as a general guide for presenters. Specific information about arrangements for individual sessions should be directed to the session convenor and/or chair in the first instance.

Session convenors who have any special requirements for their session (that they have not already outlined in their session proposal) should send their request to AC2013@rgs.org. 

General information

Anyone can participate in the annual conference, and you do not need to be an RGS-IBG Fellow or member to attend. All participants, except non-attending co-authors, must pay the appropriate registration fee before attending the conference. 

There will be no proceedings of conference published, either online or in print, by the Society. Paper titles will appear in the printed programme book, while abstracts will be available online. The conference organisers therefore do not require authors to submit their full paper before or after the conference.

Session chairs or convenors may request a copy of the paper/presentation from authors to help with discussion in the session, but this is at their discretion.

If authors require confirmation of paper acceptance, for example for funding applications, please contact AC2013@rgs.org for assistance.

Room allocations

Room allocations will be made in July 2013. 

IT and AV provision in session rooms

Presenters are advised that each session room will be equipped with the following IT/AV equipment:

• Laptop PC with audio speakers
• Data projector and screen
• Internet connection (wi-fi or wired, depending on the room)

Presenters may not plug their own laptop into the conference data projectors. 

All presenters are responsible for ensuring that their presentation is compatible with the conference software. The conference helpdesk will be able to provide assistance if required during the conference; however, all efforts should be made to convert files to comply with the following specifications in advance.

The following software will be provided in all session rooms:

• Windows 7
• PowerPoint 2010
• Adobe Acrobat Reader
• Windows Media Player
• Quicktime

Please note that conference laptops at Imperial College venues are provided by Imperial College and they have a standard setup for conference that may not be changed; additional software may not be installed by users. IT/AV technicians will be available to assist session convenors and presenters on request.

Instructions for uploading presentations

Please bring a copy of your presentation on USB data stick and/or CD or DVD. Please follow the instructions provided in each session room to upload your presentation. In case of problems, an AV Technician and conference assistants familiar with the AV equipment will be on-site. Contact information will be provided in session rooms.

Presenters must load their presentation on the laptop and check that it runs correctly in advance of the session start time.

Getting help at conference

There will be an IT/AV technician and assistants around to help in all conference buildings. Contact details for the conference helpdesk will be provided in each session room.

Presentation timing and session organisation

You are advised to contact your session convenor and/or chair to confirm the arrangements for your session. 

Unless otherwise specified by the session convenor, presenters will have not more than 20 minutes to make a presentation including time for questions. Please aim to give a 10-15 minute presentation and allow sufficient time for questions and discussion.

Special requirements