Oral Presentation Instructions

Talk Length

Talks are scheduled in 15-minute time slots. We strongly encourage a presentation of no more than 12 minutes to allow three minutes for questions from the audience. The time limit will be strictly enforced to facilitate movement between sessions. In special cases, and at the discretion of the session organizers, invited presenters may be given two consecutive slots to provide a tutorial/overview talk at the beginning or during the session.

No Photos or Recording

No recording, taking pictures, taking video, etc. is allowed in any of the session rooms during the meeting, including by cell phone. This includes posters displayed in the poster area.

Advance Submission and Presentation Upload

ASLO Meeting Presentation Submission Upload Instructions. Audiovisual presentation files must be submitted through the upload site by 19 February 2019 so that files can be checked and synced to the server. After 19 February, submissions will need to be downloaded in the Presentation Room in Room 207.

Please upload changes as soon as possible while on site and no later than 24 hours before your presentation. Please also check-in on-site in the Presentation Room 207 as soon as possible. Uploading to the site to make changes to presentations will be available until the end of the conference.

During the submission process PSAV customer service representatives will be available to assist you. Please email our support team at Support@psavds.com if you have any questions.

Please click on the link below to request your login token and submit your presentation.

If the link does not take you directly to the website, copy and paste it into your browser. Submission instructions are provided on the website.

Once your presentation has been submitted via the website, you will be able to update it by removing the original and resubmitting a revision.

All presenters are required to check in at the Presentation Room (Room 207). This is the single most important action you will take to ensure your presentation is a success.

We look forward to being of service to you in your presentation efforts for the ASLO Meeting. If you have any questions, please send an email to our support team at Support@psavds.com.

On-Site Submission of Oral Presentations

If you were assigned to give a talk, you will need to make sure that your presentation is uploaded preferably 24 hours in advance. Those who are presenting on Monday need to arrive in time to check in and upload on Sunday. You will do this in Room 207, located on Level 2 of the Puerto Rico Convention Center. Hours for the presentation room are listed below:

Sunday   15:00 to 21:00
Monday      07:00 to 19:00
Tuesday   07:00 to 19:00
Wednesday   07:00 to 19:00
Thursday    07:00 to 19:00
Friday      07:00 to 17:00

This room will be staffed and run by audio visual technicians. Oral presenter instructions and guidelines for preparing your presentation are posted below.

Reviewing Your Presentation

After you submit your talk, please check it in the presentation room to make sure that all fonts, images, and animations appear as expected and that all audio or video clips are working properly.

When you are finished submitting, reviewing, and/or making changes to your presentation, you must tell the A/V technician you have finalized your presentation file before you leave the Presentation Room. Be sure to bring a backup copy of your presentation with you to the meeting. USB/Flash drives are preferred. Please make sure you have all power, video, and networking adapters with you.

During Your Presentation

Each meeting room will have a projector, screen, laptop computer, audio, lectern, hardwired lectern microphone, timing device, and a laser pointer. Once the presentation is started, you can control the program from the lectern using a computer mouse or the up/down/right/left keys on a keyboard.

Audio-Visual Equipment at the Meeting

Each session room will be equipped with a screen, projector, computer, sound system, timer, and laser pointer. All presentations will be preloaded into the computer by the audio-visual staff for the session room. Oral presenters will be provided with instructions on using the presentation system.

Presentation Preparation

Windows is the only operating system available for the presentations. If your presentation data is linked to other files, those linked files also should be saved in the same folder and checked with the audio-visual technicians for operability beforehand. Likewise, if parts of your presentation are not in Power Point format, you will need to check with the audio-visual technicians prior to the meeting to make sure it is compatible with the computers that will be used during the sessions.




Format for Presentations

  • PowerPoint (.ppt) or (.pptx)

Apple Macintosh Users
Please make sure that all inserted pictures are either JPEG or PNG file-types. Individuals using Apple Keynote should bring their files directly to the Speaker/Presentation Room to have them correctly transferred.

Microsoft PowerPoint Tips
Your content will be displayed on a 16:9 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 16:9.”

Be sure to embed the video file into the PowerPoint file. Be certain to bring the video files and the PowerPoint files to the meeting.

Use short video segments when needed and try to keep the file to less than 2GB. Large files will load and play slower during your presentation.

Video Formats: The recommended video format for Windows-based presentations is Windows Media Video (.wmv).

The following formats are acceptable for video:

(.wmv) (.mpg) (.avi) (.swf) (.wav) (.mov)

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.

Additional information about embedding videos:

If you have the most recent version of PowerPoint (.pptx), we recommend you embed the video into the slide so you will not need to upload the video in addition to the PowerPoint file.


If using an older version of PowerPoint (.ppt), you can link the video file to the slide, and upload both your presentation file and the video file.


Acceptable formats for presentations:

∙          PowerPoint (.ppt .pptx)
∙          PDF