Speaker Guidelines

Audiovisual Guidelines for Preparing and Delivering an Oral Presentation

1. Key Points for All Oral Presenters

(Plenary, State-of-the-Art, Early Morning Symposia, Oral, Mini-Oral, Campfire, and Post-Graduate Course Sessions)

  • The Speaker Ready Room will be networked with the session rooms, which means your presentation will be automatically distributed to your session room once it is uploaded in the Speaker Ready Room. Presentations will not be accepted directly in the session rooms for uploading.
  • All presenters must check into the Speaker Ready Room (S-222, Level 2) at least 3 hours prior to their session time in order to verify their presentation or to upload a revised version to the computer network. (see section 2-3 below)
  • All presentations should be prepared for PowerPoint 2013 on Windows-based PCs in 4:3 ratio. (Campfire presenters may prepare in 16:9 format.)
  • Use of individual laptop computers in the session rooms is not permitted.
  • Please note that the “Presenter View” is not available. If you need your notes, please bring them on paper.
  • Only video codec’s and fonts as detailed below will be supported.
  • PowerPoint for MAC files should be tested on a PC before attending the event (you may do so at the Speaker Ready Room).
  • Keynote for MAC will not be accepted, it must be exported to PowerPoint.

2. Between August 1st and August 15th (Est Time): Upload Your Presentation!

Before Getting Started:
Presenter Guidelines We recommend using the latest version of Google Chrome, Firefox or Safari. Internet Explorer 9 or higher is supported with compatibility mode turned off (tools > compatibility view setting > UNCLICK display all websites in compatibility view).

Can’t Login?
If you do not know your password, click the "Forgot My Password?" link on the login page. When you enter your email address and a reset link will be emailed to you (this may take up to 10 minutes and we recommend you check your junk email folder). If you are having issues mailto:This email address is being protected from spambots. You need JavaScript enabled to view it.

To upload your presentation, please follow the instructions below:

Step 1: please log into the account we have created for you (details below) https://confman.tts2016.org username: [email address] password: [password]

Step 2: Click on the “My Lectures” Icon. You will see a list of all your presentations.

Step 3: Click on the “Edit” button of the presentation you would like to upload.

Step 4: Click on the “Upload New Files” and “Add Files”. Add up to 10 files with a maximum file size of 250 MB. Accepted file formats are .ppt, .pptx, pdf, .mp4,.mpg .mov, .avi, and .wmv. Click “Upload” once you have completed adding all your files. You will see a progress bar on each file upload. Once the upload is complete, click on the “Close” button. When naming your file, please keep the length under 30 characters and do not include special symbols $ & + , / : ; = ? @ " < > # % { } | \ ^ ~ [ ] `as this will prevent your presentation from uploading through the submission website.

Step 5: Indicate which of the files uploaded will be your main presentation. By clicking the corresponding “is presentation” radio button on the details page.

Does your presentation include movies?
As of PowerPoint 2013 you are able to embed your vidoes in your presentation. In the event you did not embed your video, we also accept movies created as, WMV, MP4(ideally MPEG4 but H.264 codecs as well), AVI (Divx, Xvid, or WMV codecs), MPG (MPEG1 & MPEG2) and MOV (H264 & MPEG4).   Please remember to compress your videos no matter which format you prefer. Your movie will upload faster and load faster during your presentation with no distinguishable loss in video quality. If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Ready Room so arrangements can be made for assistance in your meeting room. Click here for a help on adding videos to a PowerPoint presentation. A great simple to use free tool to convert vidoes is available here: https://www.macroplant.com/adapter/

Special Fonts?
We only supply fonts that are included with Office 2016. If you need a specialized font, it should be embedded into your PowerPoint presentation. Click here for explanation of this process.

What Files Types Can I Upload?
We currently support all versions of PowerPoint through Office 2016. If your PowerPoint is from a version of PowerPoint prior to Office 2016, please use the convert feature located under “File, Help” when you have your PowerPoint open.

The Presentation Management system does not support the upload of Prezi files, the session room computers are not online, and will not have Prezi Desktop installed. Presenters who wish to use Prezi must bring it on a USB flash drive in the offline portable Prezi format to be tested in the Speaker Ready Room. This requires that you have a Prezi Pro account and instructions to do so are detailed on the Prezi site at this link: https://prezi.com/support/article/sharing/download-a-portable-prezi/

Before You Depart

Please bring a copy of your presentation along with you when you depart for your meeting. Copy your PowerPoint and all movies to a folder on a USB flash drive or CD-ROM. PowerPoint 2010 will embed movies by default, however you should still bring the videos just in case. All prior versions of PowerPoint will not embed the movies. They must all be placed in the same folder as your PowerPoint. It is a good practice to keep a second copy of your presentation and your movies in your luggage.

