Oral and Poster Guidelines

If you are participating as either a speaker or poster presenter at the Adaptation Futures Conference, please read through the information below. If you have any queries, please contact af2025@theconferencecompany.com  

Oral Presentation Guidelines

• Please allow time within your presentation time for questions at the end.
• You are welcome to use your own PowerPoint template, however if you would like to use the conference PowerPoint template please click here to download.
• PowerPoint Presentations should be made to the ratio of 16:9. This can be altered in page setup.
• At least 3 hours prior to your first session, please take your presentation on a USB stick to the AV technicians at the venue to load ready for your presentation. Staff at the registration desk will advise you where the technician is located. As a back-up, we recommend you bring two copies on separate memory sticks.
• Please take a few minutes to familiarise yourself with your session venue (details will be in the Conference App and Website) and audio visual equipment at some stage before you are scheduled to speak.
• Please be in your session venue at least 10 minutes prior to the start of your session and introduce yourself to your session facilitator. 

Poster Presentation Guidelines

• Each poster is limited in size to A0 Portrait, this is 841mm (wide) x 1189mm (high). Dimension larger than those stated cannot be accommodated on the poster boards.
• Posters will be on display from the Monday morning until after afternoon tea on Wednesday. You are requested to hang your poster by 1000hrs on Monday 13 October and removed after 1545hrs on Wednesday 15 October.
• Poster numbers will be emailed in September 2025.

Poster Printing

Should you wish to have your poster locally printed and delivered by the conference organisers, please complete the order form provided in your confirmation email . Otherwise feel free to make your own arrangements. 

Poster size: The size of the poster is A0 (841mm x 1189mm).
File setup: PDF, minimum image resolution 300dpi, 3mm bleed.
Stock: Printed on 160gsm Synthetic white poster paper (water & tear resistant).
Cost: $90 – payment to be made by Visa at time of ordering 
Turn-around time: 24 hours (excluding weekends).
Delivery: Orders received before midnight Sunday 5 October (NZST) will be delivered to conference venue ready for collection and hanging on your poster board during registration. Any orders received after this date will require you to arrange own collection.

Please note files will not be cross checked before printing so please ensure you adhere to the size and setup guidelines.

For all other general printing requirements please contact City Digital Print directly.

Guide for Preparation of Posters

1. INITIAL SKETCH
Plan your poster early. Focus your attention on a few key points. Try various styles of data presentation to achieve clarity and simplicity.  Does the use of colour help? What needs to be expressed in words?

2. ROUGH LAYOUT
Enlarge your best initial sketch, keeping the dimensions in proportion to the final poster. Ideally, the rough layout should be full size.  Draw rough graphs and tables. This will give you an idea of proportions and balance.

3. FINAL LAYOUT
The artwork is complete. The text and tables are typed but not necessarily enlarged to full size.  Now ask - "Is the message clear? Do the important points stand out? Is there a balance between words and illustrations? Is the pathway through the poster clear?"

4. BALANCE
The figures and tables ought to cover slightly more than 50% of the poster area. If you have only a few illustrations, make them large. Do not omit text, but keep it brief. The poster should be understandable without oral explanation.

5. TYPOGRAPHY
Avoid abbreviations, acronyms and jargon. Use a consistent type-style throughout. Use large type, for example HELVETICA. A 22mm x 30mm sheet photo statically enlarged 50% makes text readable from 1.5 metres.

6. MOVEMENT
The movement (pathway) of the eye over the poster ought to be natural (down columns and along rows). Size attracts attention. Arrows, hands, numbers and symbols can clarify sequence.

7. SIMPLICITY
Do not overload the poster. More material may mean less communication. Ask yourself, what do I want the viewer to remember?