POWERPOINT PRESENTATION CREATION AND CONVERSION
General Computer Software Guidelines:
- Microsoft PowerPoint is the designated presentation format. You may create the presentation in either Mac or PC format, although PC is preferred. Conversion from Mac to PC is possible on-site if you don’t have time to do this in advance. Please arrive 24 hours prior to your session for this conversion. PCs will be used in the session rooms; please note that use of personal laptops is not permitted.
- Videos: Videos must be created with standard compression codes that are in use by Windows and must be saved as a .WMV .MPG or .AVI only. It is imperative that you check your Presentation in the Speaker Ready Room if it contains video files. Please see this article for file formats supported within PowerPoint. Compressing your videos is very important. If you’ve authored your PowerPoint as a PPTX, there are tools within PowerPoint to do this automatically which can be found here. If you will be converting or authoring videos, we recommend H.264 encoding at less than a 5Mbps bitrate for best performance. Typical resolutions in the meeting room will be 1024×768 for 4:3 presentations and 1280×720 for 16:9
- Pictures: Images inserted into PowerPoint are embedded into the presentation. Images that are created at a dpi setting higher than 75 dpi are not necessary and will only increase the file size of your presentation. Try to avoid overloading your presentation with unnecessary images. JPG images are the preferred file format for inserted images.
- Fonts: Please use only fonts that are included in Windows such as Times New Roman, Arial, Verdana and Tahoma. Use of fonts not included in Windows can lead to words that bleed into graphics or bullets that may be the wrong style. To embed your font in PPT, please follow these instructions.
Users of Macintosh Computers:
- Usage of personal Mac laptops is not permitted in the session room. All presentations must be played back on the provided Windows PC in the session rooms.
- If transferring a presentation from a Macintosh environment to PC platform, it is imperative that you review your presentation in the Speaker Ready Room. All supplied computers will contain Windows Media Player and QuickTime for Windows, however, this does not guarantee a successful presentation on a PC platform.
- Keynote Users: Please export your presentation as a PowerPoint or PDF. The following website offers instructions for this process: https://support.apple.com/en-us/HT202220
- Images: Use common image formats that are cross platform compatible such as JPG, PNG, GIF, and BMP.
- Fonts: Use common cross platform compatible fonts such as Times New Roman, Arial, Verdana and Courier. Many custom Mac fonts will not translate properly onto a Windows machine.
- Animations: Use simple entry animation effects, such as fly in/out, appear, and dissolve. Do not use exit animations as these are not supported in Windows PowerPoint.
- File Extensions: If your Mac version of office does not append the file extension, be sure to include it in your filename. Use .PPT for PowerPoint files and .PPS for PowerPoint show files.
- Pictures: If you use a version of PowerPoint prior to 2008, please embed pictures that are not TIFF format as these images will not appear in Windows PowerPoint. With PowerPoint 2008 for the Mac, this is no longer an issue, and any inserted image will be compatible.
- Videos: PowerPoint 2010 or higher supports playback of MOVs. The best compatibility for MOV playback is to use MPEG4 as your codec, in some cases H.264 will also work. If you are using an older version of PowerPoint, please export MOV files to Windows Media WMV with QuickTime 7 Pro. If you cannot convert the files or have a considerable number of MOV files, please check with a technician in the Speaker Ready Room who can make arrangements to convert videos.
- QuickTime Pro 7 can natively export MOV, DV, QT, or MP4 files as Cinepack codec AVI files. While the resulting file is Windows compatible, there are add on products to QuickTime that will give a better result. NOTE: QuickTime X does not support conversion using third-part plug-ins.
- It is imperative to test your “new” presentation on an actual Windows PC for verification. If your video does not work please contact our support specialist or bring the videos and PowerPoint to the Speaker Ready Room.
- If you are having any issues please contact our support specialist – email@example.com
Advance Submission of Presentations – REQUIRED:
Scientific Committee requires that presentations be submitted IN ADVANCE of the meeting to allow adequate time for closed captioning to be prepared for your presentation (at least 24 hours). This will also reduce lines and wait times in the Speaker Ready Room onsite.
