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Oral Presentations

Advance Submission

Prior to the meeting, speakers received an email with login credentials and instructions to submit online at https://cms.psav.com/e2fd284/. Please make sure to upload all media files required for your presentation. Any necessary video or audio files not included in your online upload folder along with your PowerPoint will cause your presentation to fail in the meeting room. Please see the list of preferred media formats below. Speakers who submit in advance will have a faster check in at the Presentation Room. Although online submission may not be required, it is strongly encouraged.

Submissions will also be accepted on-site in the Presentation Room, Room 251 C at the Salt Palace Convention Center, and you also can upload to the Web site throughout the conference.

File Formats

The following presentation file types are acceptable for online submission:

Microsoft PowerPoint Tips

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.

Apple Macintosh Users

Apple Macintosh users can also upload PowerPoint presentations to the website. Speakers creating presentations using Apple Keynote (.key) will need to bring their files directly to the Presentation Room to have them loaded to the network. PSAV will have a Macintosh computer in each breakout room.

Laptops

Personal laptops cannot be used in the meeting rooms. You must upload your files in the Presentation Room at all times regardless of arrival time. PSAV support staff will be available to transfer from your laptop if needed. Please make sure you bring laptop video port adapters and power cables with you. Always bring a backup of the presentation on flash drive/memory stick or disc to the Presentation Room.

Presentation Room

All speakers must check in at the Presentation Room, Room 251C, preferably the day before your session to preview your presentation.

Presentation Room Hours of Operation:

If you are checking in on the day of your session, please come by at least 4 hours prior to the start of your session. PSAV technicians will assist with the upload of your files and provide the opportunity to preview and/or edit the presentation as necessary. 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.

Computer Equipment

The Presentation Room and all meeting rooms will be equipped with both a Windows 7 based PCs with Microsoft PowerPoint 2010 and an Apple Macintosh with Keynote ‘09. Verification of proper performance in the Presentation Room is essential, particularly if video and animation is included in the presentation. Please note that Internet access will not be available during your presentation.

Speaker Ready Room

A speaker ready/practice room is available in Room 251 F. It will be open during all hours of the meeting including Sunday from 13:00 to 21:00, Monday through Thursday from 7:00 to 19:00 and on Friday from 7:00 to 16:00. You may practice or review your presentation in this 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.

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:

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

During Your Presentation

Each meeting room will be staffed with a PSAV technician who will assist with starting each presentation. Once the presentation is launched, the speaker will control the program from the podium using a computer mouse or the up/down/right/left keys on a keyboard.

Audio-Visual Equipment

Each session room will be equipped with a screen, LCD projector, computer, sound system, timer and laser pointer. All presentations will be preloaded into the computer by the A/V staff for the session room. Student volunteers and A/V staff members will be available to assist and to provide full instructions on using the presentation system in the oral session rooms.

Security

Speakers are required to provide identification in order to submit their presentation as well as to access it in the Presentation Room. Recording devices such as cameras are not permitted in the Presentation Room. All presentation files are deleted at the end of the conference, unless permission has been granted to the conference association to retain the presentation files.