Information for Presenters

Oral Presenter Instructions

Talk Length

Talks are scheduled in 15-minute time slots. We strongly encourage a presentation of no more than 12 minutes to allow three minutes for questions from the audience. The time limit will be strictly enforced to facilitate movement between sessions.

No Photos or Recording

No recording, taking pictures, taking video, etc. is allowed in any of the session rooms during the meeting, including by cell phone. This includes posters displayed in the poster area.

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.

Advance Submission

There will be no advance submission of presentations via an FTP site for this meeting.

On-Site Submission of Oral Presentations

All oral presentations will need to be submitted in the O’Keeffe Room at the Santa Fe Community Convention Center. This is the Presentation Room for the meeting. This room will be staffed and run by audio visual technicians. Presenters may submit their presentations beginning at 15:00 on Sunday, 5 June 2016.

Speaker/Presentation Room Hours

Sunday, 5 June 15:00 to 21:00
Monday, 6 June 07:30 to 17:30
Tuesday, 7 June 07:30 to 17:30
Wednesday, 8 June   07:30 to 13:00
Thursday, 9 June 07:30 to 17:30
Friday, 10 June 07:30 to 16:00

All presenters are required to check in to the Presentation Room, the O’Keeffe Room on the main floor of the Santa Fe Community Convention Center, at least 24 hours before your assigned presentation day to submit your talk. An audio-visual technician will be available in the room to assist you.

Please note: If your presentation is on Monday, please plan to go to the presentation room on Sunday during the hours specified to submit your talk.

Reviewing Your Presentation

After you submit your talk in the presentation room, please make sure that all fonts, images, and animations appear as expected and that all audio or video clips are working properly. When you are finished submitting, reviewing, and/or making changes to your presentation, you must tell the A/V technician you have finalized your presentation file before you leave the Presentation Room. Be sure to bring a backup copy of your presentation with you to the meeting. USB/Flash drives are preferred. Please make sure you have all power, video, and networking adapters with you.

During Your Presentation

Each meeting room will have a projector, screen, laptop computer, audio, lectern, hardwired lectern microphone, timing device, and a laser pointer. Once the presentation is started, you can control the program from the lectern using a computer mouse or the up/down/right/left keys on a keyboard.

IF THE PRESENTATION DOES NOT PLAY PROPERLY IN THE PRESENTATION ROOM, IT WILL NOT PLAY PROPERLY IN THE MEETING ROOM.

PERSONAL LAPTOPS CANNOT BE USED IN THE SESSION ROOMS.

DEDICATED INTERNET ACCESS WILL NOT BE AVAILABLE IN THE SESSION ROOMS.