2027 Presenter Guidelines

Paper Presenters

Paper, panel, and workshop sessions provide an opportunity for you to share knowledge, showcase research, and initiate collaboration, acting as a fast way to disseminate focused knowledge to a live audience for an uninterrupted time. Paper, panel, and workshop presentations are strengthened by supplementing the discussion of your work with concise points, illustrative examples, and/or current data.

  1. Presentation duration will vary depending on number of papers in a panel, number of presenters in and exact format of a workshop, and the session’s full time allotment. The conference schedule will display individual sessions’ presentation times. In most instances, individual presenters on a panel have 15 minutes for their own work, plus 15 minutes at the end for Q&A. Please prepare your presentations accordingly.
  2. Each session room is equipped with an in-room laptop for presentations. To ensure smooth transitions between presenters and minimize time lost during concurrent sessions, all presenters using slides must submit their presentation files by via a Google Form that will be emailed to presenters.  Submitted presentations will be uploaded in advance and organized by session name on the laptops in each room. Presenters should not plan to use or connect their own devices during the conference. This process will help streamline sessions and allow more time for discussion and engagement.
  3. If using handouts, prepare some copies in a large-print format (18-point or larger sans serif font) and note if you will want your handouts returned.
  4. We expect participants and presenters to show respectful behavior towards others’ identities and presentations throughout the conference. If you experience or witness unprofessional or disrespectful behavior during your presentation or session, please tell your session moderator.

Poster Presenters

The poster session provides an opportunity for you to present your research one-on-one with conference attendees. You will set up your poster alongside other presenters, and attendees will visit the exhibit with the opportunity to ask questions about and discuss your work. We accept all types and kinds of posters. Use your creativity and design intuition to make something that speaks to your individual style while also conveying information in a succinct and eye-catching fashion!

  1. The panels for each poster are 4’x4′. Your poster needs to fit this space.
  2. Please plan to arrive 15 minutes early to set up your poster. We will provide push pins.
  3. Poster sessions are interactive. Practice a 2-3 minute summary of your work in advance (using the poster to guide your thoughts), and be prepared to go through this talk with everyone who passes by your exhibit. Attendees will ask questions, so you will have time to go into more depth on specific aspects of your research.
  4. Keep your message simple. Convey your ideas clearly with headings, sub-headings, and visuals, but don’t overdo it. Provide enough information to give context about your work, but don’t overload your poster with too much information (remember, you will be on hand to explain in greater detail).
  5. Keep figures, tables, and photos simple. Do not print any smaller than 5″x7″.
  6. You can use a PowerPoint slide to design your poster and have it printed on a large format paper. Your campus printer or design lab can help with this process.

Posters Should Include the Following Elements:

  • Title
  • Introduction/Objectives
  • A brief summary of methods and/or sources
  • Results/Conclusions
  • References
  • Your contact information

Posters Should Avoid the Following Elements:

  • Wordy jargon
  • A density of information
  • Small print/images
A presenter with their poster and a conference attendee.

Look at some examples online to see what style works best for you. Be creative and have fun, but remember to create something that other attendees can easily read to get a sense of your project. Here is an example of a poster created for The National Women’s Studies Association conference.

Accessibility Guidelines for Presenters

The WGSC Conference planning team is committed to ensuring accessibility for everyone interested in learning, presenting, and being in community with one another at our spring conference. While the guidelines below have been designed to provide access to attendees with disabilities, many will benefit all conference participants.

Preparing for your presentation

  • Prepare an access document: a description of your talk with a list of key technical words, acronyms, and proper nouns, as well as key words or phrases in spoken languages other than English.
    • Dr. Cool’s List of Terms (PDF) is an example of an access document from Dr. Jennifer Cool, University of Southern California.
    • This document could be printed or digital – for example, provide a QR code that attendees can scan to view a Word document or HTML version. For print, provide at least two large-print copies (at least 18-point font).
  • If you plan on showing video during your presentation, caption/subtitle the video or have transcripts available. If using automatically- or AI-generated captions, subtitles, and transcripts, it is vital that you review and edit the generated text for accuracy.
  • Make sure any activities are accessible to all bodies. Consider ways that you could adjust activities if needed.
  • If using handouts, prepare some copies in large-print format (at least 18-point font). 
  • Practice your presentation out loud from beginning to end at least once. Time yourself to make sure you are within the time limit of your session while also speaking at a comfortable, natural pace.

If using slides

The nonprofit WebAIM (Web Accessibility In Mind) provides detailed information on digital accessibility, including a guide on PowerPoint accessibility. While some details may vary, those same accessibility concepts also apply to Google Slides, Canva presentations, and other types of slideshows/presentations.

Some key points to keep in mind:

  • Use a high-contrast color scheme (such as a white background with black text).  
  • Use a slide format that presents material in an accessible layout to ensure information on the slides have the correct heading structure and reading order.
  • Use simple, legible typefaces like Times New Roman, Arial, or Garamond, and maintain a large font size.
  • Use a limited number of typefaces, fonts, and font variations. 
  • Put minimal text on each slide.

During your presentation

  • If providing any handouts or access documents, let attendees know whether you want them returned at the end of the session.
  • Present at a comfortable pace. Avoid monotone and/or rushed speech, which can make it difficult for some people to absorb what’s being said.
  • When speaking, position your face in a way that allows participants to read your lips. Avoid speaking while facing away from the audience or while looking down at papers or screens.
  • Provide verbal description of meaningful visuals including images, slides, charts, and videos. For examples, see the University of Colorado Boulder Digital Accessibility Office guidance on spoken descriptions of visual content. 
  • Avoid or explain jargon and acronyms.
  • If asking questions of the audience, make sure to pause and give people time to process what you said and formulate their responses.
  • During Q&A, those asking questions should identify themselves so audience members know who is speaking. Make sure to repeat the question before answering it.
  • Only one person should speak at a time.  

For additional information, see the American Anthropological Association’s Presentation Guidelines for Success & Accessibility.

Poster accessibility guidelines

  • Use simple, legible typefaces like Times New Roman, Arial, or Garamond.
  • Use black text on a white background for your text to be the most legible. If you want to use other color combinations, make sure they contrast enough by using this contrast checker.
  • Avoid too-small text. Best practices are:
    • Title: 72 to 140-point font. It should be readable from 10 to 15 feet away to catch attendees’ attention.
    • Section Heading: 46 to 56-point font
    • Block Text/Body Text: 16 to 30-point font

Some additional resources:

If you have any questions about these guidelines, please contact Kelsey Foster at kmfoster2@wisc.edu.