AM25 Presenter Guidelines

MEETING OVERVIEW
The Annual Meeting of the Association for Information Science and Technology is the premier international conference dedicated to the study of information, people, and technology in contemporary society. The ASIS&T Annual Meeting gathers leading scholars and practitioners from around the globe to share innovations, ideas, research, and insights into the state and future of information and communication in play, work, governance, and society.

ABOUT ASIS&T
For 88 years, the Association for Information Science and Technology (ASIS&T) has been the leader in keeping information professionals, information research managers, librarians, records managers, and others who “bridge-the-gap” between the present and future, between research and application, and between developer and user. ASIS&T helps its 2,000 members and conference attendees meet the challenges of today and prepare for tomorrow.

WHO ATTENDS?
The ASIS&T Annual Meeting is the preeminent global gathering of information science researchers and professionals in the world. The meeting draws an extremely targeted audience of more than 500 information science researchers and practitioners from around the world.

EDUCATIONAL SESSIONS

• Workshops are held on Friday and Saturday, 14-15 November and require a separate fee.
• Regular meeting sessions are held throughout the day on Sunday-Tuesday. Sessions are typically 90 minutes but may vary in length as noted in the meeting app.

PRESENTER INFORMATION

• Except for the virtual sessions already scheduled, the Annual Meeting is a 100% face-to-face event. No virtual presentations or prerecorded sessions are permitted at the in-person meeting. If you find you are unable to participate in-person in the panel or Alternative Event, please email us right away so we can update the program – email meetings@asist.org
• Long and short papers have been grouped together based on a common topic into Paper Sessions. Long papers will be 20-minute presentations with 10 minutes for questions and answers. Short Papers will be 12-minute presentations with 3 minutes for questions and answers.
• You may review the conference agenda in ConfTool to confirm the description, date, time, and location of the session.

ROOM SET UP, INTERNET, AND AV EQUIPMENT

• Meeting rooms will be set theater style (no tables) based on the expected size of the audience.
• Sessions will be set with basic AV equipment – LCD projector, laptop, and screen. Basic wireless internet will be available in meeting rooms and public spaces; however, it will not accommodate any live streaming or large downloads. Additional internet and equipment will not be available onsite.
• It is recommended that all of the slides for the panel or AE be consolidated and loaded onto the primary laptop in the meeting room 30 minutes prior to the session start time to ensure a smooth transition between presentations. It’s disruptive to the flow of the session to have to switch between laptops for each presenter. It is recommended that you bring a back-up of your presentation on a flash drive.
• Do not close the laptop in the meeting room. It is connected to the Wordly software and must remain open to function.

MEETING APP

• In early September, you will receive an email from Whova our provider of our meeting app. The email will contain a link for you to access your speaker profile so you can upload your photograph (optional) and biographical sketch into our app. Please do so right away so your information is there for registrants to access. If you don’t wish to use the app, please email us your biographical sketch as soon as possible so we can upload it to the app. If you don’t receive the email by 26 September, please let us know right away via email to meetings@asist.org.

PANEL/ALTERNATIVE EVENT ORGANIZERS

• The panel/AE organizer will chair the session and introduce each presenter by name and affiliation.
• The chair should know the order of presentations and keep the session on time.
• The chair will facilitate question-and-answer periods throughout the session. Remember when answering questions from the audience, to repeat the question to ensure all attendees can hear the question.

ASIS&T STYLING STANDARDS FOR ALL POWERPOINT PRESENTATIONS

• To ensure a consistent look throughout the meeting, presenters are asked to use the ASIS&T 2025 Annual Meeting template when preparing your slide deck.
• Minimum font size to use in your presentation = 28.
• Minimize use of animation.
• Utilize video when appropriate. Video is engaging and breaks the monotony.
• Have an image or graphic on at least 90% of your slides.
• Minimize text. If the audience must choose between reading the slide or listening to you, half of your information will be lost to them because they cannot do both.
• Minimize clutter. Avoid including too much information on one slide.
• Colors are often paled by a projector and large screen, so use more vibrant colors than you normally would.
• To “green” the conference, we discourage the distribution of handouts at the conference. Alternatively, you may upload any documents into the conference app.

MEETING OVERVIEW
The Annual Meeting of the Association for Information Science and Technology is the premier international conference dedicated to the study of information, people, and technology in contemporary society. The ASIS&T Annual Meeting gathers leading scholars and practitioners from around the globe to share innovations, ideas, research, and insights into the state and future of information and communication in play, work, governance, and society.

ABOUT ASIS&T
For 88 years, the Association for Information Science and Technology (ASIS&T) has been the leader in keeping information professionals, information research managers, librarians, records managers, and others who “bridge-the-gap” between the present and future, between research and application, and between developer and user. ASIS&T helps its 2,000 members and conference attendees meet the challenges of today and prepare for tomorrow.

