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Instructions for Oral Presenters

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 available in any of the session rooms during the meeting.

Preparing Your Electronic Presentation

The audio visual company for the 2011 ASLO Aquatic Sciences Meeting is PSAV Audio Visual. Please contact PSAV if you have questions about preparing your presentation for the meeting and/or submitting your presentation electronically prior to the meeting:

Email: CMSsupport@psav.com
Phone: 214-210-8006

Advance Submission

Speakers will receive an email with login credentials and instructions to submit online. 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 in the “Additional Information” section 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.

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.

Please try to keep the video files size to less than 20MB if possible. Use short video segments when needed

List of Preferred Media (Video/Audio) Formats: (.wmv) (.mpg) (.avi) (.swf) (.wav) (.mov)

Compatible Codecs:

Fonts: 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.

Images: 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:

Format = JPEG (.jpg)
Recommended Size = 800x600 pixels
Compression Setting = 8 (High quality)

Use the “Insert” feature of PowerPoint to add images to your presentations. Do not copy/paste them into the slide or click and drag.

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.

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.

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.

Computer Equipment

The Presentation Room and all meeting rooms will be equipped with both a Windows 7 based PCs with Microsoft PowerPoint 2007 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.

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.

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.