Oral Presentation Guidelines
Talks will be scheduled in 15-minute time slots. We strongly encourage a presentation of no more than 12 minutes to allow three minutes for discussion and to entertain questions from those in the audience. In special cases, and at the discretion of the session organizers, invited presenters may be given two consecutive slots to provide a tutorial/overview talk at the beginning of the session. The time limit will be strictly enforced to facilitate movement between sessions. When completing the submission form, please indicate your preference for an oral or a poster presentation. This will assist the selection committee in the proper placement of your paper. You must be prepared, however, to accept the assignment as either oral or poster.
Once your abstract has been accepted for the meeting, you will need to prepare your presentation and data in Microsoft Power Point format. Windows is the only operating system available for the presentations. If your presentation data is linked to other files, those linked files also should be saved in the same folder and checked with the audio-visual technicians for operability beforehand. Likewise, if parts of your presentation are not in Power Point format, you will need to check with the audio-visual technicians prior to the meeting to make sure it is compatible with the computers that will be used during the sessions.
Each presenter will be provided with full instructions on how to upload presentations prior to the meeting.
Audio-Visual Equipment at the Meeting
Each session room will be equipped with a screen, projector, computer, sound system, timer and laser pointer. All presentations will be preloaded into the computer by the audio-visual staff for the session room. Oral presenters will be provided with instructions on using the presentation system.
Windows is the only operating system available for the presentations. If your presentation data is linked to other files, those linked files also should be saved in the same folder and checked with the audio-visual technicians for operability beforehand. Likewise, if parts of your presentation are not in Power Point format, you will need to check with the audio-visual technicians prior to the meeting to make sure it is compatible with the computers that will be used during the sessions.
Format for Presentations
- PowerPoint (.ppt) or (.pptx)
Apple Macintosh Users
Please make sure that all inserted pictures are either JPEG or PNG file-types. Individuals using Apple Keynote should bring their files directly to the Speaker/Presentation Room to have them correctly transferred.
Microsoft PowerPoint Tips
Your content will be displayed on a 4:3 aspect ratio screen. Choose the correct format by going to the “Design” tab – select “Page Setup” – select the drop-down arrow for “Slides sized for” and select “On-screen Show 4:3.”
PowerPoint embeds image files directly into the file when you save them, while video files are not embedded. Only a link is made to the video file. Copy the video clips you want to insert into the same folder as the PowerPoint file. This will eliminate the problem of PowerPoint losing the link to the file. Be certain to bring the video files and the PowerPoint files to the meeting.
Use short video segments when needed, and try to keep the file to less than 20 MB. Large files will load and play slower during your presentation.
List of Preferred Media
Video Formats: The recommended video format for Windows-based presentations is Windows Media Video (.wmv).
Audio Formats: MPEG3 (.mp3), Windows Audio File (.wav), Windows Media Audio (.wma). iTunes based files will not work.
Fonts: Choose a font available in Windows/PowerPoint 2007. Fonts not available in Windows 2007 will not display correctly.
Images: Large images (i.e. 2000 x 1500 pixels) which are created with digital cameras and scanners will make the resulting PowerPoint file very large. This may cause the presentation to load slowly. This can be avoided by inserting images with the following properties:
- For on-screen presentations, JPEG-type images work well.
- Resize image to 1024x768 as a default
- Compress all files
- Insert all images directly into PowerPoint (Insert / Picture / from File)
Animations: Keep animations to a minimum. When using a bulleted list of points, it may be useful to have the points appear.