National Military Fish & Wildlife Association

NMFWA Presentation Guidelines  

National Military Fish and Wildlife Association Meeting
Presentations will be posted on the NMFWA web page following the conference for later reference by attendees and colleagues.  

PowerPoint Presentations - General

  1. Presentations may only be given as PowerPoint presentations. No other audio-visual medium (e.g., slide, video, or overhead) or software is allowed.
  1. We will be working with laptops from various sources, some with access issues (e.g. most DoD laptops do not allow the use of a USB device) and various versions of Microsoft PowerPoint.  To avoid conflicts and ensure your presentation performs properly we urge speakers to follow the guidance below.
  1. Create or save your presentation as PowerPoint 2003 or earlier versions. Prepare your presentation as a single PowerPoint file to run on an IBM compatible computer with Microsoft Office. Save your file as a normal PowerPoint file (.ppt).  Do not save your file as a PowerPoint 2007 (.pptx) or PowerPoint Show (.pps) file. If you are providing a presentation for one of the DoD Breakout Sessions, contact the session organizer to find out the version of PowerPoint they will be using. Mac computers will NOT be available.
  1. Presentations must be submitted in advance of the conference to check for software compatibility problems and to transfer to session laptops.
  1. Name the file using the procedures listed below (Day_Session_Last Name of 1st author). Changes to your presentation may be made up to two weeks before the conference.  If updates are made after your presentation has been uploaded, include the word ‘update’ in the updated file name (i.e., Mon_Cli_Smith_Update). In order to allow time for proper testing of all presentations, no changes will be permitted after that date without notifying the IT Coordinator.

Presentation Naming Procedure
Day Session File Name
Monday DoD-PARC Implementation Workshop Mon_DoD-PARC_LName
Tuesday Welcome and Policy Tue_Wel_LName
USFWS Awards Tue_USFWS_LName
Member Meeting Tue_MemMtg_LName
BASH Technical Session Tue_BASHTech_LName
Pollinator Working Group Tue_PollWG_LName
Herpetology Working Group Tue_HerpWG_LName
DoD Breakout  
Backup copies. Presentations should be sent to Session Organizer. Check with the Session Organizer for software compatibility requirements.
Army Tue_Army_LName
Air Force Tue_AF_LName
Marines Tue_Mar_LName
Navy Tue_Navy_LName
National Guard Tue_NG_LName
Wednesday Law Enforcement Working Group Wed_LawEnfWG_LName
Climate Change Technical Session Wed_ClimTech_LName
Fish and Wildlife Recreation Technical Session Wed_RecTech_LName
Bat Working Group Wed_BatWG_LName
Invasive Species Working Group Wed_InvWG_LName
Banquet Wed_Banq_LName
NMFWA Awards Wed_NMFWA_LName
Thursday Mitigation Banking Thu_Mit_LNname
DoD PARC: Emerging Program for an Emerging Need Thu_Emerg_LNname
Invasive Species Technical Session Thu_InvTech_LName
Climate Change Working Group Thu_ClimWG_LName
Fish and Wildlife Recreation Working Group Thu_RecWG_LName
Fire Programs in DoD Thu_Fire_LNname
DoD PIF Work (Technical?) Session Thu_PIFTech_LName
BASH Working Group Thu_BASHWG_LName

  1. Bring one copy of your presentation to the conference on a CD-ROM or USB.  This copy is to be used as a backup by you and the conference organizers if required.  Make sure your CD-ROM and presentation file is properly labeled with the session name and the last name of the first author.  As an additional backup measure, save an extra copy of your presentation on your web-accessible local server, if available.
  1. Presentations will be loaded to laptop computers the evening before the designated session. Speakers will not be allowed to make changes after this time.
  1. If you will not be using PowerPoint (no a/v support required), please inform the IT Coordinator. This will ensure all the presentations are accounted for prior to the sessions.
  1. If you are unable to submit your presentation by the due date as a result of technical difficulties, special arrangements will need to be made with the IT Coordinator.  Please contact David Beckmann at or 608-388-5374 by March 4, 2011.
  1. Remember your presentation is limited to 15 minutes plus 5 minutes for questions unless you have specific approval from the Program Chair for longer presentations. You will not be able to extend your time if you have technical problems during your talk.
  1. Presentations will be posted on the NMFWA web page following the conference for later reference by attendees and colleagues.  If you do not wish to have your presentation posted, please contact us.


