Information for Presenters & Moderators

Instructions for Presenters

Concurrent sessions will be held in breakout rooms in the Long’s Peak and Emerald Mountain lodges and the Ruesch Auditorium.

Please note:  Internet access will not be available in any of the meeting rooms.

Creating Your Presentation

The computers in the session rooms will be Windows 7 based PCs with Microsoft Office 2007, including PowerPoint. Verification of proper performance in the Presentation Room (Bilheimer/Dodge, located behind the Ruesch Auditorium) is essential, particularly if video and animation are included in the presentation. Internet access will not be available during your presentation. If you have any video clips, you will need to imbed them.

Personal laptops cannot be used in the session rooms. All presentations will be uploaded from the Presentation Room to Meeting Room laptops provided for your use. However, support is available in the Presentation room for any last-minute revisions to your presentation. Please save a copy of your most current presentation on a USB Flash “thumb” Drive, external Hard Drive, or a CD, and bring it with you when checking in at the Presentation Room (Bilheimer/Dodge, located behind the Ruesch Auditorium). Please do not bring your laptop as the process of physically setting it up to retrieve, store, and transfer the presentation is prohibitively time-consuming. All presentations must be created in, or converted to, Microsoft’s PowerPoint program or in PDF format.

Macintosh Users:

Please make sure that all inserted pictures are either JPEG or PNG file-types. QuickTime (.mov) files are also an accepted video format. Presenters using Macintosh’s Keynote program should read http://docs.info.apple.com/article.html?path=Keynote/4.0/en/c9kn26.html for directions on converting their presentation to PowerPoint. This conversion should be completed prior to uploading the presentation; however, there will be a Macintosh laptop available in the Presentation Room for on-site conversion of presentation if required.

Video Formats:

The recommended video format for Windows-based presentations is Windows Media (.wmv). For more detailed information regarding adding videos to your presentation please read http:/office.microsoft.com/en-us/powerpoint/HA012303111033.aspx

PowerPoint embeds image files directly into the file when you save them, while video files are not embedded. Only a link is made to the video file. Copy the video clips you want to insert into the same folder as the PowerPoint file. This will eliminate the problem of PowerPoint losing the link to the file.

There is a trade-off between high quality videos and large files. Use short video segments when needed, and try to keep the file size to less than 20 Mb.

Fonts:

Arial and Helvetica are recommended for clarity and compatibility. Confirm a font size of AT LEAST 24 points for body text and 36-40 points for headings. Light colored text on a dark background is advised. Avoid using red or green. Confirm that the maximum number of lines in text slides is no more than 6 or 7.

Images:

The size of the screen will be 1024 x 768 pixels, meaning that any image with more pixels in the X or Y coordinate that is more than that will not be displayed. The image will be altered by PowerPoint to fit. Large images (i.e. 2000x1500 pixels) which are created with digital cameras and scanners will make the resulting PowerPoint file very large. This may cause the presentation to load slowly.

For on-screen presentations, JPEG-type images work well. This type of image file can be created with virtually all imaging programs. There are many graphics programs which can manipulate images. Consult the manual for more specific instructions if needed.

Large/slow presentations can be avoided by using a graphics program to convert the image and inserting images by a specific method:

  • Change the size of the image to approximately 800 x 600 pixels
  • Save as file type :”JPEG” or “JPG”
  • Select compression setting of 8 (High quality image)
  • Insert all images into PowerPoint as JPEG files.

If you copy the images to the clipboard and then Edit/Paste them into PowerPoint, the images will not be compressed and the PowerPoint file can become very large. To avoid this, insert them directly into PowerPoint (Insert/Picture/from File).

Animations:

Please keep animations to a minimum.

Preparing For Your Presentation

Advance Submission Via Email

Presenters who wish to submit their presentations in advance can email them to michellesherry@ceavco.com.  Please use the subject line 2014 AOU/COS/SCO Presentation with your last name.  Online submission of your presentation files via email is not required, but is strongly encouraged as presenters who send in their files via email will have a faster check in at the Presentation Room (Bilheimer/Dodge-located behind the Ruesch Auditorium). Please make sure to email all media files required for your presentation. Deadline for online submission is Friday, 19 September at 5:00 pm.

On-Site Submission and Presentation Review/Editing:

Check in at the Presentation Room (Bilheimer/Dodge, located behind the Ruesch Auditorium) to submit your files, if you did not do so in advance, and to preview your presentation. You must come to the Presentation Room by 5:00 pm the day before your talk. The CEAVCO technicians will assist with the upload of your files and provide the opportunity to preview and/or edit your presentation as necessary.

If you submit your files in advance, you may edit your presentation up to the deadlines above. After you have submitted your files and have finished reviewing and/or making changes to your presentation, you must tell CEAVCO personnel that you have viewed and approved your presentation file before you leave the Presentation Room. CEAVCO will then transfer the updated file to your meeting room.

Presentation Room Hours:

The Presentation Room will be open as follows:

Tuesday, 23 September 23: 1:00 pm-8:00 pm   
Wednesday, 24 September: 7:00 am-5:00 pm   
Thursday, 25 September: 7:00 am-5:00 pm   
Friday, 26 September: 7:00 am-5:00 pm   
Saturday, 27 September: 7:00 am-5:00 pm   

Quality Control:

Giving your presentation a last “once-over” in the Presentation room is the most important step you will take to ensure your success. When reviewing your presentation, make sure all fonts, images, and animations appear as expected and that all audio or video clips are working properly. The computers in the meeting room are the same as the computers in the Presentation Room therefore:

IF THE PRESENTATION DOES NOT PLAY PROPERLY IN THE PRESENTATION ROOM, IT WILL NOT PLAY PROPERLY IN THE MEETING ROOM. 

Security:

Presenters are required to provide identification in order to submit their presentation as well as access it in the Presentation Room.

Cameras and video equipment are not permitted in the Presentation Room.

All files are deleted at the end of the conference, unless permission has been granted to the conference association to retain the presentation files.

Your Meeting Room Experience:

Your session room laptop will have your presentation clearly viewable on the desktop. Simply double-click your presentation and control it from the podium using the computer mouse or the up/down/right/left keys on a keyboard.  Audio Visual technicians will be located in close proximity to all meeting rooms and will be available to provide assistance if required.

Contact Information:

For questions regarding email submission or preparing your presentation, please contact: Michelle Sherry, CEAVCO, (michellesherry@ceavco.com); Phone: 1-303-507-2109.