Speaker Preparation Guidelines

John Doe, the Presentation Manager, should be contacted in advance of the conference via email, or prior to the presentation in the Speaker Ready room, with any special requirements concerning visual aids, including movies and/or audio.

NOTE:
      • Slides will use the 16:9 aspect ratio.
      • Presentations must be uploaded at least half a day before their scheduled time in order to allow verification and transfer to the conference A/V file server system.
      • There will be absolutely no provision for authors to use their personal computers under any circumstances.
      • Each invited Oral will take 25 mins + 5 mins for Q&A
      • Each contributed Oral will take 15 mins + 5 mins for Q&A

Once the presentations have been uploaded to the conference server, they can be checked on the conference computers provided in the Speaker Ready room.

Slides that have been successfully captured will be published in the web version of the proceedings without further action on the part of the speaker.

Please do not hesitate to contact the Presentation Manager for any questions you may have on how to prepare your oral presentation.

Speaker Ready Room

The Speaker Ready room is at the SAPPHIRE 102 (next to Editorial Room) on the first floor.  All speakers are encouraged to visit this room one day before their presentations to verify their presentation are working correctly on laptops identical to those being used in the auditorium.

Speaker Ready room hours (SAPPHIRE 102, first floor):

      • Sunday, June 12: 14:00 – 17:30
      • Monday, June 13 to Thursday, June 16: 08:15 – 17:00
      • Friday, June 17: 08:30 – 10:30

Presentation Equipment and Software

Laptop PCs with Windows 10 will be used as computers for displaying presentations.  There will be no provision for authors to use their personal computers under any circumstances.  The Keynote Address will not be a presentation option, only PowerPoint and PDF.

Software will be pre-installed on the computers for the presentations include MS Office Power Point 2016, Firefox, Chrome and Adobe Acrobat 2017.

On a podium, a speaker will be presented with a screen displaying speaker’s presentation and Logitech spotlight® to function as pointer and remote control for slide advancement.

A countdown timer will also be visible to the speaker with warning light for two minutes left (yellow) and end of presentation time (red).

Preparation of Presentation Slides

In addition to the presentation we require a PDF file of the presentation for inclusion in the conference proceedings.

The following precautions should be adhered to, to ensure smooth running of electronic presentations:

For PDF files, be sure to embed all fonts when preparing the PostScript and PDF files.

For PowerPoint files, only TrueType and OpenType fonts can be embedded:

      • Select File tab.
      • Save As…
      • Under Tools, choose Save Options.
      • Check the box for Embed fonts in the file
      • Select File tab.
      • Choose Options.
      • Under PowerPoint Options, choose Save.
      • Check the box for Embed fonts in the file
      • Select the Office Button and select Power Point Options.
      • Under Save options, select the Embed fonts in the file checkbox and Embed only the characters used in the presentation.
      • On the Tools menu, click Options, and then click the Save tab.
      • Under Save options, select the Embed True Type fonts check box.
      • On the File menu, click Save As.
      • Click the Tools menu in the toolbar at the top of the Save As dialog box.
      • On the menu that appears, select Embed TrueType Fonts.
      • Save the file as a PowerPoint Presentation.

Upload of Presentations

Speakers are required to upload their presentation [link to “Submission Guidelines”] in exactly the same way as their contributions.

The files of the presentations should be uploaded to our fileserver as early as possible and no later than half a day before the presentation.  Files should be named with the program code followed by “_talk”, for example:

  • MOXAA1_talk.ppt
  • MOXAA1_talk.pdf

and then uploaded through the IPAC’22 SPMS Author Accounts.  The program codes assigned to presentations are visible when logging into accounts, or via “Search”.

Those authors who are unable to upload to the server should copy the file on to a memory stick and bring it to the Speaker Ready room or Author Reception at least one day before the presentation.

During the Presentation

The session chair assistant will help speakers with their presentations and any minor issues.  For technical AV issues an auditorium, a technician will be on hand to assist.  For presentation issues, the Presentation Manager will assist.