Advice on Production of  PowerPoint Graphics

  1. Keep visual aids simple.  Convey only one idea per table, figure, or title slide.  Figures from publications, theses, or dissertations normally do not make good PowerPoint slides.  Too much detail detracts from the primary message of the slide.  Use appropriate blank space.
  1. Slides should be readable to the unaided eye.  You may be speaking in a large room.  Text on title slides should be restricted to 7 lines.  BIG IS BEAUTIFUL and easy to read.
  1. Use appropriate and compatible colors for type and backgrounds; don’t be exotic.  Avoid white backgrounds.  Color combinations with pleasing contrasts are preferable.  Examples of suggested combinations are: white or yellow type on a blue background, and yellow type on a green background.  Do not use colors you have not tested before.  Avoid dark slides and overly dark backgrounds.  Remember that color blind people cannot distinguish between red and green. Avoid using red text on blue background – about 15% of the population has problems seeing information with this color combination.
  1. Simple typefaces are preferable to fancy fonts.  Bold type may be effective on title slides. If using special fonts and characters, embed them into the presentation (See information below for embedding font).
  1. Slides of scenes or organisms should clearly show what you want the audience to see.


Advice on Production of PowerPoint Presentations

  1. Complicated presentations may not display the same way on the conference computer as on your own computer.  Keep your presentations simple but informative.
  1. Do all cropping of images in an image processing package, NOT in PowerPoint.  Save the cropped image as an external file and then insert the image into your presentation.  We suggest saving image files in Joint Photographic Experts Group (.jpg or .jpeg) or Portable Network Graphics (.png) format as these are space efficient and easiest to use formats in PowerPoint presentations.
  1. Use Arial or Times New Roman fonts for all slides.  This is to prevent problems with incorrect font/character substitution that occurs when presentations are prepared in fonts not available on the conference computers.  If you must use fonts other than Arial or Times New Roman, EMBED them in your presentation when saving it as follows: (a) in the ‘File’ menu, click ‘Save As’; (b) in the ‘Save As’ window, click ‘Tools’; (c) in the ‘Tools’ menu click ‘Save Options’; (d) select ‘Embed TrueType Fonts’.  You can embed any TrueType font that comes with Windows.  Other TrueType fonts can be embedded only if they have no license restrictions.  If a font can’t be embedded (for example, it’s not marked as being editable or installable), a message appears to tell you why. Saving a presentation with embedded fonts increases the file size of your presentation.
  1. Keep your presentation as simple as possible to avoid hardware and software conflicts.  Audio and video files, animated text, animated figures, superscripts, and subscripts cause most of the problems. If using video or audio, please inform the IT Coordinator so the appropriate files are transferred and can be tested before the meeting.
  1. Check to be sure you are using the correct version of PowerPoint and Windows.  See PowerPoint Presentations - General 2, above.
  1. You might find the following site helpful in answering your PowerPoint questions:


At the Conference

  1. Register upon arrival at the conference.
  1. If you were unable to use the advance online submission system and made prior arrangements with the IT Coordinator, please drop off your CD-ROM or USB with the NMFWA staff.
  1. Arrive at your session 15 minutes prior to the beginning of the SESSION (not your presentation).  Meet the session moderator and audio-visual volunteer.  Become familiar with the room and with the operation of your PowerPoint presentation.
  1. Each session room will be equipped with a LCD (data) projector and a PowerPoint compatible laptop computer.  An audio-visual volunteer will open and close your presentation.
  1. Contributed paper (and most symposium) presentations are limited to 15 minutes plus 5 minutes for questions.  Under no circumstances may your presentation last longer than 20 minutes.  The moderator will be aggressive in monitoring times.  Please respect that.
  1. If you left your CD-ROM or USB device with the IT Coordinator, please pick them up anytime following your presentation.

Presentation Guidelines - print version

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