Instructions for Presenters & Session Chairs

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 indicate that the speaker’s presentation time is over. At 12 minutes, it will mean that transition to the next speaker must occur.

• A Minisymposium talk is 26 minutes long, including questions and transition. The talks will consist of 20–22 minutes for the presentation, with 3–5 minutes for discussion and 1 minute for transition. However, note that the time monitor in the room will keep the regular 13-minute schedule.
• Focus Sessions follow the exact timing as contributed papers.
• Invited lectures are 30 minutes long with an additional 5 minutes for discussion (total 35 minutes) except the following:
  • The Otto Laporte and Stanley Corrsin Lectures are 40 minutes with 5 additional minutes for discussion (total of 45 minutes).
  • 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 the Washington D.C. Convention Center, Level 1,  Salon C (behind Registration), is staffed by technicians and is provided for your use. Before your talk, go there to test your presentations and confirm your laptop settings are correct.
• Each presentation room has an LCD projector, screen, 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 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 usually reverts to its default resolution if it goes into sleep/hibernate 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.

Posters will be in the Washington D.C. Convention Center on Level 2, Hall D.

Winners of the Gallery of Fluid Motion videos, poster submissions, and the Student Poster Competition will be announced on Monday, November 20, 2023, during the afternoon break in Hall D (3:34 pm – 4:25 pm).

There are 3 types of posters set in different areas: Gallery of Fluid Motion, Technical, and  Student.  Be sure to set up your poster in the correct area.

Posters are located toward the back of Hall D, near the GFM video wall.

• Poster submitters: See the instructions below for poster size, set-up, and removal details.
• Your poster MUST be placed by Noon on Sunday, November 19, to be eligible for competition judging,
• You do not need to stand by your poster during the Poster Session scheduled during the Monday afternoon break – but do go to the prize ceremony, which takes place during that time.

• Presenters: See the instructions below for poster size, set-up, and removal details.
• The poster session occurs during the afternoon refreshment break (3:34 pm – 4:25 pm). Please stand by your poster during this time to discuss your work with conference participants but go to the prize ceremony when it takes place.

• Competitors: See the instructions below for poster size, set-up, and removal details.
• Your poster MUST be placed by Noon on Sunday, November 19, to be eligible for competition judging,
• The poster session occurs during the afternoon refreshment break (3:34 pm – 4:25 pm). Please stand by your poster during this time to discuss your work with conference participants but go to the prize ceremony when it takes place.

• Your poster must fit in the space set aside: 45″ x 45″ (1.14 x 1.14 m)
• Pushpins will be available to affix your poster to the board.

Saturday, November 18, 2:00 pm – 8:00 pm
Sunday, November 19, 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. There will be staff available to assist you and provide pushpins.
• Shipping tubes or carriers left by poster boards will be discarded.
• Be sure to take 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.

Tuesday, November 21, 2023, 12:00 pm. A poster not removed by noon will be thrown away.  Removing your poster prior to the closing of the exhibit hall is disrespectful to those who rightfully expect it to be there until the advertised removal time.  Be more considerate.  If you must leave, place a notice on your board that you will be removing your poster before the advertised closing time and exactly when that will be.

Acting as a Session Chair is an important responsibility and service to our community. Note: Meeting rooms will have student volunteers to assist you.

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, microphone, and pointer.
• Speakers must provide their own laptop computer. Users should bring their adapter to connect their laptop to a full-size HDMI.
• 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.
• Speakers are encouraged to go to the Speaker Ready Room in the Washington D.C. Convention Center, Level 1,  Salon C (behind Registration), to test their presentations and confirm their laptop settings.

• Find the room where your session will occur well before the start.
• The APS Epitome lists the talks and authors for each session. We suggest you download or print this information for your session.
• 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 to announce them.  A student volunteer will help the speakers connect to the projector.
• 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 move closer to the front of the room. If the room is approaching full capacity, 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,  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 throughout the room 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.