Audiovisual Guidelines for Preparing and Delivering Electronic Presentations
Files should be saved to a 3.5" Floppy Disk, Zip Disk, CD-ROM, Compact Flash Card, Multi-Media Card or a USB Storage Device
To ensure that your presentation is a success, be sure to visit the Speaker Ready Room so you can upload your files to the server. All presenters are required to check into the Speaker Ready Room 24 hours prior to their session time. Presentations can be pulled off laptops 2 hours prior to your session time.
Once you arrive at the Speaker Ready Room, you should seat yourself at an open computer to review your presentation. If you submitted your presentation in advance via the website, once you log into the computer, all or your files will be listed on the left side of the screen. A technician will assist you if you require assistance in loading your media or accessing your files. You can make changes to your presentation(s) while in the Speaker Ready Room. Technicians are available to assist you with issues that sometimes occur with presentations. Once you are done reviewing your presentation, be sure to click the "upload your files" and "logout" buttons on the bottom of the screen. This will ensure that your presentation gets to your session room in a timely manner.
Please arrive in your session meeting room 30 minutes prior to your session starting. Each room will have a projectionist to assist you with any technical needs. Please introduce yourself to the projectionist prior to the beginning of the session. When it is your time to talk, the projectionist will open your PowerPoint presentation and start the slide show. On the lectern, there will be a mouse that will give you full control of the presentation. At the end of each session day, all presentations are deleted from the meeting room computers.
The computers in the presentation rooms are identical to those found in the Speaker Ready Room. All computers are Microsoft Windows-based with Microsoft Office 2003.
Steps to ensure your success
Movies: While we try to support as many PC video formats as possible, we can only accept movies created as MPEGs (1 or 2) or with the following AVI codecs:
- Microsoft - MPEG-4, 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
- Cinepak, MJPEG
SPECIAL NOTE ABOUT DVDs: If you plan to play a DVD as part of your presentation, please be sure to test the DVD for compatibility in the speaker ready room. Please be aware of the size of your video files. In most cases, lower resolution video files are very effective.
Pictures: Images inserted into PowerPoint are embedded into the presentation. Images that are created at a dpi setting higher than 75 dpi are not necessary and will only increase the file size of your presentation. Try to avoid overloading your presentation with unnecessary images. JPG images are the preferred file format for inserted images.
Fonts: We only supply fonts that are included in the basic installation of Windows. Fonts other than these should be embedded into your PowerPoint presentation. The fonts we suggest using are Times New Roman, Arial, Verdana and Tahoma. Use of fonts not included in Windows can lead to words that bleed into graphics or bullets that may be the wrong style. Microsoft provides a utility to determine if a Font can be embedded. It is located at the following link:
Fonts are easily embedded into your presentation following these steps:
- Click File, and then Save As.
- On the Tools drop down menu select Save Options
- On that menu you will see an Embed TrueType Fonts check box. Check the box.
- Click File, and then Save As.
- On the Tools drop down menu select Embed TrueType Fonts.
Users of Macintosh Computers:
- If transferring a presentation from a Macintosh environment to a PC platform, it is imperative that you review your presentation in the Speaker Ready Room if it contains video files, graphs or pictures.
- All supplied computers will contain Windows Media Player and QuickTime for Windows; however this does not guarantee a successful presentation on a PC platform.
- Movies: QuickTime is not native to Windows computers. PowerPoint only supports QuickTime movies up to version 2.5. To insure the best chance of success, create your movies as AVI files. In addition use Cinepak for compression instead of Sorenson. Movies saved as AVIs have the best chance of success on a Windows machine. You can also convert your movies to the mpeg format in QuickTime Pro. Please test your movies and slides on a Windows machine before finalizing your presentation. Use method outlined below for testing your movies on a PC.
It is imperative to test your new presentation on an actual Windows PC for verification.
The following test will determine the compatibility of movie files:
- Click Start, and then click Run.
- In the Open box, type the appropriate command for your operating system.
- In Microsoft Windows 98 or Microsoft Windows Millennium Edition (Me), type: mplayer.exe
- In Microsoft Windows NT 4.0 or Microsoft Windows 2000/XP, type: mplay32.exe
- Click OK. Media Player is started.
- On the File menu, click Open.
- Select the movie that you want to verify. Click Open. The video will play if it is the correct format.
Images: Use common image formats that are cross platform compatible such as JPG, PNG, GIF, and BMP.
Fonts: Use common cross platform compatible fonts such as Times New Roman, Arial, Verdana and Courier. It will be necessary to load your presentation onto a Windows machine. If this occurs, many custom Mac fonts will not translate properly.
Animations: Use simple entry animation effects, such as fly in/out, appear, and dissolve. Also, do not use exit animations: PowerPointÿ2000 for Windows does not support exit animations.
File Extensions: If your Mac version of office does not append the file extension, be sure to include it in your filename. Use .PPT for PowerPoint files and .PPS for PowerPoint show files.
Preparing your Presentation for Transfer:
Save your files to a 3.5inch Floppy Disk, Zip Disk, CD-ROM, Compact Flash Card, Multi-Media Card or a USB Storage Device. If you create a CD-ROM, be sure to close or finalize your session. If this step is not accomplished, you cannot access the CD from any computer.
When building your presentation, all files (PowerPoint and external, i.e. movie files) associated with your presentation must reside in the same folder. Be sure you bring your movie files along with your PowerPoint presentation; they are NOT embedded into the PowerPoint.
When creating your media for transfer, copy the entire folder to the portable disk. To ensure success of your presentation, create a backup copy presentation on a separate portable disk and transport it in a separate piece of luggage.
Label your media with the following information:
- Your name
- Name of Meeting/Conference
- Date and Time of presentation
- File names
If you are speaking in more than one session, please organize and clearly label your presentations in separate folders. Do not put more than one presenter?s files on the same disk. Each presenter must have his or her own media.
At the Meeting
Speaker Ready Room
Speakers must check-in at the Speaker Ready Room 24 hours before their scheduled presentation. This will allow time to prepare, rehearse, and finalize your presentation before submitting it. The computers in the Speaker Ready Rooms will be configured with hardware and software exactly like the computer in the meeting rooms. It is imperative that you review your presentation in the Speaker Ready Room if it contains video files, or if it was created on a Macintosh computer.
Once you are comfortable that your presentation is complete, Confirm the date, time, and room for your session. Be sure to click the ?upload files? and ?logout? buttons on the bottom of the screen. This will ensure that your presentation gets to your session room in a timely manner.
Speaker Ready Room: Room 521 B/C Hours of Operation: 21 May 11.30 - 17.30 22 May 08.00 - 17.30 23 May 08.00 - 17.30 24 May 08.00 - 12.00
Please arrive at your session meeting room at least 30 minutes before the start of your session. Introduce yourself to the projectionist (who will be wearing an AVW/TELAV projectionist badge). Take time to familiarize yourself with the setup at the lectern. There will be a mouse on the lectern that will allow you to control/advance (left click will move forward, right click will move backwards) the slides during your presentation. The mouse pointer can also be used in lieu of a laser pointer. The projectionist will remain in the room throughout the session.
Each presenter will be fitted with a lapel microphone.
A confidence monitor will be provided in each meeting room. It will be located either at the head table or strategically in front of the lectern.