Oral Presentation Guidelines

Speaker Ready and Practice Room

The Speaker Ready Room will be open:

  • Friday, May 8: 12:00 PM - 6:00 PM
  • Saturday, May 9: 7:00 AM - 6:00 PM
  • Sunday, May 10: 7:00 AM - 6:00 PM
  • Monday, May 11: 7:00 AM - 6:00 PM
  • Tuesday, May 12: 7:00 AM - 12:00 PM

All speakers are required to check in at the Speaker Ready Room to upload their presentations. Once your presentation is uploaded in the Speaker Ready Room, it will automatically be sent to your assigned presentation room.

Although we recommend all speakers visit the Speaker Ready Room 24 hours before your presentation, please plan to check in at least 4 hours in advance of your session to upload your presentation and ensure that the presentation displays correctly on the equipment provided.

Presentation Information and Instructions

Standard meeting room setup for all sessions will include a data projector, a PC computer, a laser pointer, a microphone, and a screen.

Speakers should arrive in the session room at least 10 minutes before their session begins. AV technicians will be present at every session. Please note: presentation computers do not have internet access.

When preparing the presentation, standard fonts should be used (e.g., Times New Roman, Arial, Verdana, and Tahoma).

PC computers will be provided in all of the session rooms. If speakers have presentations prepared on a Mac, the A/V Team will work with them to transfer their presentation to the PC to make sure it is functional before their session begins. THIS MUST BE DONE IN THE SPEAKER READY ROOM NOT THE SESSION ROOM. Ample time must be allotted for this conversion. Mac users MUST come to the Speaker Ready Room at least 4 hours prior to their presentation.

All presentations should be brought on a flash drive or a CD-ROM/DVD. Any external files utilized, e.g. movie files, must be included in the same folder as the presentation.

Speakers should test their presentations on a PC computer prior to attending the meeting to ensure that the fonts are standard and components such as movies are included rather than merely linked in the presentation.

The operating system on the session-room PC will be Windows 2010, and software will include: Microsoft Office, Adobe Acrobat Reader, QuickTime*, Flash Player.

*Due to additional processing time that may be required, ALL QuickTime users must come to the Speaker Ready Room at least 24 hours before their session to test their presentation.

We recommend that speakers bring a backup of all presentations on an alternative storage medium to cover the possibility of luggage loss, theft, and/or incompatibility.

MAC users who wish to use their personal laptop for their presentation are not required to visit the Speaker Ready Room. They must arrive at the session room at least ten minutes before the session start time and the A/V technician in the room will connect their MAC to the projector.

With the exception of MAC users, speakers will not be permitted to use their personal laptop for presentations.