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Presenter Information Page

All presentations are handled by our on-site presentation management system, LaunchPad. Personal laptops may not be used for presentations. The following guide will give you an overview of how to upload your files to our system, and what to expect when you get to the meeting.

1. Getting your files together

Presentation Files

Don’t worry, we’re not going to make you convert your files. In fact, our system handles just about any kind of presentation file, whether you made it on a Mac, PC or Linux machine. There are no limits on file size.

 

Please be aware that the meeting will be utilizing 16:9 aspect ratio projectors and screens in all rooms. To utilize the full screen, you should create your presentation in “widescreen” format. If you’ve already made your presentation and do not want to change it, it will still work, however you will simply have black bars on either side of your slides in the meeting room (similar to watching old Seinfeld episodes on your new flat screen).

 

Media Files

LaunchPad supports any media file type, and once again there are no size limits. An important note- please bring all media files with you when you upload your talk, even if you’ve embedded them in your talk. While we can help with many aspects of your talk on-site, we can’t “fix” a missing media file.

 

Web Links and Online Presentation Formats

If your presentation is web based (e.g. Google Presentations), instead of using the upload portal below you may email us the publicly accessible link to your presentation. We will send you a confirmation email letting you know that your presentation is successfully uploaded and accessible. Note: If you are using Prezi, your presentation should be downloaded for offline viewing and the zip file should be uploaded using this portal.

2. Upload your Presentation

There will be an on-site Speaker Ready Room, located in Grand Hall (Conference Center, 1st Floor) .

NOTE: You may NOT use your own device to present. All presentations MUST be submitted via the speaker ready room in Grand Hall.

There will be a technician to help you with uploading your talk to an upload kiosk, during which you may test and make edits. Please bring your file(s) with you on a USB flash drive. You can update your files as many times as you’d like. Please upload your files the day before your scheduled presentation. Most presenters are able to upload their talk in under 10 minutes, however it’s good to allow some time in case your files need special attention.

Regardless of when you upload your talk, you MUST check in at the speaker ready room in Grand Hall to check your talk  This is to make sure you are comfortable with the equipment and that your slides are playing correctly.

 

— SPECIAL FOR POSTER PREVIEW PRESENTERS —

Your two minute/two slide file should be uploaded no later than 10:30 am on Thursday, March 28.  No changes can be made to Poster Preview files once they are submitted.  Do not include any animations or timing in your slides.  If your file is not uploaded by 10:30 am on March 28, regardless of your talk time, we will not be able to include your presentation.

Speaker Kiosk Upload Times

Wednesday, 3/27

3:00 pm – 6:30 pm

Thursday, 3/28

7:30 am – 3:00 pm

Friday, 3/29

7:30 am – 3:00 pm

Saturday, 3/30

7:30 am – 3:30 pm

3. Presenting

Microphone

You will be using a podium microphone for your presentation.  It is a multi-directional microphone so will be able to pick up your voice even if you turn slightly.

Pointer

All sessions will be provided with a Logitech Spotlight Presentation Remote. This will allow for the usual advancing of slides, as well as highlighting a portion of the screen(s) in lieu of a traditional laser pointer. We recommend practicing with these remotes in the speaker ready room before giving your presentation.

 

Computer

There will be a laptop and mouse on the podium giving you direct access to your file.  Just click on your file.

hit reset

Timer

The timer keeps track of the remaining time for your presentation.  The light will turn from GREEN to YELLOW when you have to wrap up and go to Q&A and take questions  When the light turns to RED, you must stop.  Your time is up.

Poster Preview presenters will not have time for Q&A so the light will go from green to red only.

Movies

Movies should be tested beforehand in the speaker ready room, located in Grand Hall.  If your movie is not set to play automatically with the slide advance, please use the mouse or trackpad to click on the video on the laptop and play it.

Technical Support

Technicians will be monitoring your presentation and can remotely control the computer if necessary to help. There is additionally a “Help” button on the desktop of the session laptop that sends an instant help request.

Presenter Arrival Time

Please arrive in the room and check with your session moderator 30 minutes before the start of the session (not your specific time but the overall session).

Talk Times

  • Keynote Talks: Length of talk is 60 minutes. Q&A  is at the discretion of the speaker (total time is 60 minutes).
  • Plenary Talks: Length of talk is 25 minutes + five minutes for Q&A (total time is 30 minutes)
  • Platform Talks: Length of talk is 12 minutes + 3 minutes of Q&A (total time is 15 minutes)
  • Poster Preview: Length of talk is two minutes.  Two slides. No Q&A. Give a brief overview of the research you will present at your poster.

4. Questions

If you have any questions about the above information, please feel free to email us.