Presenters' Info & Resources
Guidelines for presenters can be accessed via the links below. Please consider and follow them as you prepare your presentations. Due to physical constraints, this is particulary critical for poster presentations. Please remember, all presenters must register for the conference.
Please prepare a very brief biographical introduction which can be used by the Chair of the session(s) in which you are presenting in order to introduce you. We would like to kindly request that you bring this with you to the session and provide it to the chair at that time. The brevity of your biographical sketch will ensure the session begins efficiently, allowing a maximum amount of time for you and your peers' presentations and adequate time for discussion.
Thank you.
GUIDELINES FOR PREPARING AND DELIVERING ELECTRONIC PRESENTATIONS
- Overview
- Movie formats
- Macintosh Users
- Advance Submission
- Media Preparation
- At the Meeting
- Presentation
Presentations can be submitted in advance via http://www.presentationmanagement.com/IUHPE or on-site by visiting us in the Speaker Ready Room located at the VCEC in room 4 (TBC). Save your files to a 3.5” Floppy Disk, CD/DVD-ROM, or a USB Storage Device. Presentations can also be transferred from your laptop computer.
To ensure that your presentation is a success, be sure to visit the so you can review your uploaded presentation. All presenters are required to check into the Speaker Ready Room 24 hours prior to their session time. All revisions must be submitted in their final form by 5:15 pm the day before they are to be presented.
Once you arrive at the Speaker Ready Room, you should seat yourself at an open computer to review your presentation. If you submitted your presentation in advance via the website, once you log into the computer, all of your files will be listed on the left side of the screen. A technician will assist you if you require assistance in loading your media or accessing your files. You can make changes to your presentation(s) while in the Speaker Ready Room. Technicians are available to assist you with issues that sometimes occur with presentations. Once you are done reviewing your presentation, be sure to click the "upload your files" and "logout" buttons on the bottom of the screen.
Please arrive at your session meeting room at least 15 minutes before the start of your session. Take time to familiarize yourself with the setup at the lectern. On the lectern there will be a PC with keyboard, mouse, CD-ROM, and front USB ports. All presentations submitted online or in the Speaker Ready Room can be found in a folder on the desktop called "Presentations". On the lectern, there will be a remote that will give you forward and back control. If you require assistance, please look for the AVW-TELAV technician assigned to your area. At the end of each session day, all presentations are deleted from the meeting room computers.
The computers in the presentation rooms are identical to those found in the Speaker Ready Room. All computers are Microsoft Windows-based with Microsoft Office 2003.
Steps to ensure your success
Movies: While we try to support as many PC video formats as possible, we can only accept movies created as Windows Media Video (WMV), MPEGs (1 or 2) or with the following AVI codecs:
- Microsoft - MPEG-4, RLE, Video1, Windows Media Series 8 and 9
- XVID
- DivX 3/4/5
- Intel Indeo Video <= v.5.11
- Huffyuv Lossless Codec
- Cinepak
It should be noted based on past experiences that Windows Media Video (8 or 9) is the most preferred format. WMV has provided high visual quality and stability while also exhibiting good file compression and playback performance.
SPECIAL NOTE ABOUT DVDs: If you plan to play a DVD as part of your presentation, please be sure to test the DVD for compatibility in the speaker ready room.
Please be aware of the size of your video files. In most cases, lower resolution video files are very effective.
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: We only supply fonts that are included in the basic installation of Windows. Fonts other than these should be embedded into your PowerPoint presentation. The fonts we suggest using are 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. Microsoft provides a utility to determine if a Font can be embedded. It is located at the following link:
http://www.microsoft.com/typography/property/property.htm?fname=%20&fsize
Fonts are easily embedded into your presentation following these steps:
Office XP / 2003
- Click File, and then Save As.
- On the Tools drop down menu select Save Options
- On that menu you will see an Embed TrueType Fonts check box. Check the box.
Office 2000
- Click File, and then Save As.
- On the Tools drop down menu select Embed TrueType Fonts.
If transferring a presentation from a Macintosh environment to a PC platform, it is imperative that you review your presentation in the Speaker Ready Room if it contains video files, graphs or pictures. All supplied computers will contain Windows Media Player and QuickTime for Windows; however this does not guarantee a successful presentation on a PC platform.
