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

Presentation1 is the speaker service/presentation submission system from PSAV. Each presenter can easily upload his presentation files, including all multimedia content (ex: linked video, flash, sound files), to a server, alternatively online prior to the even. All presentations can be previewed and edited by their authors up to a certain deadline at the Presentation Room before they are automatically downloaded to the respective computers in the session rooms.

Speakers will receive an email from PSAV that will include a link and individual login credentials to submit their presentations online prior to the start of the meeting.

Acceptable format for presentations:

  • PowerPoint (.ppt) or (.pptx)
  • Adobe Acrobat (.pdf)

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 to the Presentation1 system.

For questions regarding the online submission Web site please contact:

PSAV support team at or call (214)-210-8006 (8:00am-5:00pm CST).

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.

There is a trade-off between high quality videos and large files.  Use short video segments when needed, and try to keep the file to less than 20 MB.

List of Preferred Media

(Video/Audio) Formats:
The recommended video format for Windows-based presentations is Windows Media (.wmv). For more detailed information regarding fonts, sound, video, and general compatibility, refer to Using one of the codec’s from the following list of will ensure proper performance:Compatible Codecs:

  • Microsoft - RLE, Video1, Windows Media Series 8 and 9
  • Divx 3/4/5
  • Intel Indeo Video <= v.5.11
  • TechSmith Screen Capture Codec
  • Huffyuv Lossless Codec
  • Asus Video Codec, On2VP3, ATI VCR and YV12 Codecs
  • Cinepak, MJPEG

Arial and Helvetica are recommended for clarity and compatibility. Confirm a font size of AT LEAST 24 points for body text and 36 – 40 points for headings. Light colored text on a dark background is advised. Avoid using red or green. Confirm that the maximum number of lines in text slides is no more than 6 or 7.

The size of the screen will be 1024 x 768 pixels, meaning that any image with more pixels in the X or Y coordinate that is more than that will not be displayed. The image will be altered by PowerPoint to fit. 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.  This type of image file can be created with virtually all imaging programs. 
  • There are many graphics programs, which can manipulate images.  Consult the manual for more specific instructions if needed.  Using a graphics program
    • Change the size of the image to approximately 800 x 600 pixels
    • Save as file type “JPEG” or “JPG”
    • Select compression setting of 8 (High quality image)
  • Insert all images into PowerPoint as JPEG files.
    If you copy the images to the clipboard and then Edit / Paste them into PowerPoint, the images will not be compressed and the PowerPoint file can become very large.  To avoid this, insert them directly into PowerPoint (Insert / Picture / from File).

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 Internet 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.

On-site Submission:
Check in at the Presentation Room preferably the day before your session to submit your files and to preview your presentation. If checking in on the day of your session, please come by at least 24 hours prior to the start of your session (note: this refers to the session start time, not the presentation start time). The PSAV technicians will assist with the upload of your files and provide the opportunity to preview and/or edit the presentation as necessary. Acceptable media include:  USB Flash Drive (Thumbdrive/Jumpdrive), Data DVD or CD discs, Compact Flash or SD cards.

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 2010. 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.


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 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.

Rental of Additional Audio-Visual Equipment

Rental of a VCR, monitor, slide projector, audio systems, provision of extra power outlets, extra tables, stands, etc. can be handled for an additional cost. Costs for additional equipment will be billed to the presenting author. Please contact the conference management office for other presentation requests.

Presentation Room

All presenters are required to check in to the Presentation Room, preferably the day before. 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 PSAV personnel you have viewed your presentation file before you leave the Presentation Room. PSAV will then transfer the updated file to the meeting room.