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Author Instructions

Author Instructions for Oral Presentations | Author Instructions for Poster Presentations
Moderator Instructions

All sessions are 90 minutes long. They will be divided equally among the number of papers in the session (usually 6). To allow for introductions and questions, please plan your speaking time to be three minutes less than the total time allocated for your presentation. (For a typical 90-minute session with six speakers, your planned speaking time should be 90 min / 6 - 3 min = 12 minutes.)

To see the number of papers in your session, visit:

PLEASE NOTE: A computer and PowerPoint projector will be available for all sessions. Because only PCs will be available in each of the sessions, PowerPoint presentations must be PC-compatible. No swapping of computers will be permitted during the sessions.

We encourage submission of presentations before April 7th using our FTP site.

E-mail IT Manager ( at the EERI office to obtain the link for detailed instructions on uploading your presentation.

Alternatively, you may mail a CD-ROM to EERI's office:
Attn: IT Manager
499 14th Street Suite 320
Oakland, CA 94612 USA

**(Please include your e-mail address so that we may confirm receipt of your presentation.)
  • If you will be revising your presentations following April 7th, bring a CD or flash drive to give to the student volunteer in the session meeting room 30 minutes before your session starts.
  • Please name your file using your name and the submission ID number that was assigned for your abstract and paper submissions, e.g., Doe_8NCEE-771.ppt.
  • If you have links or videos attached to your file, make sure all linked files are in the same folder as your presentation.
  • Speakers' Room: During the conference, there will be staff or volunteers in a Speakers' Room from 6 am to 6 pm to answer questions. If you need to revise your file in this room, please bring your own CD or flash drive.
  • If you do NOT need to revise your presentation, please plan to arrive at least 15 minutes before the start of your session to coordinate with the moderators.

Owing to the unusually high interest in this conference, over half of all the presentations in the SSA and 8NCEE programs will be presented in poster sessions. These sessions have been carefully organized to group similar presenters together to create a coherent session on a specific topic, and to minimize conflicts with similar subjects being presented in oral sessions. We anticipate these being lively sessions in which to present your paper in a formal yet more personal setting.

For more information on the assigned time and location for your poster, please visit

Additional information will be provided at the conference. We are requesting that your poster be set up in the morning of the day it is assigned, before the beginning of the plenary sessions. It should remain posted all day.

8NCEE posters: You will note that 8NCEE posters are assigned to a particular time slot. Please be present at your poster during the assigned time for the session.

SSA posters: For SSA posters, the posters are assigned to "morning" (10:00 am-12:00 noon) or "afternoon" (2:00-5:30 pm) time slots. When you set the poster up, please indicate on your poster/board at least one hour during the assigned time when you will be present, preferably an hour that includes the coffee breaks (10:00-10:30 am or 3:30-4:00 pm).

The poster board for your presentation will be one 4' x 8' (1.25m x 2.5m) side of a self-standing poster board, with a horizontal layout. The board will be push-pin compatible; a supply of push pins will be available. As with oral presentations, the most successful posters have an uncluttered layout and large graphics. If you have any questions about the poster session, e-mail Peggy Hellweg at

Please take your poster down by 6:00 p.m. Posters not removed by authors may be removed by staff who will make an effort to store them for retrieval at a later time during the conference, but no guarantees can be made.

In most cases, there will be co-moderators, in which case you should share the duties equitably. We are counting on you to keep the session under control and on time, but most importantly you can help keep the session stimulating and informative through your active participation.

With the help of the co-moderator if one is assigned, moderate the session as follows:

a) Develop a very brief summary of the session to be presented as an introduction at the beginning of the session. Also, many sessions have associated poster sessions that will be convened at some time following the poster session, and some sessions have follow-on oral sessions. Scan the Program-at-a-Glance to identify these and make a note of them.

b) Arrive at the session room at least 15 minutes before the scheduled start time to meet the speakers, get one-line bios, and address any last-minute issues.

c) To begin, introduce the session content. Take no more than a minute.

d) Before each presentation, introduce the speaker by name and affiliation, and state the title of the presentation. For panel sessions, introduce the panelists.

e) Keep a strict time for each paper and discussion. The time for introduction and discussion should be kept to about 3 minutes for each paper. If a presentation of a paper extends longer than the allocated time for presentation, then the discussion should be deferred to end of the session, if time permits.

d) Moderate the discussion. It helps to listen to each presentation carefully and jot down some questions you can ask, but ask them only if the audience does not volunteer questions and discussion.

e) At the end of the session, make a brief announcement about associated poster sessions and follow-on oral sessions. It is very important to steer the audience to the posters where many key papers are being presented.

f) Thank the presenters and the audience (assuming they have participated positively) and offer one final round of applause for all.

Keep the session flowing with quick transitions between speakers. All speakers have been notified to arrive early to load their presentations, and no swapping of computers during a session is allowed. If, despite this instruction, a laptop is swapped during a session, the time is to be deducted from the author's presentation time, including two minutes at the end to reattach the session computer. Due to the large number of papers, it is extremely important to keep STRICTLY the allocated time for each paper.

Each room will have appropriate audiovisual equipment. A volunteer (probably a graduate student) will be assigned to each session to assist with equipment operation, light dimming, etc. Volunteers will launch all presentations. They will also be available to run the presentation if an author prefers to delegate that function. Volunteers also will have up-to-date information such as updated lists of papers and time-keeping devices.

Thanks in advance for your cooperation. We are looking forward to meeting you at the conference and to your successful session. If you have not yet registered for the conference, please do so at

Jack Moehle
Program Committee Chair
2006 Earthquake Conference
San Francisco, 18-21 April 2006
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Jointly by:
DRC Seismological Society of America EERI For Addtional Centennial Related Events:
An Affiliation of Earthquake Scientists, Engineers, and Emergency Managers.