Instructions for Presenters & Session Chairs

• Oral presenters are asked to upload a 10-minute video of their presentation to the conference platform.
• Poster presenters are asked to upload a 1-page PDF of their poster and have the option of uploading a 2-minute video to explain their science.

The upload deadline is Monday, November 14, at 5:00 pm Eastern Time. APS/DFD cannot guarantee videos uploaded after the deadline will be played at the meeting.

NOTE: The primary presenter for each abstract must be registered to upload their video or poster.

If you cannot attend the meeting in person,  your uploaded video will be shown during the time slot of your scheduled presentation. All Q&A for oral and poster presentations will occur asynchronously via the meeting website.

Award sessions, invited talks, and a small number of key sessions will be recorded during the conference and included on the virtual platform, contingent upon author consent.

Videos will be available on the meeting platform to registered attendees until December 31, 2022.

Uploading your presentation to the virtual platform benefits the entire DFD community – and you!

• Expands the reach of your research so ALL registrants can see your presentation. This includes those from around the world who may not be able to travel to the Meetings.
• Allows attendees to view presentations that overlap in the schedule.
• Allows attendees to go back and re-listen to a talk after the conference.
• Allows attendees to refer colleagues to talks of particular interest to their study area.
• Ensures in-person presenters that their talk will be available to all attendees should unforeseen circumstances (such as illness) prevent them from coming.

NEW THIS YEAR!
There will be an award for the most-watched video on the meeting platform.

• The Bravura Speaker Console is where you can upload your presentation video for the virtual audience.
• The virtual platform and the APS Meeting App are linked, so your information will also be available there. This will allow both in-person and virtual attendees the opportunity to reach out to you regarding your science.
• Prior to the meeting, login to the Bravura Speaker Console with your APS Credentials. (You must be registered for the meeting to log in. Not registering prior November 14, will cause issues with your access to the system.)
• Set up your meeting profile including photo and contact information. (Note, your email address will not be public.)
• Click on My Sessions, to find your presentation and click on the appropriate session.
• On the Details Tab you can upload a video or record directly to the Bravura Platform.  If you record in the Bravura Platform, please make sure you select Save to Cloud.
• Click on Documents to upload your poster or any handouts or supplemental materials.

Contact the APS staff at virtual-events-help@aps.org.

• Speakers should arrive at least 10 minutes before the start of the session and introduce yourselves to the Session Chair.
• A computer monitor in each room will be used to time the sessions. The Session Chair will strictly enforce this timing.
• Contributed papers are limited to 10 minutes, with 2 additional minutes for discussion. This is followed by 1 minute for the transition to the next paper and the introduction of the next speaker. During the talk, the monitor will indicate at 8 minutes that the speaker has to finish in 2 minutes. At 10 minutes, it will suggest that the speaker’s presentation time is over. At 12 minutes, it will indicate that transition to the next speaker must occur.
• The Minisymposium talks will consist of 20–22 minutes for the presentation, with 3–5 minutes for discussion and 1 minute for transition (a total of 26 minutes.) However, note that the time monitor in the room will keep the regular 13-minute schedule.
• Focus Sessions follow the same timing as contributed papers.
• Invited lectures are 30 minutes long, with an additional 5 minutes for discussion (35 minutes).
• Prize and Award Winner vary in length talks vary in length.
  • The Otto Laporte Lecture is 40 minutes, with five additional minutes for discussion (a total of 45 minutes).
  • This year there are 2 recipients of the Stanley Corrsin Award. Each will present a 30-minute talk which will include discussion.
  • The Andreas Acrivos Dissertation Award and François Frenkiel Award Talks are 17 minutes, with an additional 3 minutes for discussion (totaling 20 minutes).

• A Speaker Ready Room, located in Room 201-202, is staffed by technicians and is provided for your use. Before your talk, please test your presentations and confirm your laptop settings in the Speaker Ready Room.
• Each presentation room has an LCD projector, screen, lavalier microphone, and pointer.
• Show up ten minutes before the session starts and ask the student volunteer in the room to connect your laptop to the six-way switch; do not do so yourself.
• Speakers must provide their own laptop computer. Users should bring their adapter to connect their laptop to a full-size HDMI.
• Speakers are responsible for procurement and the cost of renting any additional AV equipment. Also, note that the APS is not responsible for the security of any personal computers.
• Macintosh users should bring their own adaptors to connect their laptops to the projector.
• There is very little time to recover from an AV malfunction, should one occur. Please check for the following common reasons for malfunctions before your presentation:
  • Meeting room projectors will have 1920 by 1200 resolution. Please set your laptop resolutions to 1920 by 1200 (16×10 format). Your images will not display correctly if your laptop’s resolution is higher than the projector’s. The projectors can support presentations at a lower resolution, including presentations in a 4×3 format.
  • Set your laptop’s power profile, monitor profile, and screensaver to turn off the sleep/hibernate mode. Your computer will usually revert to its default resolution if it goes into sleep/hibernates mode.
  • Animations and equations in PowerPoint are not necessarily compatible across different versions. If you load your presentation onto another computer, please check that it displays correctly.