Arriving at Location Speaker Ready Room
Speakers should check-in at the Speaker Ready Room (S-223-Level 2) at least 1 day prior to their scheduled presentation for initial review of their presentation files. The computers in the Speaker Ready Room will be configured with hardware and software exactly like the ones in the meeting   room. It is imperative that you review your presentation in the Speaker Ready Room. This is where our technicians can help resolve any compatibility or formatting issues. All presentation files must be submitted in their final form at least four hours before session start time.

Hours of Operation:
Wednesday, August 17th 15:00 to 19:00
Thursday, August 18th 07:00 to 17:00
Friday, August 19th 07:30 to 19:00
Saturday, August 20th 06:00 to 17:00
Sunday, August 21st 06:30 to 17:00
Monday, August 22nd 06:30 to 17:00
Tuesday, August 23rd 06:30 to 12:00

All downloads and changes to your presentations will need to be done in advance at the Speaker Ready Room. The meeting rooms will not be equipped with the material to submit at the podium. Therefore, no laptop or USB device will be accepted in the meeting rooms. Please do not bring your own laptop or attempt to upload your presentations within your presentation room.

Please arrive at your session meeting room at least 10-15 minutes before the start of your session. Take the time to familiarize yourself with the setup at the lectern, to meet the session Chairs, and ask questions (if any) to the volunteer staff. Laser pointers will not be available; please use the mouse to point at information on your slides. By following the guidelines above, your presentation will go smoothly. Should you have any questions not addressed in this document, please feel free to email us (This email address is being protected from spambots. You need JavaScript enabled to view it. ).

We are on a tight schedule. Please make sure to adhere to your allotted speaking time!

Giving Your Presentation
At the lectern there will be a monitor set in front of you where you can follow your presentation. Simply click the play button next to your name on the display, and your PowerPoint will launch automatically. At the end of your presentation, the display will return to the list of presenters. Speak directly into the microphone in a normal voice and do not handle the microphone while speaking. If you have any difficulties or need any assistance simply state, you need assistance in the microphone and a technician will be immediately sent to your room. By following the guidelines above, we are confident that we will make your experience as easy as possible. Should you have any questions not addressed in this document, please feel free to This email address is being protected from spambots. You need JavaScript enabled to view it.

3. Preparing Your Presentation

  • Mini-Oral & Campfire: Because of time limitations, we ask that Mini-Oral and Campfire presenters prepare 6 slides ONLY, including the introduction slide. This will be verified at the Speaker Ready Room upon submission.
  • Movies/Videos: Please take steps to compress your videos. Normally, videos with .avi, .mp4, .mpg or .wmv extensions will not be an issue if encoded with a codec supported. We can only accept movies with the following codecs: H.264, MPEG-4 (Divx, Xvid, or WMVs), Indeo, Cinepack, Techsmith.
    Flash content (SWF) is fully supported.
  • Prezi: We wil not support the use of Prezi at the Congress.
  • Apple MOV files: PowerPoint 2010 or higher supports playback of MOVs. The best compatibility for MOV playback is to use MPEG4 as your codec, in some cases H.264 will work as well. If you are using an earlier version of PowerPoint (older than 2010) please export MOV files to Windows Media WMV with Quicktime 7 Pro. If you cannot convert the files or have a considerable number of MOV files, please check with a technician in the Speaker Ready Room who can make arrangements to convert videos, or at the Association’s discretion, confirm you will be allowed to present with your own laptop.
    You may download this free program (Windows or Mac) to convert your video to a suitable format: http://www.macroplant.com/adapter/
  • Fonts: We only support fonts that are included with Windows 7. If you need a specialized font, it should be embedded into your PowerPoint presentation. For instructions on this process, please click on the following link: http://support.microsoft.com/kb/826832/en-us

4. Considerations for Mac Users

Currently we do not support Keynote files. Please export your keynote presentation to PowerPoint or PDF.  Click here for instructions on this process.

Pictures: If you use a version of PowerPoint prior to 2008, please be sure any embedded pictures are not TIFF format. These images will not show up in Windows PowerPoint. With PowerPoint 2008 for Mac, this is no longer an issue, and any inserted image will be compatible. To avoid issues, we recommend inserting your images via the insert command, not copying and pasting directly into the slide.

Movies: Quicktime Pro 7 can natively export MOV, DV, QT, or MP4 files as Cinepack codec AVI files. While the resulting file is Windows compatible, there are add on products to Quicktime that will give a better result.

Divx offers a plug-in for Quicktime 7 Pro that will convert all Quicktime movie formats to Windows compatible divx AVI files. It is available at the following website: http://www.divx.com/en/products/software/mac/divx-pro

If you cannot convert the files or have a considerable number of files, please check with a technician in the Speaker Ready Room who can make arrangements to convert the videos, if provided sufficient time to do so.

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