AIFS 2026 Conference – Presenter Guidelines

Thank you for contributing to the AIFS 2026 Conference. These guidelines are designed to help you prepare and deliver your presentation smoothly.

Venue:

Melbourne Convention and Exhibition Centre (MCEC)

1 Convention Centre Place, South Wharf, VIC

Level 1

Dates: Wednesday 9 – Friday 11 September 2026

Preparing your presentation 

Presentation Requirements

Format: Microsoft PowerPoint only. If your presentation is a Keynote slideshow (Mac) it must be converted to PowerPoint 

Ratio: 16:9 (widescreen)

Language: English

Formatting tips:

• Use standard fonts (e.g. Arial, Calibri)
• Ensure text is large and easy to read (min. 24pt)
• Use strong contrast between text and background
• Avoid cluttered slides

Videos and Media

• Embed all videos directly in your presentation (no external links)
• Set playback to automatic or triggered within the slide (in-click sequence)
• Use AVI or WMV formats compatible with PowerPoint
• Test all videos in advance to ensure they load and play smoothly
• Bring backup copies of all media files

Accessibility and Good Practice

• Use clear, plain language
• Avoid excessive text per slide
• Ensure strong colour contrast
• Provide captions or transcripts for multimedia where possible
• Minimise animations and transitions
• Give each slide a clear title

Submitting your presentation prior to conference 

As a presenter, you are responsible for your own presentation material. 

Please Upload your presentation by COB Friday 4 September 2026:

• CLICK HERE TO UPLOAD YOUR PRESENTATION

Please ensure you name you file as following: 

• FullName_PaperNumber_Day_Time
• Example: JohnSmith_393_Friday_0940
• Also bring your presentation on a USB

On the day of your presentation 

On Arrival

• Collect your name badge at the registration kiosks, open from 7.30am daily.
• Proceed to the Speaker Preparation Room to upload and/or check your presentation.
• Refer to venue map

Speaker Preparation (Mandatory)

You must upload and/or check your presentation at least 2 hours before your session (or the day prior for early sessions). 

Even if uploaded in advance, you must still check in onsite to ensure videos and images can be opened, and load quickly.

• AV technicians will be available to assist.
• Presentations will be networked directly to the rooms; it’s not possible to use your own laptop or USB for your presentation. 

Before Your Session

Arrive at your session room at least 15 minutes before the scheduled session start time. 

On arrival, introduce yourself to the Session facilitator who will brief you on any last-minute details. 

You may also want to discuss:

• How and when to distribute handouts (if you have brought them with you) 
• How to use the AV equipment 
• Q&A format

The presentation you submitted at the Speakers Preparation Room will have already been forwarded to your session room. Please take your seat either in the allocated reserved seating at the front of the room to be invited up by the Chair, or on stage if part of a panel discussion.

Session Timing and Delivery

• Confirm your session time and room via the Conference Program
• Your allocated time includes Q&A (unless advised otherwise)
• Keep strictly to time, session Chairs will provide time warnings

In the Room

Standard AV setup includes:

• Lectern and microphone
• Projection screen
• Presentation laptop
• Slide clicker

Important: Your presentation will run from the room laptop. You cannot present from your own device

If you have specific AV or accessibility needs, please advise as early as possible AIFS26program@dgglobal.com.au

During Your Presentation

• Use the lectern microphone (already on)
• Control slides via the clicker
• If technical issues occur, continue speaking while they are resolved

Permissions and Recording

By presenting at the conference, you:

• Confirm your content is original or appropriately licensed
• Consent to photography, audio and video recording
• Consent to use of materials for conference-related purposes
• Your slides to being shared 
• If you have concerns about recording or use, please contact the team in advance.

Quick Checklist

✔ Submit presentation by 4 September (recommended)

✔ Please also bring a copy of your presentation on a USB stick to the conference.

✔ Check presentation in Speaker Prep Room

✔ Arrive early to your session

✔ Keep within time

If for any reason you are delayed or unable to present on the day, please email us at AIFS26program@dgglobal.com.au