Movies: QuickTime is not native to Windows computers. PowerPoint only supports QuickTime movies up to version 2.5. To insure the best chance of success, create your movies as AVI files. In addition use Cinepak for compression instead of Sorenson. Movies saved as AVI’s have the best chance of success on a Windows machine. You can also convert your movies to the mpeg format in QuickTime Pro. Please test your movies and slides on a Windows machine before finalizing your presentation. Use method outlined below for testing your movies on a PC.
It is imperative to test your "new" presentation on an actual Windows PC for verification.
The following test will determine the compatibility of movie files:
- Click Start, and then click Run.
- In the Open box, type the appropriate command for your operating system.
- In Microsoft Windows 98 or Microsoft Windows Millennium Edition (Me), type: mplayer.exe
- In Microsoft Windows NT 4.0 or Microsoft Windows 2000/XP, type: mplay32.exe
- Click OK. Media Player is started.
- On the File menu, click Open.
- Select the movie that you want to verify. Click Open. The video will play if it is the correct format.
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. It will be necessary to load your presentation onto a Windows machine. If this occurs, many custom Mac fonts will not translate properly.
Animations: Use simple entry animation effects, such as fly in/out, appear, and dissolve. Also, do not use exit animations: PowerPoint 2000 for Windows does not support exit animations.
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.
Preparing your Presentation for Transfer:
You may submit your presentation via the internet prior to leaving for the event. A link will be provided from your association website that will direct you to the advance submission site or use this link: www.presentationmanagement.com/IUHPE.
In the event that you wish to make changes to a presentation that you have already submitted. Please change your master copy and then resubmit the files on the website.
Save your files to a 3.5" Floppy Disk, CD/DVD-ROM, or a USB Storage Device. If you create a CD-ROM, be sure to close or finalize your session. If this step is not accomplished, you may not be able to access the CD from any computer.
When building your presentation, all files (PowerPoint & external, i.e. movie files) associated with your presentation must reside in the same folder. Be sure you bring your movie files along with your PowerPoint presentation; they are NOT embedded into the PowerPoint.
When creating your media for transfer, copy the entire folder to the portable disk. To ensure success of your presentation, create a backup copy presentation on a separate portable disk and transport it in a separate piece of luggage.
Label your media with the following information:
- Your name
- Name of Meeting/Conference
- Date & Time of presentation
- File names
If you are speaking in more than one session, please organize and clearly label your presentations in separate folders. Do not put more than one presenter’s files on the same disk. Each presenter must have his or her own media.
Speakers must check-in at the Speaker Ready Room 24 hours before their scheduled presentation. This will allow time to prepare, rehearse, and finalize your presentation before submitting it. The computers in the Speaker Ready Rooms will be configured with hardware and software to match the computer in the meeting rooms. It is imperative that you review your presentation in the Speaker Ready Room if it contains video files, or if it was created on a Macintosh computer.
Once you are comfortable that your presentation is complete, Confirm the date, time, and room for your session. Be sure to click the “upload files” and “logout” buttons on the bottom of the screen. All revisions must be submitted in their final form the day before they are to be presented.
Speaker Ready Room: VCEC in room 4 (TBC)
Hours of Operation:
- Sunday: 10:00 am - 5:15 pm
- Monday: 7:30 am - 5:15 pm
- Tuesday: 7:30 am - 5:15 pm
- Wednesday: 7:30 am - 5:15 pm
- Thursday: 7:30 am - 5:15 pm
- Friday: 7:30 am – 12:00 pm
Please arrive at your session meeting room at least 30 minutes before the start of your session. Introduce yourself to the projectionist (who will be wearing an AVW/TELAV projectionist badge). Take time to familiarize yourself with the setup at the lectern. On the lectern, there will be a remote that will give you forward and back control. The projectionist will remain in the room throughout the session.
A lectern microphone will be provided in each meeting room. Speak directly into the microphone in a normal voice and do not handle the microphone while speaking. There should be a comfortable distance between your mouth and the microphone. If you turn away from the microphone, the audience may not hear your voice.
A confidence monitor will be provided in each meeting room. It will be located either at the head table or strategically in front of the lectern.