Presenters' FAQs

Q: Will WiFi be available during my session?
A: Yes, WiFi is available in all session and function rooms. Connection details are provided in the program app and via the daily e-news.

Q: Are meals provided at the meeting?
A: HFES provides beverage breaks each morning and afternoon and hors d’oeuvres at the Opening Reception. Attendees will find a number of dining areas in and near the hotel for breakfast, lunch, and dinner.

Q: Do I need to register to present my work?
A: Yes. All meeting presenters must be registered for the Annual Meeting in order to attend and present their work.

Q: What is appropriate attire for the HFES Annual Meeting?
A: Suggested attire is business casual.

Q: Will printed copies of my proceedings paper be available to attendees?
A: No, but attendees may use the Internet Café computers and printer to make their own copies. If you wish, you can bring copies of your paper with you.

Q: Who do I contact if there are changes to my presentation?
A: Immediately contact Alexis Bauer Kolak, Education and Learning Services Senior Manager, if you make a change to the title or authorship of your presentation or if you need to cancel.

Q: Are there guidelines for creating effective presentation slides?
A: Yes! Download the Ergonomics in Design article "Evidence-Based Human Factors Guidelines for PowerPoint Presentations" by Durso and colleagues.

Q: What equipment is available for my presentation?
A: Each session room is equipped with a laptop PC running Microsoft Windows 10 and Microsoft Office, an LCD projector with an aspect ratio of 16:9, and a screen. If you prefer to use your Mac, be sure to bring along the necessary cables.

Q: When do I need to arrive at the session room to prepare?
A: Plan to arrive at least 10 minutes prior to the start of the session to load your slide presentation on the provided laptop and receive instructions from the session chair.

Q: Will there be a room to test my slides prior to my presentation?
A: Yes. The location of the speaker ready room will be provided in the final meeting program and app.

Q: Do I need to send HFES my slide presentation before the meeting?
A: No, just bring your presentation with you on a flash drive to transfer the slides to the PC laptop provided in the session room. Make sure the drive with your slides on it has been checked for viruses.

Q: Is technical support available for the audiovisual equipment?
A: Yes. Meeting planners and their staff work with the audio visual vendor to e/sure that any problems are addressed as soon as possible.

Q: How long do I have to present my work?
A: In a lecture session, which generally has five (5) presentations, you should plan to speak for about 12 minutes. However, the session chair will advise you when you arrive at the session room. In a discussion panel, all panelists' comments should be held to a minimum to allow at least 30 minutes for audience questions.

Q: Are microphones provided for speakers?
A: Yes, a podium microphone will be in each session room.

Q: Are the sessions recorded?
A: Some, but not all, sessions will be recorded.   Staff will contact session leaders to request permission/agreements to record select sessions.

Q: Can I or a colleague record my presentation?
A: Written permission from the presenter must be obtained prior to the session. Only the presentations for which written permission has been obtained may be recorded. Permission forms will be available at the HFES Services Desk in the registration area.