Oral Presentations

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.

Computer Equipment

The computers in the session rooms will be Windows XP based PCs with Microsoft Office 2007, including PowerPoint. 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. All presentations will be uploaded from the Presentation Room to Meeting Room laptops provided for your use. However, support is available in the Presentation Room for any problems with your presentation.

Please save a copy of your most current presentation on a USB Flash “thumb” Drive, or on CD, and bring it with you when checking in at the “Presentation Room” 24 hours prior to your presentation.

Preparing Your Oral Presentation

All presentations must be created in, or converted to, Microsoft’s PowerPoint program.

MACINTOSH USERS

Please make sure that all inserted pictures are either JPEG or PNG file-types. Quicktime (.mov) files are also an accepted video format. To convert a Apple Keynote Presentation to a PowerPoint Presentation please read:

http://docs.info.apple.com/article.html?path=Keynote/4.0/en/c9kn26.html

This conversion should be completed prior to uploading the presentation; however, there will be a Macintosh laptop available in the Presentation Room for on-site conversion of presentations if required.

Video Formats

The recommended video format for Windows-based presentations is Windows Media (.wmv). For more detailed information regarding adding video to your presentation please read:

http://office.microsoft.com/en-us/powerpoint/HA011593121033.aspx

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.

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

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:

  1. For on-screen presentations, JPEG-type images work well. This type of image file can be created with virtually all imaging programs.
  2. There are many graphics programs which can manipulate images. Consult the manual for more specific instructions if needed. Use a graphics program to:
    1. Change the size of the image to approximately 800 x 600 pixels
    2. Save as file type “JPEG” or “JPG”
    3. Select compression setting of 8 (High quality image)
  3. 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).
Animations

Please keep animations to a minimum.

Speaker Ready Room

A speaker ready room will be set up in the Pojoaque Room at the Santa Fe Convention Center so that you can review or practice your presentation. This room will be open as follows:

Presentation Room Information

Location: Santa Fe Convention Center, Nambe Room

Presentation Review/editing

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 Meeting Services personnel that you have viewed and approved your presentation file before you leave the Presentation Room. Meeting Services will then transfer the updated file to your meeting room.

Quality Control

Giving your presentation a last “once-over” in the Speaker Ready Room and/or Presentation Room is the most important step you will take to ensure your success. When reviewing your presentation, 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.

Security

Presenters are required to provide identification in order to submit their presentation as well as to access it in the Presentation Room. Cameras, ipod, music players and video equipment are not permitted in the Presentation Room or Speaker Ready Room. All files are deleted at the end of the conference, unless permission has been granted to the conference association to retain the presentation files.

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.

Your Meeting Room Experience

Your session room laptop will have your presentation clearly viewable on the desktop. Simply double-click your presentation and control it from the podium using the computer mouse or the up/down/right/left keys on a keyboard. Audio Visual technicians will be located in close prox-imity to all meeting rooms and will be available to provide assistance if required.

Contact Information

Santa Fe Audio Visual: