Instructions for Presenters (virtual/in-person) & Session Chairs

All oral presenters who register for the meeting will have the option to upload a 10-minute video of their presentation to the conference platform, which we expect to be available next week. All poster presenters who register for the meeting will have the option to upload a pdf of their poster.

If you are unable to attend in person, the uploaded video will be shown to in-person attendees in Phoenix in the room and time slot of your scheduled presentation. All Q&A for your presentation/poster will occur asynchronously via the meeting website. Award sessions, invited talks and a small number of key sessions will be recorded during the conference and included on the virtual platform contingent upon author consent.

Even if you are attending and presenting in person, you are strongly encouraged to upload a 10-minute video of your presentation respective poster so that all registered attendees can view it at their convenience. However, the availability of these videos/posters of in-person attendees is contingent on the consent of each in-person attendee. Videos/posters will be available on the meeting platform to registered attendees until November 30th.

While it is possible to present via a pre-recorded video/poster, online attendance is not quite the same as the in-person attendance since interactions with fellow researchers will be more difficult/tedious than regular in-person attendance that has the regular Q&A after each talk and breaks for (masked) face-to-face interactions.

All presenters will be sent an email from abs-help@aps.org with a link to the virtual platform the week of October 18th To access the system, your abstract email and registration email must match. If you have not registered or your emails do not match, you will receive an error message. For assistance please contact abs-help@aps.org.

All presenters are encouraged to create a speaker profile in the virtual platform and upload their presentation.  This will allow registered remote attendees and in-person participants to review and submit questions about your research through the platform.  The deadline for upload is Wednesday, November 10, 2021.

Below are detailed instructions for oral and poster presentations:

• On-Demand Oral Presentation Upload Instructions (PDF)
• Poster Presentation Upload Instructions (PDF)

• Speakers should arrive at least 10 minutes prior to the start of the session and introduce yourselves to the Session Chair.
• A computer monitor in each room will be used to time the sessions. This timing will be strictly enforced by the Session Chair.
• Contributed papers are limited to 10 minutes with 2 additional minutes for discussion. This is followed by 1 minute for transition to the next paper and introduction of the next speaker. During the talk, the monitor will indicate at 8 minutes that the speaker has to finish in 2 minutes. At 10 minutes, it will indicate that the speaker’s presentation time is over. At 12 minutes, it will indicate that transition to the next speaker must occur.
• A Minisymposium talk is 26 minutes long, including questions and transition. The Minisymposium talks will consist of 20–22 minutes for the presentation with 3–5 minutes for discussion and 1 minute for transition. However, note that the time monitor in the room will keep the regular 13-minute schedule.
• Focus Sessions follow the same timing as contributed papers.
• Invited lectures are 30 minutes long with an additional 5 minutes for discussion (total 35 minutes) with the exception of the following:
  • The Otto Laporte and Stanley Corrsin Lectures are 40 minutes with 5 additional minutes for discussion (total 45 minutes).
  • The Andreas Acrivos Dissertation Award and François Frenkiel Award Talks are 17 minutes with an additional 3 minutes for discussion (total 20 minutes).

• A Speaker Ready Room (North 231 ABC) staffed by technicians is provided for your use. Please test your presentations and confirm your laptop settings in the Speaker Ready Room prior to your talk.
• Each presentation room is equipped with an LCD projector, screen, lapel microphone, and pointer.
• Show up ten minutes before the session starts, and ask the student volunteer in the room to connect your laptop to the six-way switch; do not do so by yourself.
• Speakers must provide your own laptop computer. Users should bring your own adapter to connect your laptop to either VGA or full size HDMI. HDMI is preferred. All session projectors will accept both types of input, but the input switch will have multiple HDMI lines, plus one VGA line.
• Speakers are responsible for procurement and cost of renting any additional AV equipment. Also note that the APS is not responsible for the security of any personal computers.
• Macintosh users should bring your own adaptor to connect your laptop to the projector.
• There is very little time to recover from an AV malfunction, should one occur. Please check for the following common reasons for malfunctions before your presentation:
  • Meeting room projectors will have 1920 by 1200 resolution. Please set your laptop resolutions to 1920 by 1200 (16×10 format). Your images will not display properly if your laptop resolution is higher than the projector’s. The projectors are capable of supporting presentations at a lower resolution including presentations in a 4×3 format.
  • Set the power profile, monitor profile, and screensaver on your laptop to turn off the sleep/hibernate mode. Your laptop will usually revert to its default resolution if it goes into sleep/hibernate mode.
  • Animations and equations in PowerPoint are not necessarily compatible across different versions. If you load your presentation on to a different computer, please check that it displays correctly.

