ASLO 2018 Summer Meeting

Oral Presentation Guidelines

Oral Presenter 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 of 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
There will be no advance submission or online presentation upload for this meeting.

On-Site Submission of Oral Presentations
If you were assigned to give a talk, you will need to upload your presentation preferably 24 hours in advance. Those who are presenting on Monday need to arrive in time to upload on Sunday. You will do this in the View Royal Room, located on Level 2 of the Victoria Conference Centre. Hours for the presentation room are listed below:


Sunday                                                15:00 to 21:00

Monday, Tuesday, Wednesday          07:30 to 17:30 

Thursday                                             08:00 to 17:30 

Friday                                                  07:30 to 16:00


This room will be staffed and run by audio visual technicians. Oral presenter instructions and guidelines for preparing your presentation are posted on the meeting web site.

Reviewing Your Presentation
After you submit your talk in the presentation room, please 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.

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 4:3 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 4:3.”

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.

Use short video segments when needed, and try to keep the file to less than 20 MB. Large files will load and play slower during your presentation.

List of Preferred Media

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

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.