Meetings Oral Presentation Guidelines


ORAL PRESENTATION GUIDELINES

SPEAKERS ARE REQUIRED TO CHECK IN AT THE SPEAKER READY ROOM THE DAY PRIOR TO THEIR SCHEDULED SESSION SO THE SPEAKER READY ROOM TECHNICIAN CAN LOAD PRESENTATIONS ON COMPUTERS IN ADVANCE OF THE SESSION. IT IS IMPORTANT THAT YOU FOLLOW THIS REQUEST IN ORDER TO ELIMINATE SCHEDULE DELAYS.

The speaker ready room will be located in the Tallahassee room and open during the following days/hours:

Saturday, June 3, 2017           8:00 am – 6:00 pm
Sunday, June 4, 2017             7:00 am – 5:00 pm
Monday, June 5, 2017            7:00 am – 5:00 pm
Tuesday, June 6, 2017            7:00 am – 1:00 pm

Presentation Information and Instructions

  • When preparing your presentation, please use standard fonts (e.g., Times New Roman, Arial, Helvetica, etc.). If you are using a font that is not standard, it should be embedded into your PowerPoint presentation. Prepare presentations in 4:3 format. Presentations created in 16:9 will not use the full screen and will have a black pillar box top and bottom.
  • Bring your presentation on a readable USB flash drive. Include any external files utilized, e.g. movie and sound files (.wav, .avi, .mpg, etc.) in the same folder as your presentation. Copy the entire folder to the USB flash drive.
  • Presenters are required to check in at the Speaker Ready Room with their flash drive so the technician can load presentations the day prior onto the appropriate session room laptop. This will also provide the opportunity to ensure fonts will display correctly and embedded videos play correctly on the laptops that are provided. We will not have a server system to push presentations instantly so it is important to check in the day prior.
  • Session rooms will be equipped with a data projector, screen, PC computer, as well as a lecture microphone, head table microphone and aisle microphone depending on room size. Each session rooms will have an in room AV technician for assistance. Session rooms will not have internet.
  • The operating system on the session room PCs will be Windows 7 Professional, and software will include: Microsoft Office 2016, Adobe Acrobat Reader X, QuickTime, Windows Media Player, Flash Player, VLC Player.
If you are planning to use your own laptop, please review the following:
  • Your laptop must have either mini-display port or HDMI output to connect to the cabling provided that runs to the data projectors in the session rooms. Some laptops have a special interface cable that attaches to the output of their laptop to hook to external switchers, monitors and data projectors. If your laptop requires a different type of adaptor other than the mini-display port or HDMI provided to connect to the Male DVI-D cabling that runs to each projector, you will be required to bring your own as the adaptors will NOT BE PROVIDED. Please make sure your adaptor connects to DVI and not VGA as all cabling being used is digital not analog.
  • Know how to get the image to the external port of the laptop. Instructions are in each laptop operator's manual. If the external port is not always "on," it is usually a function key, or combination of shift plus a function key, that may turn on the external port, or possible cycle through laptop screen, external port, or both.
  • Set the output resolution to XGA (1024x768.
  • Speakers should arrive at the meeting room 30 minutes prior to the SESSION START TIME to allow time to set up and test the laptop you will be bringing. It is also recommended to visit the Speaker Ready Room to test capability the day prior to your talk as there will be a station set up with the exact projectors that will be in each session room where you can check to make sure there are no issues.