There are three types of posters included in the meeting: Technical, Student Competition, and Gallery of Fluid Motion.  The posters session for all three is on Monday, November 21, 2021 during the afternoon refreshment break.  Presenters should   stand by their poster at this time to discuss their work with conference participants.

North Exhibit Hall CDE, Level 3, Phoenix Convention Center

Saturday, November 20, 2021 from 2:00 pm – 8:00 pm
Sunday, November 21, 2021 from 7:00 am to Noon

• In order to be eligible for competition judging, Student Competition Posters must be placed by Noon (12:00) on Sunday, November 21, 2021.

All poster presenters will be provided:

• Designated poster board. Your poster must fit in the space provided (45″ x 45″ (1.14 x 1.14 m)
• Pushpins or similar mounting hardware

• Use your poster number to make sure you place your poster in its assigned location.
• Shipping tubes or carriers left by poster boards will be discarded.
• Audiovisuals are not allowed in DFD poster sessions. Instead, posters should be designed using effective printed visuals.

By 11:00 am, Tuesday, November 2​3rd. Posters not removed will be discarded.

Acting as a session chair is an important responsibility and service to our community. Note – All meeting rooms will have a student volunteer to assist you with running the session.

• Please arrive in the presentation room at least 10 minutes prior to the session start time to meet the speakers and verify pronunciation of their names. Ask if they want to announce their title and co-authors, or if they prefer you do it. A student assistant will help the speakers connect to the video system.
• Just before the session begins, briefly introduce yourself to the audience. If the room is sparsely seated, encourage the audience to reseat themselves closer to the front of the room. If the room is approaching full, point out empty seats to those still standing. Explain the timing system to the audience.
• Start the session on time. Announce the first abstract and author when the monitor timing system signals the beginning of the talk.
• Strictly adhere to the timing signals. The purpose of these timing signals is to allow attendees to move from one session to another and to be able to rely on the exact time of each presentation as listed in the program. Speakers must be asked to stop when their allotted time is up.
• You will be expected to encourage discussion and moderate the question period. Consider preparing a question to get discussion started. Make sure questions can be heard and understood, repeating them if necessary. Please ensure that all speakers (students in particular) are treated with professional courtesy. Keep an eye on the clock, and intervene to suggest extended discussions be postponed until after the session ends.
• A laptop containing pre-recorded presentations for your session will be available in your session room. If a presenter fails to appear in person, please check if a pre-recorded video of the presentation is available on the laptop and play it on the projector during the scheduled talk time. You can find specific videos for your session on the Desktop under APS-DFD-Videos\Room# – Session# \ date \ session start time – session letter, for example all available videos for Session E.11 held in Room North 125 AB starting at 2:45pm on Sunday can be found in the following folder available on the Desktop: APS-DFD-Videos\North 125 AB – 11\11-21-2021\1445 – E. In the folder, videos are sorted by talk ID and list the last name of the presenter, e.g., E11.00006 Doe.mp4. Please check before the session which presentations are available as videos on the laptop, but note that even if a video is available, the presenter may still give the talk in person.
• A student helper will bring the laptop containing the pre-recorded videos to the session room before the start of each session. Each student helper is typically assigned to 2 rooms and will be available to assist you in playing the pre-recorded videos.
• Please check the grid in the program and Session Updates for your session (see link). If a presentation has been withdrawn or should a speaker fail to appear and no pre-recorded video is available, allow the preceding discussion to continue, or suspend the session until it is time for the next scheduled abstract. You may allow a speaker who misses his or her scheduled time to speak at the end of the session if time allows.

Winners of the  Student Poster Competition and the Gallery of Fluid Motion (videos and posters) will be announced during the afternoon refreshment break on Monday, November 22, 2021 in the North Exhibit Hall CDE, Level 3, Phoenix Convention.