- Advance Submission Link – Presentations may be submitted in advance of the meeting in mid-September and will be available throughout the meeting. You will receive notice via email when the website is available for submissions. Further instructions regarding loading presentations to the submission website will be included with the notice when the system is live and ready to accept presentations.
- Multiple Presenters – Please do not combine multiple presenters’ presentations into one file and then submit under one name. The system manages presenters individually and any co-presenter will not be able to log-in to edit the combined presentation.
- Changes to your Presentation – If you need to make changes to a presentation that you submitted, you may resubmit the files on the website using a new file name and delete the earlier submission. You may also make changes to your presentation in the Speaker Ready Room onsite.
The following audio-visual equipment will be automatically provided in each session room. Please note that use of personal Windows or Mac laptops is not permitted. You are required to use the presentation computer provided at the podium.
- Presentation computer at tech table equipped with the following: Intel i7 processor with 8GB Ram, Windows 10, MS Office , Adobe Acrobat Reader, Windows Media Player, and Quick Time Player VLC media player
- Confidence monitor of presentation at podium; monitors with presentation and captioning for head table
- Remote mouse (for slide advancing and use as screen pointer) at podium; speaker timer
- LED projectors, screens and microphones
- IMAG projection (largest session room only)
- CART Captioning in general and concurrent session rooms Speaker Ready Room (SRR):
- Upload – Presentation files cannot be submitted in the session rooms. Presentations must be finalized and reviewed by the presenter in the SRR at least 4 hours prior to the presentation time.
- Slide and Video Review – Speakers who have already submitted presentations via the advance submission website are advised to please verify the integrity of their presentations and videos in the SRR. It is imperative that presentations created on a Macintosh and converted or that contain video be reviewed. A mock podium setup will also be available to practice using the Presentation Management System.
- Location & Hours – The SRR will be located in room adjacent to main Hall Serena hotel and will be operational during the following hours:
Friday October 14 08:00am – 5:00 pm
Saturday October 15 08:00am – 5:00 pm
Sunday October 16 08:00 am -1:00 Pm
At the Meeting and During Your Presentation:
- Important: Adherence to speaker presentation times will be strictly enforced. Unless otherwise specified, presentation lengths are as follows: Podium: 9 minutes In order to provide equal opportunity for each presenter and adequate time for Q&A at the end of each session, this time schedule must be strictly adhered to and will be enforced by the moderator and the A/V team. There will be a timer on the podium and a second timer on the floor by the conference monitor. Please pay attention to the timers during your presentation. If your presentation runs over your allotted time, your slides and microphone will be turned off.
- Your presentation must be turned into the Speaker Ready Room at least four (4) hours prior to the start of your scheduled session start time.
- Any updates to your presentation must be made in the Speaker Ready Room at least 2 hours prior to the presentation time and not your session room.
- Please arrive at your session room at least 10 minutes before the start of your session. We ask that all panelists and presenters sit at the head table prior to the start of the session.
- The A/V technician will launch your presentation once you are introduced. A mouse will be available at the lectern for you to control/advance your slides during the presentation. The mouse pointer should be used in lieu of a laser pointer.
- Please note that Presenter View will NOT be available in the session room. Please be sure to bring a print out of your slides/notes to the session room if required.
- Speak directly into the lectern microphone in a normal voice at a comfortable distance from the microphone. Do not handle the microphone while speaking. Be cognizant of not turning away from the microphone, as the audience and captioner may then not hear you speak.
Presentation Use Permission:
Scientific Committee plans to post materials from the conference on website after the meeting, including the speaker PowerPoints for those who approve of such dissemination. A request for permission to post your presentation will be provided on the advance submission website and in the Speaker Ready Room. The presentations will be locked pdf versions and you can opt to provide us with an abbreviated version if necessary.
Audio-visual arrangement questions:
Technical questions for our AV Provider: