ORAL PRESENTER INFORMATION

Personal laptops may not be used for presentations. All presentations are handled by our on-site presentation management system, LaunchPad. 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

  • 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 note: PDFs cannot be used.

  • We encourage presenters to use colorblind-friendly palettes and accessible fonts. An online tool such as Coblis will help you prepare slides that are more accessible to all.

  • 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).

  • LaunchPad supports any media file type, and once again there are no size limits. 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.

2. Uploading your presentation

All plenary and concurrent session speakers must check-in at the Speaker Ready Room (Triton) the day before the presentation to upload and test their talk. You will not be able to upload your talk in the meeting room.

You will be able to test the equipment, view your slides, and run through your presentation if necessary. Technical support will be there to help you. On the day of the presentation, speakers should arrive at the meeting room 20 minutes prior to their session to check in with the session chair. See the schedule of events for room assignments.

Speaker Check-in Hours (Triton)

Tues, Mar 12

4:00 pm - 7:00 pm

Weds, Mar 13

7:30 am - 5:00 pm

Thurs, Mar 14

7:30 am - 5:00 pm

Fri, Mar 15

7:30 am - 5:00 pm

Sat, Mar 16

7:30 am - 5:00 pm

4. 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 but do try to face the audience so there is no distortion.

Screen
The screen(s) in each room in a 16:9 aspect ratio. There will be empty space on the left and right side of your presentation if you use 4:3.

Computer
There will be a laptop and mouse on the podium giving you direct access to your file.  When it’s time to launch your presentation, simply walk to the lectern and click on your last name.

If the person before you left his or her talk on the screen, press the big glowing “REFRESH” button on the lectern or on the desktop, and that will clear out the screen and bring up the list of speakers for your session.

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.

Movies
Movies should be tested beforehand in the Speaker Ready Room in Camellia 4.  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.

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

  • Plenary Talks are 29 minutes total (24 minutes for the talk, plus 5 minutes of Q&A)

  • Concurrent Platform Talks are 19 minutes total (15 minutes for the talk, 4 minutes of Q&A with 1 minute for transition)

  • The Perkins/Metzenberg Address is 45 minutes total (40 minutes for the talk, plus 5 minutes of Q&A)

5. Questions?

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