CDS-Header

Presenter Information and Upload Page

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

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.

 

Accessibility

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.

Closed captioning (Otter.ai) will  be used during live presentations.

 

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. 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 Presentation

Your presentation must be received by Friday, March 11, 2022.

The upload deadline ensures that we have enough time to run a quality check on the presentation and that it finds its way safely to your session.

Please rename your file to include presentation number, name, and title (“999.01_Joe Smith_Fungal” ). Next, fill out the fields below and upload your presentation file.

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

  1. (required)
  2. (valid email required)
  3. (required)
 

Speaker Check-In (on-site)

There will be a Speaker Check-In at the meeting, located in Triton.

NOTE: You may NOT upload in your session room or use your own device to present. All presentations MUST be submitted via Speaker Check-In.

There will be technicians to help you with uploading your talk to one of our upload kiosks, after which you will be able to test it out on a simulated lectern setup. Please bring your file(s) with you on a USB flash drive. You can make changes in Speaker Check-In, and you can update your files as many times as you’d like. Please upload your files no later than 24 hours before your scheduled presentation.

Most presenters are in and out of the Speaker Check-In in under 10 minutes, however it’s good to allow some time in case your files need special attention.

Speaker Check-In Hours

Tuesday, 3/15

4:00 pm – 7:00 pm

Wednesday, 3/16

7:30 am – 5:00 pm

Thursday, 3/17

7:30 am – 5:00 pm

Friday, 3/18

7:30 am – 5:00 pm

Saturday, 3/19

7:30 am – 5:00 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 but do try to face the audience so there is no distortion.

Screens

There will be one screen 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.

WS Laptop

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 Check-in, in Triton.  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 Talk: Length of talk is 45 minutes + 10 minutes for Q&A (total time is 55 minutes)
  • Plenary  Talks: Length of talk is 24 minutes + five minutes for Q&A (total time is 29 minutes)
  • Platform Talks: Length of talk is 15 minutes + 4 minutes of Q&A (total time is 19 minutes)

4. Questions

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