Information for Presenters

Oral Presenter Instructions

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. The time limit will be strictly enforced to facilitate movement between sessions.

No recording is allowed in any of the session rooms during the meeting.

Preparing Your Electronic Presentation

Preparing Your Presentation Content

The Oregon Convention Center Audio Visual Department (OCC A/V) is accepting pre-submission of presentations starting April 16th.

Each presenter can easily upload his presentation files online prior to the event. The cut-off date for pre-submission is May 14th.

Speakers who want to pre-submit their presentations should email: to receive submittal instructions.

They will receive an email from OCC A/V that will include an invite to their individual folder.

For questions regarding the online submission website please contact:

On site all presentations can be previewed and edited by their authors at the Presentation Room before they are downloaded to the respective computers in the session rooms.

Acceptable format for presentations

  • PowerPoint (.ppt) or (.pptx)

Apple Macintosh Users

Please make sure that all inserted pictures are either JPEG or PNG file-types. Presenters using Apple Keynote files can export their file to a powerpoint file (.ppt or .pptx) and upload to the Submission Site. QuickTime (.mov) files are also an accepted video format. Individuals using Apple Keynote can also bring their files directly to the speaker ready 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.

Note: there will not be internet access in the meeting rooms. Do not include a link to the web for video playback.

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.

How to Submit Your Presentation

Advance Submission

Presenters will be able to submit their files via the web and will receive their login credentials via email. Online submission of your presentation files via the web is not required, but is strongly encouraged. Presenters who send in their presentation files via the web site will have faster check in at the Presentation Room. Please make sure to upload all media files required for your presentation. Any videos, sounds, or fonts not included in your online upload folder will cause your presentation to fail in the meeting room.

*Presenters will be responsible for replacing files as they are updated or giving them version numbers so OCC A/V can easily identify the final version. Only final version files will be available onsite.  Speakers who want to pre-submit their presentations should email:

On-site Submission

Check in with the OCC A/V Technician in the Presentation Room preferably the day before your session to submit your files and to preview your presentation. The technicians will assist with the upload of your files and provide the opportunity to pre view and/or edit the presentation as necessary. Acceptable media include: USB Flash Drive (Thumbdrive/Jumpdrive), Data DVD or CD discs,

Presentation Room

All presenters are required to check in to the Presentation Room, preferably the day before. An OCC A/V technician will be available to assist. If you are unavoidably delayed, you must still go directly to the Presentation Room. Do not bring a laptop or other media device to the session room.

When reviewing your presentation in the Presentation 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 are the same as the computers in the Presentation Room, therefore:


You may edit your presentation up to 4 hours prior to the session start time. When you are finished reviewing and/or making changes to your presentation, you must tell the OCC A/V technician you have finalized your presentation file before you leave the Presentation Room. 

Bring a Backup

Be sure to bring a backup copy of your presentation with you to the meeting. If you plan to upload files on-site, bring two copies. USB/Flash drives are preferred.

Computer Equipment

The computers in the session rooms will be Windows 7 based PC with Microsoft PowerPoint 2007. Please note that Internet access will not be available during your presentation.


Personal laptops cannot be used in the session rooms. You must load your files via the Presentation Room. Support is available in the Presentation Room for file transfers from your laptop. You should still bring a backup of the presentation on alternate media (see list of acceptable formats above). Please make sure you have all power, video, and networking adapters with you.

During Your Presentation

Each meeting room will have a LCD projector, screen, laptop audio, lectern, hardwired lapel microphone and laser pointer. There will be technicians on site to assist with starting each presentation. Once the presentation is launched, the speaker will control the program from the lectern using a computer mouse or the up/down/right/left keys on a keyboard.

Rental of Additional Audio-Visual Equipment

Rental of additional audio visual equipment can be ordered for an additional cost. Costs for additional equipment will be billed to the presenting author. Please contact Cheryl Hart at (503) 731 7801 or at for other presentation requests.