2011 Annual Meeting
Information for Presenters
Oral presentations will be in Ballrooms C, D, E and Room 204/205. For the exact time and room of any presentation, please check the schedule.
You will have access to a laptop with LCD projector, wireless remote, and a laser pointer.
Please bring your presentation to the meeting on a flash drive or CD to load on the in-room laptops. There will be the following equipment:
- Microsoft Windows XP PC laptop with Office 2003 & 2007 (with PowerPoint 2007 & 2003) and Acrobat.
- Apple Mac OS X laptop with PowerPoint 2008, Acrobat and Keynote.
You will not be able to use your own laptop for your presentation. You may load your presentation on one of the conference laptops before the first session (7:30-8:15), during the coffee break, or during lunch preceding your presentation. A technician will be in each room to assist with the loading.
Please remember that you are allocated 15 minutes total. This includes time for you to be introduced, give your presentation, answer any questions, and do any wrap-up. Therefore, plan your actual presentation for no more than 12 minutes. We have a tight schedule and it is important that each presenter stay within the time limit.
If you have any special AV requirements or audio clips that go along with your presentations, please e-mail firstname.lastname@example.org before April 1st and we will try to make necessary arrangements with the hotel.
Your poster board will be in Ballroom B.
The poster area will open at 7:00 AM, ninety minutes before the sessions begin each day. Breakfast will be served in the same room starting at 7:30 each day. Please hang your poster sometime before 8:30 AM the day of your session if possible. Your poster will need to be taken down by 6:00 PM the day of your session.
Although your poster will be up all day, our goal is to allow you to focus your time at your poster in one half of the day. Your poster is assigned to either morning or afternoon. To determine when your poster is scheduled, please check the schedule. Please note your poster board sequence number to determine where to hang your poster.
When you get to the meeting, you will be asked to post a notice at your poster as to what specific time(s) you will be at the poster site.
The poster board usable space is 3 ft 9 in high x 7 ft 7 in wide. We will provide push pins. For more information, email email@example.com.
US Government Shutdown Contingency Instructions
In the event that US Government employees are unable to attend the SSA Annual meeting, the preferred option would be that presenters find a co-author or friend who could present the paper in their absence. Other alternatives are detailed below. Please let your convener know whatever option you choose so they can plan accordingly.
POSTER PRESENTATION OPTIONS:
If a substitute presenter is not an option, authors for poster presentations may send their poster to the Marriott and someone will hang the poster on the appropriate day. Posters must be mailed/delivered to:
Marriott Memphis Downtown
ATTN: Joy Troyer – SSA Conference
250 North Main Street
Memphis, TN 38103
Please label the container clearly with this information:
POSTER FOR <DAY> SEQ# <SEQ>
This will insure that it is hung properly.
Please send an email to firstname.lastname@example.org so that the SSA staff will look for your poster.
If you want the poster returned to you, please include a return address label.
If you are not sure of the date, time, or room of your presentation, you can check it online at
ORAL PRESENTATION OPTIONS:
If a substitute presenter is not an option, the authors for oral presentations may send the presentation slides with added audio or a written script to be shown in their absence. Authors who opt to do this must upload files per the instructions below no later than Tuesday April 12 5:00 pm CDT.
NAMING YOUR FILES:
Please name your files as follows: T-DDD-R-HHMM-NNNNNNN
T = Type of file – either “V” for “visual” (PowerPoint, Keynote, PDFs) or “S” for “script” (Word, Text)
DDD=day (WED, THU, or FRI)
R = room (A, C, D, E, or 204)
HH=hour scheduled to start (e.g. “08” or “14”)
MM = minute (e.g. “15”)
NNNNNNNN = Presenter’s last name (no length limit)
If you do not use this naming scheme, we cannot guarantee that the presentation will get loaded correctly. If you are not sure of the date, time, or room of your presentation, you can check it online at
UPLOADING YOUR FILES:
Note: During this process, you may get one or more warnings about a certificate/trusted website. Please choose “continue” or “trust” at these point.
Go to: https://mail.seismosoc.org:8080
At the login screen:
Type a user id of “ssa2011”
Type a password of “ssa2011”
Select “Crush Uploader”
At this point, you can select “browse” to find your file or drag your files into the upload box.
PLEASE MAKE SURE YOU HAVE NAMED IT PER ABOVE INSTRUCTIONS!
When you have selected all the files you want to upload, click “Start Upload.”
Send an email to your session convener(s) letting them know that you have uploaded a file.
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