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TRB 2020
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TRB Annual Meeting > Resource Pages > Presentation Guidelines
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Presentation Guidelines Resource Page

Lectern Sessions and Workshops

TRB will provide a computer, a data projector, and a screen for computer-generated slides; an audiovisual technician will assist in starting each presentation. The computer will be located at the back of the room and will be preloaded with all presentations through a connection to a central network. Presenters will be provided with remote clickers so that they can advance presentation slides themselves. Audio for visual presentations is available if a request is sent to your TRB Staff Officer by December 15. Note that telephone access, VHS, DVD, overhead projectors, and 35-mm slide projectors are not allowed. Flipcharts are available for workshops only (but not lectern sessions), and must be requested from your TRB Staff Officer by December 15.

Presenters should report to the designated room 30 minutes early to meet with other participants and to ensure audiovisual aids are ready. Note that strict adherence to the time allocated for each presentation, including discussions, is necessary to complete the event on time.

Visual aids for lectern sessions and workshops should be uploaded in advance, so they will be available in the room when you arrive for your presentation. Detailed instructions for uploading your visual aids will be emailed in December from PSAV, the official audiovisual provider. Immediately following the Annual Meeting, the visual aids will be available to meeting attendees who log into the Interactive Program.

Visit the Speaker and Presenter Resource Page for more information about Visual Aid Submission, Audio/Visual Aids and Speaker Tips, and Poster Instructions. You’ll also find a PDF of Standard Room Setups. TRB strongly urges you to review this information as soon as possible.



Poster Sessions

TRB will provide each presenter with a display board that’s 4 feet (121 cm) high by 8 feet (242 cm) wide. Each presenter will have access to half of a 24”-wide table, which will be placed under the board so that it can be shared by presenters on both sides. Push pins also will be provided. The posters are located in a public space, so poster presenters are responsible for the security of their own materials. 

Poster presenters may use a computer or tablet to show additional information or illustrations similar to that shown in a lectern session presentation. However, electricity will not be provided, so you should fully charge your computer or tablet prior to your presentation. Commercial advertising of products or services is not allowed. Note that telephone access, sound, VHS, DVD, overhead, 35mm slide projectors, and other equipment are not allowed.

NOTE: The standard poster session is one hour and 45 minutes (1.75 hours) in duration—the same as lectern sessions. Poster session presenters must be set up and ready to present at the starting time of their sessions, and must remove their posters immediately after the closing time of their sessions.

Presenters should visit the Speaker and Presenter Resource Page for more details about poster sessions.

Poster presenters will have the opportunity to upload their visual aids in advance of the meeting, so that they can be made available to attendees online. Instructions will be emailed in December from PSAV, the official audiovisual provider. Immediately following the Annual Meeting, the visual aids will be available to meeting attendees who log into the Interactive Program. 


Committee Meetings and Subcommittee Meetings

TRB will provide a data projector and screen for computer-generated slides in all committee and subcommittee meeting rooms. Computers, software, and audiovisual technicians are not provided in meeting rooms. Visual aids will not be electronically transferred to the committee meeting room, therefore, presenters must bring a laptop computer; and presenters are advised to bring a back-up copy of their presentation on a USB flash drive.

Note that audio, VHS, DVD, overhead, and 35mm slide projectors are not allowed. Wi-Fi is available but may not provide enough bandwidth to support intensive use. Conference calling is not allowed.

Authors who are presenting their papers in a committee or subcommittee meeting can upload their visual aids in advance to make them available online to attendees. Instructions will be emailed in December from PSAV, the audiovisual vendor. Immediately following the Annual Meeting, the visual aids will be available to meeting attendees who log into the Interactive Program.

Program presenters and presiding officers should visit the Speaker and Presenter Resource Page for instructions regarding visual aids and speaking guidelines. They should report to the designated room 30 minutes early to meet with other participants and to ensure audiovisual aids are ready. Note that strict adherence to the time allocated for each presentation, including discussions, is necessary to complete the event on time.



Wi-Fi Access at the Annual Meeting

TRB is providing complimentary Wi-Fi access to attendees in all sessions, workshops, committee rooms, and public spaces in the convention center and in the Marriott Marquis. A number of things to keep in mind:

  • Wi-Fi capacity is not unlimited. Attendees and program participants should not plan on using the Wi-Fi for streaming videos or audio, for video conferencing, or for other uses that would require high-level bandwidths.
  • Lectern session and workshop presenters are required to pre-load their presentations and will not have live internet access for their presentations. Presenters should embed all the material they need within their presentations.
  • Poster session presenters are welcome to display static websites on laptop computers at their posters. Video may be used only if it is embedded on the presenter's computer. But no audio is allowed in the poster session room.
  • Committee meeting presenters and organizers will have basic Wi-Fi access.
  • Don't take Wi-Fi or internet access for granted. Make sure you have a backup plan.

Resources

Visual Aids Submission Instructions

Interactive Program

Speaker & Presenter Resource

Standard Room Set-up

TRB TAD staff contact list


MyTRB login guidance


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