WHO ATTENDS?
The ASIS&T Annual Meeting is the preeminent global gathering of information science researchers and professionals in the world. The meeting draws an extremely targeted audience of more than 500 information science researchers and practitioners from around the world.

EDUCATIONAL SESSIONS

• Workshops are held on Friday and Saturday, 14-15 November and require a separate fee.
• Regular meeting sessions are held throughout the day on Sunday-Tuesday. Sessions are typically 90 minutes but may vary in length as noted in the meeting app.

PRESENTER INFORMATION

• If you find you are unable to present your poster in person, please arrange for a coauthor to present, and please email us right away so we can update the program . If neither you nor your coauthor are unable to attend in person, present the poster, please let us and we will transfer your poster presentation to the Virtual Satellite Meeting for presentation on 12 December. Email us at meetings@asist.org.
• All in-person posters will be displayed on Monday, 17 November in Independence Room AB.
• The poster room will not have projection equipment or electrical outlets.
• In early September, you will receive an email from Whova our provider of our meeting app. The email will contain a link for you to access your speaker profile so you can upload your photograph (optional) and biographical sketch into our app. Please do so right away so your information is there for registrants to access. If you don’t wish to use the app, please email us your biographical sketch as soon as possible so we can upload it to the app. If you don’t receive the email by 26 September, please let us know right away via email to meetings@asist.org.

MEETING APP

• In early September, you will receive an email from Whova our provider of our meeting app. The email will contain a link for you to access your speaker profile so you can upload your photograph (optional) and biographical sketch into our app. Please do so right away so your information is there for registrants to access. If you don’t wish to use the app, please email us your biographical sketch as soon as possible so we can upload it to the app. If you don’t receive the email by 26 September, please let us know right away via email to meetings@asist.org.

GUIDELINES FOR IN-PERSON POSTER PRESENTATIONS

• Posters will be assigned a poster number which will correspond with the listing on the ASIST website, in the conference agenda, and in the app. By the end of September, we will send you your poster number and you will be able to find your poster number on the website.
• Look for your poster number mounted on your assigned board in the room.
• You will mount your poster on your assigned board between 8:30 AM-10:00 AM on the day your poster will be presented. There will be one poster mounted per side of each board. Push pins will be provided. The total board size is 2438mm wide x 1219 mm high (8’W x 4’H). Your poster should fit this size. You have the entire board to display your poster. The required layout is landscape.
• Your poster needs to be mounted and ready for viewing by 10:00 AM on the day of your presentation only. We are allowing posters to be viewed from 10:30 AM until the time the Poster Session begins at 5:45 PM. You do not need to be present during the viewing.
• At least one presenter needs to be in front of your poster not later than 5:30 PM to be ready to discuss your poster with attendees when the session begins at 5:45 PM.
• Ideally, your poster should be self-explanatory so that you are free to supplement and discuss particular points when asked. The Poster Session provides an opportunity for informal discussion, but this becomes more difficult if you are obliged to explain the basics of your poster to each viewer.
• You will need to remove your poster when the session concludes at 6:45 PM or it will be thrown out.

POSTER LAYOUT

• The poster board surface area is 94.5" wide x 46.5" high (240 cm x 118 cm) and will contain the poster number assigned to your poster so you will know which board to use.
• There will be one poster displayed per 8’Wx4’H side of each board. Ensure your poster will fit this board in landscape format.
• Identify your presentation by posting a lightweight sign at the top of your poster space, containing the number assigned to your poster, the title, and the name(s) of the author(s). The lettering for this section should be at least 1” high. You can print this information on your poster if you prefer.
• A copy of your abstract, in large typescript, should be posted in the upper left-hand corner of the poster board.
• Photos of slides or hand-drawn charts and illustrations similar to slides may be individually arranged on the poster board surface, using push pins provided by ASIST in the poster room. Please note these items are to be shared by everyone.
• You may also arrange your presentation on lightweight construction paper ahead of time and mount the whole layout with four push pins or Velcro.
• Prepare and bring with you all illustrations needed for your presentations, i.e., figures, tables, schemes, equations, etc.

TIPS FOR POSTER LAYOUT

• Bear in mind that your illustrations will be viewed from distances of 3 feet or more. All lettering should be at least 3/8” high, preferably in bold type.
• It helps the viewer if you can indicate (by numbers, letters, or arrows) a preferred sequence that might be followed in studying your material.
• Try to keep everything simple, avoid “arty” or overly ornate presentations. Block coloring can be useful here to add emphasis and clarity. Preferably, captions should be brief and labels few but clear.

MEETING OVERVIEW
The Annual Meeting of the Association for Information Science and Technology is the premier international conference dedicated to the study of information, people, and technology in contemporary society. The ASIS&T Annual Meeting gathers leading scholars and practitioners from around the globe to share innovations, ideas, research, and insights into the state and future of information and communication in play, work, governance, and society.

