2025 MRS Spring Meeting & Exhibit

Guidelines for Presenters

All presenters should make note of the' MRS Meeting policies. 

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Oral Presentation Guidelines

Oral contributed presentations are 15 minutes and invited speaker presentations are 30 minutes (set up and Q&A time included). The recommended PowerPoint screen size is 16:9. All talks are limited to the amount of time listed in the program, which includes setup time to connect laptops. 

Presenters must be prepared before presentations to allow for fast and easy transitions from one talk to another to avoid unnecessary delays between presentations. Presenters are not permitted to exceed their scheduled presentation time. 

Presenters must be physically present onsite to present. Streaming into the Meeting is prohibited, and presenters are not permitted to request that a colleague/symposium organizer/etc. play a pre-recorded video for them.

Speaker Ready Room

To ensure a smooth and seamless presentation, MRS will provide a Speaker Ready room to allow presenters the opportunity to prepare for their presentation. It is recommended for all speakers to test all parts of their presentation, including audio, video, wireless connection, etc., prior to presenting. This will help to minimize potential equipment compatibility issues. 

If you do not use the Speaker Ready room in advance, please test your presentation no later than the break* immediately preceding your scheduled presentation. 

*The break is defined as the time before the first morning talk, during the 12:00-1:30 pm lunch break, or during the morning and afternoon breaks.

Presenter Setup and Requirements

Presenters must bring their own* laptops, power cords, and any proprietary cords (adaptors). MRS does not supply laptops, laser pointers or slide advancers. If you want to use a laser pointer or slide advancer, be sure to bring your own.

An HDMI connection (recommended) and a VGA secondary connection cable from the computer to the LCD projector will be provided in each room, including the Speaker Ready Room.

Note: Only one presenter at a time can be connected to the LCD projector.

A selection of HDMI adaptors for the following connections will be available in each room, including the Speaker Ready Room. These adaptors allow for connection of a standard HDMI cable from the projector into these types of computer ports:

  • 8” Micro‐HDMI “D” (M) to HDMI (F)
  • 8” Mini‐HDMI “C” (M) to HDMI (F)
  • 8” Mini‐DisplayPort (M) to HDMI (F)
  • 8” DisplayPort (M) to HDMI (F)
  • 9” USB “C” (M) to HDMI (F)
  • DVI(M) to HDMI (F)

*MRS is not responsible for the security of any personal equipment.

Audio-Visual

The Standard Audio-Visual Package includes an LCD projector, screen and wireless lapel microphone. ONLY meeting rooms with a seating capacity of over 150 attendees will have wireless microphones for Q&A.

Requests for additional audio-visual equipment not included in the standard package must be submitted to meetings@mrs.org prior to the Meeting. The MRS Meetings department will check availability and any associated costs and get back to you. 

If Audio-Visual Assistance is needed, please relay the issues to the symposium assistant or session chair. They will contact the appropriate personnel.


Poster Presentation Guidelines

 

Poster ID Pickup and Display

Please pick up your Meeting badge at MRS Registration. An MRS Meeting badge is required for Poster ID Pickup. Make sure to pick up your badge BEFORE the registration desk closes at 5:00 pm. 

Go to the Poster Support Desk THE DAY of your presentation to receive your poster ID card. You will not be able to enter the Poster Hall without your poster ID card. The presenter must be an author of the poster and a registered attendee. Any posters not verified at Poster ID Pickup prior to display will be removed from the session. 

Your poster ID card will contain your assigned board number, the final ID of your presentation (e.g. EN01.01.18) and the presenting author's name. 

Display your poster in the poster hall with your poster ID card attached before 2:00 pm on the day of your poster session to be considered for the MRS Best Poster Award. 

Only the presenter will be able to enter the Poster Hall to display the poster.

Poster Display Requirements

The maximum size of your poster should be:

  • Standard – 46 inches (width) x 46 inches (height)
  • Metric -118 cm (width) x 118 cm (height)

Display your material in large print so it may be read from a distance. Print 'title' and 'authors' in extra-large print across the top of your display.

The poster boards will accept pushpins which will be available in the poster hall. Please return the pins and collect your poster at the end of each poster session.

Poster printing and onsite pickup will be available via FedEx. More information will be available soon.

Poster Session Schedule

Tuesday, Wednesday and Thursday, April 8 – 10

  • 8:00 am – 2:00 pm | Poster ID Pickup and Display (Poster Presenters)
  • 2:30 pm – 4:30 pm | Best Poster Award Judging (Symposium Organizers/Meeting Chairs ONLY)
  • 5:00 pm – 7:00 pm | Poster Session – Author Presentations (All Registered Attendees)
  • 5:30 pm | Best Poster Award Winners Announcement (All Registered Attendees)
NOTE: Presenting authors are responsible for removing their posters at the end of each poster session. If you do not take your poster with you at the end of your poster session, it will be discarded.

Best Poster Awards

Poster sessions are an important and integral part of MRS Meetings, allowing many more authors the opportunity to share their research and ideas with others. The quality of the poster sessions is a major priority for the Society. The Meeting Chairs will recognize the best presentations from each day of the poster sessions. They will select the winners based on the posters’ technical content, appearance, graphic excellence and overall quality. 

One or more awards of up to $500 will be presented by the Meeting Chairs. The winning posters will remain on display in a central location for the remainder of the Meeting. 

*Your poster must be displayed no later than 2:00 pm on the day of your poster session or it will not be eligible for poster judging. Poster presenters and authors are not permitted to be in the poster hall during the judging process.


MRS Recording Policy

Recording of presentations is strictly prohibited. No individual or entity—including a presenting author—may electronically record or broadcast any portion of the MRS Meeting without prior written consent of MRS. Unauthorized recording (audio, video, still photography, etc.) of presentations during sessions, posters, workshops, tutorials, etc., without the express written consent of MRS and individual authors is strictly prohibited. MRS reserves the rights to any approved audio and video production of presentations at all MRS events.

Press representatives must receive a Press Pass and photo/recording permission from MRS. Those who do not comply with the MRS recording policy may be asked to leave the premises.

 

Photo Policy

Attendees and exhibitors are encouraged to network and enjoy the Meeting experience. As such, capturing memories of casual Meeting activities and networking is permitted with the permission of those being prominently photographed. Photographing formal Meeting presentations, posters, or displays is forbidden* without the permission of MRS and the presenter.

*Those who do not comply with the MRS photo policy may be asked to leave the premises.

 

Videos and Photos for MRS Use

MRS Meeting attendance implies your consent to be photographed, filmed and/or otherwise recorded for use on the MRS website or news publications. Please note that no technical presentations will be recorded without prior consent of MRS and the authors.

 

 

Updated: 12/10/2024

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