Presenter Guidelines

General Information for All Presenters

 

Thank you for presenting at the 2026 CAA Congress.  These guidelines will assist with your preparation and participation in the event.

Presentation Upload

  • Poster presenter videos due – 3 August
  • Presentation slides and poster PDFs due – COB 5 August
Presentation Upload

Presentation & Session Times 

  • Check the online program to confirm your presentation’s session, date and time
  • The program on the website and in the attendee app is live and will include any changes
  • Please re-confirm your session date, time and room prior to your presentation

Keeping Time

Not keeping to time is the biggest disruption to conferences and negatively impacts the experience of attendees and presenters.

  • Please ensure you keep to your allotted time
  • The session chair will use timecards to show you how much time is remaining
  • The session chair will use a bell to signal the end of your presentation
  • If you use all the allocated time, the chair will not allow questions and will move to the next speaker

Handouts

  • If you wish to provide handouts to attendees, send a PDF version to mail@conferencedesign.com.au 
  • Handouts will be added to your presentation/poster in the attendee app 

Official Letter of Presentation

  • All presenters will be sent a letter after the event confirming their presentation(s) delivered at the event 
  • The letter will be sent as an email and can be saved as a PDF by the presenters if needed. It will include the presentation title, format and authors 
  • One letter will be sent to the corresponding author 
  • The corresponding author can make the letter available to co-authors 

Publication of Slides

  • Slides will be converted to PDF and made available on the event website 
  • If you do not wish your slides to be published, please email mail@conferencedesign.com.au 
  • If you wish to provide edited slides for publication, please advise us following your session and send a PDF version to mail@conferencedesign.com.au 

Copyright & Ownership

  • Authors retain ownership and copyright of their presentation and material 
  • Ensure you have documented permission to use any images, music or other content in your abstract and presentation. Do not include any images copied from the internet. Getty Images and other agencies crawl the internet looking for images that have been copied without the appropriate licenses. You are liable for all copyright infringements that arise from your presentation 

Recording & Photography of Presentations 

Attendees agree to registration Terms & Conditions, which prohibit unauthorised photography, screenshots, audio, or video recording of event material. We cannot enforce this rule completely, so you should assume a participant may take unauthorised recordings. You may wish to adjust the content of your presentation accordingly. 

Audio-Visual (AV) Equipment

Each session room will be equipped with: 

  • Presentation computer running Windows 
  • Data projector 
  • Screen or large monitor 
  • Lectern 
  • Microphone, including sound for your presentation 
  • A clicker to progress your slides 
  • A laser pointer or mouse for pointing 

All presentations will be run from the presentation computer. 

If you use a Mac, have a complex presentation, or require an uncommon program, we suggest you bring your laptop as a backup in case of difficulties loading your presentation. You will need to arrange this in advance with the AV technicians. 

PowerPoint Presentation Tips

  • Slides should be in a 16:9 aspect ratio 
  • Video and audio clips should be embedded in your slides rather than linked to external files 
  • There should be no more than 5 x 1-line bullet points per slide 
  • The optimum title text is 45 – 55 points and no smaller than 36 points 
  • Body text should be at least 26 points 
  • Avoid UPPERCASE letters as they are hard to read 

Oral Presentations

Preparing and Uploading Presentations

  • Prepare your PowerPoint slides in 16:9 aspect ratio 
  • Embed any content such as audio or video; don’t link to external files 
  • Load your presentation slides to the Dropbox folder prior to 5 August 
  • Presentation files should be named using your family name, the day and the time of your presentation (e.g. Brown-Saturday-1400.ppt) 
  • You can upload your presentation before the event using the link provided or take your presentation to the AV technicians onsite 
  • If you upload your presentation before the event, you can take an updated version to the venue 
  • Bring your presentation on a USB as a backup 
  • Check your presentation with the AV technicians at least two hours before your session. 

Before the Session

  • Re-confirm your presentation’s session, date, time, and room in the attendee app prior to your session 
  • Arrive 15 minutes before the session starts to meet the session chair and AV technician 
  • AV technicians will assist you and trouble shoot technical issues in the unlikely event these arise 
  • Familiarise yourself with the room layout and AV equipment 
  • Sit at the front of the room to move quickly to the lectern once the chair introduces you 

During your Presentation

  • Please ensure you keep to the allotted time 
  • The chair will signal the time remaining in your presentation (5 minutes, 2 minutes, 1 minute) 
  • The chair will ring the bell when you must stop 
  • If you use all your time, the session chair will not allow questions and will move to the next speaker 
  • Please remain in the room following your presentation as the chair will use any remaining time for questions 

Question Time

  • For individual speakers, question time is included in your presentation time 
  • For panel sessions, question time is scheduled at the end of the last presentation 
  • The chair will direct questions from the audience and from the app 
  • Use a microphone (if available) when responding to questions 

Presenter Registration

  • All presenters must be registered for at least one day of the event by the close of early bird and pay the appropriate registration fee 

Poster Presentations

Display Posters

  • Posters will be displayed onsite in A1 portrait size 
  • Your poster should be prepared in A1 size in portrait orientation, which is 59.4cm wide x 84.1cm high 
  • You do not need to use an event template to prepare your poster 
  • You need to print your poster and bring it with you to the event 
  • Poster boards and adhesive will be provided 
  • Poster boards will be numbered; check the website for your poster number 
  • You need to collect your poster at the end of the event; posters will not be kept by staff 
  • All posters will be displayed in the attendee app as a PDF 
  • Upload a single PDF file of your poster to the Dropbox folder prior to 5 August 
  • PDFs should be named using the poster numbers from the website, your family name, and the initial five words of the title (e.g. 123-Brown-A study from Australia hospitals.pdf) 

Short Video Presentation

  • All poster presenters have the opportunity to record a short video about their abstract 
  • Videos will be linked to a QR code which will be displayed next to your poster 
  • To view your video, delegates will scan the QR code using their mobile phone 
  • Videos will also be linked to your poster listing in the attendee app 
  • If you would like to provide a video, please upload your recording to Dropbox no later than 3 August 
  • Ensure videos are in MP4 format, and we recommend keeping to a limit of 5 minutes 

Presenter Registration

  • All poster presenters must be registered for at least one day of the event by the close of early bird and pay the appropriate registration fee 
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