ABOUT ASIS&T
For 88 years, the Association for Information Science and Technology (ASIS&T) has been the leader in keeping information professionals, information research managers, librarians, records managers, and others who “bridge-the-gap” between the present and future, between research and application, and between developer and user. ASIS&T helps its 2,000 members and conference attendees meet the challenges of today and prepare for tomorrow.

WHO ATTENDS?
The ASIS&T Annual Meeting is the preeminent global gathering of information science researchers and professionals in the world. The meeting draws an extremely targeted audience of more than 500 information science researchers and practitioners from around the world.

EDUCATIONAL SESSIONS

• Workshops are held on Friday and Saturday, 14-15 November and require a separate fee.
• Regular meeting sessions are held throughout the day on Sunday-Tuesday. Sessions are typically 90 minutes but may vary in length as noted in the meeting app.

PRESENTER INFORMATION

• Except for the virtual workshop already scheduled, no virtual presentations or prerecorded sessions are permitted at the in-person meeting. If you find you are unable to participate face-to-face in the workshop, please email us right away so we can update the program – email meetings@asist.org
• You may review the conference agenda in ConfTool to confirm the description, date, time, and location of the workshop.
• Workshops should be highly interactive and encourage engagement with attendees.
• All attendees in a workshop or symposium, including all presenters, must register and pay for the workshop or symposium.

WORKSHOP/SYMPOSIUM ORGANIZERS/CHAIR

• Workshop/symposium organizers will chair the workshop and introduce each presenter by name and affiliation.
• The chair should know the order of presentations and keep the session on time. Please send a copy of the workshop/symposium schedule with presenter names to meetings@asist.org not later than November 1, 2025.
• The chair will facilitate question-and-answer periods throughout the workshop. Remember when answering questions from the audience, to repeat the question to ensure all attendees can hear the question.
• We will not be printing any handouts. If you or your presenters have handouts for the workshop, you will be able to upload those into the meeting app in September. Each handout must be a PDF no bigger than 10MB. You may bring copies if you wish, but we are encouraging people to move away from paper handouts and to use electronic copies.
• Coffee breaks: Half-day morning and full-day workshops need to take a break from 10:30 AM-11:00 AM. Afternoon half-day and full-day workshops need to break from 3:00 PM-3:30 PM. Build these breaks into your schedule, light snacks, coffee and beverages will only be served during these times. Workshop coffee breaks will be held in the foyer just outside of the workshop rooms.
• The full-day, in-person workshop will be provided with lunch from 12:00 PM-1:00 PM. Lunch will be served either in the workshop room or in the foyer area outside of your workshop room.
• Flip charts and markers and any additional supplies will only be provided if ordered in advance not later than September 29. We will be unable to provide these at the last minute onsite.

ROOM SET UP, INTERNET, AND AV EQUIPMENT

• Meeting rooms will be set in rounds or classroom based on the expected size of the audience. Please do not change the setup unless you are using the room all day as there may be another session in that room after yours.
• Sessions will be set with basic AV equipment – LCD projector, laptop, and screen. Basic wireless internet will be available in meeting rooms and public spaces; however, it will not accommodate any live streaming or large downloads. Additional internet and equipment will not be available onsite.
• It is recommended that presenters meet in the session room 20 minutes prior to the session start time to upload each presentation onto the primary laptop to ensure a smooth transition between presentations. It’s disruptive to the flow of the session to have to switch between laptops for each presenter. It is recommended that you bring a back-up of your presentation on a flash drive.
• Poster displays are not permitted in workshops as there is no way to display them. You may not tape or adhere any posters or other materials to the walls of the meeting room as this is expressly forbidden by the hotel, and we will be fined if this occurs.

MEETING APP

• In early September, you will receive an email from Whova our provider of our meeting app. The email will contain a link for you to access your speaker profile so you can upload your photograph (optional) and biographical sketch into our app. Please do so right away so your information is there for registrants to access. If you don’t wish to use the app, please email us your biographical sketch as soon as possible so we can upload it to the app. If you don’t receive the email by 26 September, please let us know right away via email to meetings@asist.org.

ASIS&T STYLING STANDARDS FOR ALL POWERPOINT PRESENTATIONS

• To ensure a consistent look throughout the meeting, presenters are asked to use the ASIS&T 2025 Annual Meeting template when preparing your slide deck.
• Minimum font size to use in your presentation = 28.
• Minimize use of animation.
• Utilize video when appropriate. Video is engaging and breaks the monotony.
• Have an image or graphic on at least 90% of your slides.
• Minimize text. If the audience must choose between reading the slide or listening to you, half of your information will be lost to them because they cannot do both.
• Minimize clutter. Avoid including too much information on one slide.
• Colors are often paled by a projector and large screen, so use more vibrant colors than you normally would.
• To “green” the conference, we discourage the distribution of handouts at the conference. Alternatively, you may upload any documents into the conference app.