Oral Presentation Guidelines
Timing of Oral Presentations
15 minutes to present
5 minutes for Q&A
Applicable to all contributed papers and invited session papers;
Keynote speakers have no limit for their presentations and can inform the session organizers after finalizing their presentations.
Workshop and sponsor presentations have no time limit and speakers can contact their session organizers to confirm timing information after finalizing their presentations.
All speakers must check in at their conference Room preferably one day before your session to preview your presentation. If you are checking in on the day of your session, please come by at least 4 hours prior to the start of your session. Technicians will assist with the upload of your files and provide the opportunity to preview and/or edit the presentation as necessary. If you are unavoidably delayed, you must still go directly to the Room. You do not need to bring a laptop or other media device directly to the session room.
When reviewing your presentation in the Room, make sure all fonts, images, and animations appear as expected and that all audio or video clips are working properly. The computers in the meeting rooms and the Speaker Ready Room are identical in configuration.
Apple Mac computers will not be provided in any of the session rooms. No exception will be allowed for use of your laptop in the room for presentation. Any convert process must be arranged in advance!
During Your Presentation:
Each meeting room will be staffed with a technician who will assist with starting each presentation. Once the presentation is launched, the speaker will control the program from the podium using a computer mouse or the up/down/right/left keys on a keyboard.
Speakers are required to provide identification in order to submit their presentation as well as to access it in the Speaker Ready Room. Recording devices such as cameras are not permitted in the Speaker Ready Room. All presentation files are deleted at the end of the conference, unless permission has been granted to the conference association to retain the presentation files.
All meeting rooms will be equipped with Windows 7 based PCs or laptops with Microsoft PowerPoint 2010 installed. Verification of proper performance in the Room is essential, particularly if video and animation is included in the presentation. Although you will have free Wi-Fi during the conference days, please note that Internet access might not be available during your presentation.
Session room PC’s will be provided with the following configuration:
Processor: a minimum Core i7
4 GB RAM
1024 x 768 at 24 bit color depth
Microsoft Windows 7 Professional
Microsoft Office 2010 Professional
Windows Media Player (Version 12)
QuickTime (Latest Version)
Flash Player (Latest Version)
Adobe Acrobat Reader (Latest Version)
All electronic files must be submitted in the Speaker Ready room using one of the formats listed below:
PowerPoint 2010 or earlier version
Operating System: Media should be PC Formatted
Web Browser: Internet Explorer 9, Firefox 5
Plug-Ins: QuickTime 7, Adobe Acrobat
Video Playback: Windows Media Player; QuickTime
PDF Reader: Adobe Acrobat
Unix Users: Bring HTML Files or Adobe Acrobat
PowerPoint 2010 or earlier version
For best results, PowerPoint 2007/2008 users should save their presentations in those versions’ native .pptx format, and not in the PowerPoint ’97-2003 format.
Be aware that embedded media clips are not saved as part of your PowerPoint presentation. The actual video or audio files need to be on the computer you will be presenting from. You will need to supply those files along with your PowerPoint file either when you upload or in the Room.
*If your presentation contains any video or audio, please submit your files to the Room’computers AT LEAST 4 hours in advance, due to additional processing time that may be required.
Even if you have submitted your presentation in advance, please plan to bring the latest version of your presentation to the meeting on one of the following media types as a safety backup for your talk.
USB Flash Drive or Hard Drive (any brand that does not require drivers)
CD ROM (CD-R, CD+R)
DVD ROM (DVD-R, DVD+R)
CD+-RW and DVD+-RW (not recommended)
Memory Card (Memory Stick, MicroDrive, Secure Digital, Multimedia, Smart Media, Compact Flash)
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