File names, software compatibility, loading talks and IT support
Delegates should (if possible) load their talks onto the laptop computers provided at the time of formal registration at the Registration desk. It is especially important that ALL talks for the first day’s session are loaded the night before (25 November 2018). Convenors should also ensure that all talks for their symposia are loaded at least one half day session ahead of the due symposium date. At other times presentations should be loaded on the PCs provided at the Registration desk and a user-friendly system to upload your talks is being developed. Presentations are NOT to be uploaded directly in the symposium halls.
Presentations must be prepared as a digital file in MS PowerPoint (see software specifications below). Name the presentation file with your surname (presenting author family name as used in the Programme booklet), the day of the presentation (Monday to Friday) and the keyword of the symposium, e.g., “Mwatawala Monday Tephritoidea”; “Wahlberg Tuesday Empidoidea”; “Jaschhof Thursday open-ended genera”; Muller Friday bioinformatics”. See the below table for details.
Table of symposia, days and keywords for labelling computer files
Tephritoidea – applied research and taxonomy
Ecology and behaviour of biting flies
Systematics and taxonomy of lower Cyclorrhapha
Vectors of human disease, biology and environment
Systematics and ecology of Bibionomorpha
Advances in Neotropical dipterology
Systematics and ecology of Empidoidea
Developments in acalyptrate dipterology
Diptera interactions with amphibians
Taxonomy and phylogeny of Asilidae – honouring 40 years of Afrotropical research by Jason Londt
Advances in Diptera phylogenomics
Biodiversity surveys and conservation of Diptera
Advances in Afrotropical dipterology
Flies in time – how fossils change our understanding of Diptera evolution
Calyptrate evolution and diversity
Too many species, too little time fresh approaches to “open-ended” genera
The importance of Diptera in plant-pollinator networks
Taxonomy and systematics of lower Brachycera
Systematics and ecology of Culicomorpha
Morphological character systems in Diptera
Biodiversity informatics of Diptera
Presentations should be compatible with MS PowerPoint 2013 and be saved as either a ppt or pptx file. Presentations should have an aspect ratio of 4:3 and not 16:9 widescreen.
Presentations prepared in MS PowerPoint for Mac could have compatibility issues on PC. If you are using MS PowerPoint 2013 for Mac or older, we recommend you make use of the Compatibility Checker of the software to check for any issues with PowerPoint 2013 for PC. MS PowerPoint 2016, however, does not have this feature. Ensure to use standard fonts shared between Mac and PC; Arial, Calibri, Times New Roman are recommended, please see this safe list of fonts for further information. When using images in your presentations, don’t use any native Mac file formats, such as PICT, MOV.
It is up to all presenters to check whether their Mac or PC presentations are compatible with the venue’s software. Please verify that links embedded in your presentation do work prior to your talk. PCs will be available in the IT room at the conference venue and we recommend that presentations are checked at least one day before the relevant symposium to allow time to adjust slides if necessary. When preparing your talks please bear in mind the symposium halls are not completely dark. Delegates are not allowed to use their own laptops unless this is pre-arranged with the relevant symposium Convenor and then only in exceptional circumstances.
A member of the IT team will be permanently on hand at each concurrent session to assist with any IT issues, with opening files, etc.
Microscopes will also be available in the IT room for those delegates that wish to examine specimens.
Duration of presentations
Please check on the Programme booklet (attached PDF) for the symposium hall and time allocated to your presentation/s. Convenors will introduce speakers and oversee the questions and Discussion sessions (if relevant).
Each regular oral presentation will be 12 minutes duration (with 3 minutes for questions if time allows). Each symposium normally includes a keynote address, which is 25 minutes duration (with 5 minutes for questions) and is normally the first presentation listed on the symposium programme, following the short introduction by the Convenor.
Speakers must keep strictly within time to allow the movement of delegates between sessions. The Convenor will inform speakers 2 minutes and 1 minute before the end of their presentation to allow them time to wrap-up, after which the talk must end. Some Convenors have allocated a separate 15 minute Discussion session at the end of their symposium at which broader themes raised in the symposium can be more widely discussed (see Programme booklet for details).
If any delegates cancel and do not give their scheduled presentation that session can either be used for discussion or a break taken in the programme in order to keep to the scheduled Programme times. Talks cannot be moved up in the programme as it effects those delegates moving from session to session to view different talks.
Convenors will be provided with separate forms for the marking of student oral presentations for the “Best student presentation” competition and should ask attending delegates before the symposium session to complete these and return them after the session is over. These are then handed in at the Registration desk by the Convenor. Final judging will take place at the end of the Congress by a panel of judges who will review the completed forms.
Posters MUST be portrait format A0 (841 x 1189 mm) in size in order to fit on the panels provided.
Poster boards will be positioned in the foyer area of the Safari Conference Centre and can be erected by delegates from 12 noon on Sunday 25 November 2018.
All boards will be numbered with the relevant poster number, as printed in the list of posters at the back of the Congress Programme. Please ensure you erect your poster under the correct number. Some poster numbers have the postscript “(S)” which indicates “Student presentation” and is for the purpose of the poster judging only.
Adhesive materials will be provided for delegates to attach these to the boards (please only use the materials provided).
A poster session will take place on the afternoon of Wednesday 28 November, from 14h45–16h30 (after the Group photograph), when poster presenters should be available to answer questions and students to speak to the poster competition judges.
Posters must be removed from the poster boards by 12 noon on Friday 30 November or will be removed by Congress staff and left for collection.