Three types of posters are included in the meeting: Technical, Student Competition, and Gallery of Fluid Motion. The posters session for all three is on Monday, November 21, 2022, during the afternoon refreshment break (3:22 pm – 4:10 pm).

Presenters should stand by their posters at this time to discuss their work with conference participants.

The prize ceremony for the Gallery of Fluid Motion and Student Poster Competition will take place during this break.

Posters will be located in the Indiana Convention Center on Level One, Exhibit Hall HI.

Saturday, November 19, 2:00 pm – 8:00 pm
Sunday, November 20,  7:00 am – 12:00 pm++

• Use your poster number to place your poster in its assigned location. Double-check that you are in the right section.
• Shipping tubes or carriers left by poster boards will be discarded.
• Be sure to take any personal items with you. DFD is not responsible for the security of personal belongings.
• Audiovisuals are not allowed in DFD poster sessions. Instead, posters should be designed using compelling printed visuals.

++ STUDENT POSTER COMPETITORS: your poster must be placed by Noon on Sunday, November 20, to be eligible for competition judging,

All poster presenters will be provided:

• Your poster must fit in the space set aside 45″ x 45″ (1.14 x 1.14 m).
• Pushpins and Velcro to affix your poster to the board.

Tuesday, November 2​2, 2022, 12:00 pm

• A poster that is not removed by 12:00 pm will be thrown away.

• Tips for Designing a Poster Presentation (PDF)
• Tips for Presenting a Scientific Poster (PDF)

Acting as a Session Chair is an important responsibility and service to our community. Note: All meeting rooms will have a student volunteer to assist you with running the session.

• Strictly adhere to the timing signals. These signals allow attendees to move between sessions and rely on the exact time of each presentation as listed in the program. Speakers must be asked to stop when their allotted time is up.

• Each presentation room has an LCD projector, screen, lavalier microphone, and pointer.
• Speakers must provide their own laptop computer. Users should bring their adapter to connect their laptop to a full-size HDMI.
• All meeting rooms will have a student volunteer to assist you with running the session.
• The student volunteer assigned to your room will bring a laptop containing the pre-recorded videos to the session room before the start of each session. Each student volunteer is typically assigned to 2 rooms and will be available to troubleshoot, if needed, in playing the pre-recorded videos.
• Some audiovisual technicians are available to assist you with problems that arise. Be aware, however, that they are responsible for several rooms and may not be readily available.
• If a presenter fails to appear in person, please check if a pre-recorded presentation video is available on the laptop and play it on the projector during the scheduled talk time.
• Speakers are encouraged to go to the Speaker Ready Room 201-202 to test their presentations and confirm their laptop settings.

• Arrive in the session room at least 10 minutes before the session to meet the speakers and verify the pronunciation of their names. Ask if they want to announce their title and co-authors or if they prefer you do it. (If the speaker is not in attendance, make sure to read the Finding Session Videos/Talks section) A student volunteer will help the speakers connect to the projector.
• Check which presentations are available as videos on the laptop before the session. However, note that even if a video is available, the presenter may still give the talk in person.
• Just before the session begins, briefly introduce yourself to the audience. Explain the timing system to the audience.

• If the room is sparsely seated, encourage the audience to reseat themselves closer to the front of the room. If the room is approaching full, point out empty seats to those still standing.
• Start the session on time. Announce the first abstract and author when the monitor timing system signals the beginning of the talk.
• If a presentation has been withdrawn or should a speaker fail to appear and no pre-recorded video is available, allow the preceding discussion to continue or suspend the session until it is time for the following scheduled abstract. You may allow a speaker who misses their scheduled time to speak at the end of the session if time allows.
• Please ensure that all speakers (students in particular) are treated with professional courtesy. You will be expected to encourage discussion and moderate the question period.
• Consider preparing a question to get the discussion started. Make sure questions can be heard and understood, repeating them if necessary.
• Keep an eye on the clock and intervene to suggest extended discussions be postponed until after the session ends.

• Session: you can find specific videos for your session on the laptop provided by the student volunteer, labeled with the room number.
  The videos are stored in folders on the desktop. For example, the talks for session A01 on November 20 at 8 am would be in folder A01.
• Talks within the session: folder videos are sorted by talk ID and presenter’s last name.
  A01.00006 Petry.mp4.
  Note which presentations are available before the session. Be aware, however, that even if a video is available, the presenter may still give the talk in person.