Speaker Guidelines

SPEAKER GUIDELINES 2018

All speakers/presenters are responsible for following the below Presentation Guidelines.

The deadline to receive presentations is June 20, 2018.

Click here to complete our file submission form

Presentation Guidelines – Oral/Plenary Sessions

Time Limit

Speakers are respectuflly requested to keep their presentations strictly to their allocated time slots. If you intend to take questions, then these must be answered within your allocated time, so please shorten your presentation/workshop accordingly. Time-keeping will be strictly enforced by the moderators, regardless of whether you have finished delivering your content. This is out of respect for your fellow speakers and to ensure that participants can accurately navigate their way across the multiple concurrent sessions. Your compliance is greatly appreciated.

MUSCO Center for the Arts - Saturday and Sunday (June 30 and July 1 presentations ONLY)

If you are presenting an oral presentation on Saturday or Sunday in the MUSCO Center for the Arts - Slide presentations will need to be formatted in widescreen 16:9 aspect ratio. The house computers are Macs and will have PowerPoint and Keynote installed. You will be provided a presentation remote which will advance slides and has a built in green laser pointer. If video and audio files are integrated into your presentation, please upload them as well. Do NOT include YouTube links as part of your presentation. YouTube links take time to buffer and do not always work correctly with the projection screen dimensions. If needed, please provide one of the video file types listed below. Audio and video files in WMA or WMV will NOT be accepted.

The native resolution of the projector and screen is 1920 x 1080. You should also bring an additional copy with you of all presentation file(s), on a flash drive or similar.

Audio Files - Acceptable Audio Formats (In order of preference)

AIFF
WAV
CAF
AAC
MP4
MP3

NO WMA

Video Files - Video Formats or Codecs in 1920x1080 (In order of preference)

H.264 1920X1080 29.97 FPS Progressive
Prores 422 Proxy
Prores 422 LT

NO WMV

Memorial Lecture Hall - Monday and Tuesday (July 2-3 presentations ONLY)

If you are presenting an oral presentation on Monday or Tuesday you will be in the Memorial Lecture Hall - Slide presentations will need to be formatted in widescreen 16:9 aspect ratio. They have both a PC and a Mac to run your PowerPoint or Keynote presentation. You will be provided a presentation remote which will advance slides and has a built in green laser pointer. If video and audio files are integrated into your presentation, please upload them as well. Do NOT include YouTube links as part of your presentation; YouTube links take time to buffer and do not always work correctly. There is an internet connection but BEWARE that the internet connection for the projection room is shared with the entire audience which will slow down page loading.

If you are including audio or video files in your presentation, they must be one of the formats listed below...

Playable File Types:

MP3 (.mp3)
AAC (.mp4a, .mp4, .aac)
WAV (.wav)
AIFF (.aif, .aiff)
ID-3TAG (V1.0, v1.1, V2.2, V2.3, V2.4)

You should also bring an additional copy with you of all presentation file(s), on a flash drive (FAT16 or FAT32).

Workshop Rooms - (All days)

As a general rule these rooms have desktop PCs in them. Additionally there is either a VGA, HDMI, or both for laptop connection.

Oliphant Hall 201 - PC computer, VGA and HDMI inputs

Oliphant Hall 301 - PC computer, VGA and HDMI inputs

Bertea Hall 109 – Shanley Choral Room - PC computer and HDMI input

Oliphant Hall 103 –Crean Orchestral - VGA and HDMI input and Apple TV

Salmon Recital Hall -Recital space only-  Portable AV system - presenter will need a laptop

Partridge 107 - PC computer, HDMI, VGA and Apple TV

 

For All Presentations

FOR YOUR PRESENTATION ITSELF

Practice and time your presentation: Your presentation often takes longer than you anticipate. Rehearsing what you want to say is important to make sure that your presentation fits in your allotted time! If you plan to take audience questions, you must make sure you leave enough time; e.g., for a 15-minute time slot, we recommend a 12-minute presentation with 3 minutes remaining for audience questions.

Presentation Remote Control and Laser Pointer:

Plenary presenters: We will have a remote control, with both slide show controls and a laser pointer, available for your use. If you have not used one of these pointers before or if you would like a refresher, please let us know at symposium, ahead of your time slot, so that we can teach you. This will help you be successful!

Workshop presenters: We cannot guarantee that a remote control will be available in workshop rooms! If you have your own presentation remote control, we recommend bringing it with you. Most remote controls work on most computers, but leave extra time before your presentation so you can connect them and confirm that yours will work.

FOR PRESENTATION FILE(S) SUBMISSION

Presentation file requirements: If your PowerPoint or Keynote file includes audio or video files, you must also submit all of them at the same time as you submit your PowerPoint or Keynote file. We will test  presentations ahead of time and reserve the right to reject any presentation that does not readily run on the venue's system.

Plenary - File Requirements and Submissions:

A. Speakers CANNOT use their own computers. All Symposium presentations will run from the venue’s system.

B. All video files and audio files must be submitted along with your PowerPoint or Keynote file.

C. Make sure that all files are complete and tested before you submit them. Ideally, test your presentation on a computer other than the one you made it on, or run it off a flash drive.

D. DO NOT password-protect your file or lock it “Read Only”

E. DO NOT send only a slide show file (*.PPS or *.PPSX), as we may have to go into your PPT/PPTX to make adjustments so that it runs properly.

F. To submit your presentation:

  • All presentation files must be submitted in the same form submission.
  • Click here to complete our file submission form, clicking "Presentation File Upload" to submit your responses and file(s) to us. You will receive an on-screen confirmation upon a successful submission; if you do not receive this, your submission probably did not reach us!

If you have any comments or questions about your files, please include them with the file submission form. If you need assistance with this form, with your files/presentation needs, or with these guidelines, please email webmaster@artsmed.org before submitting your files.

Tips for Successful PowerPoint Presentations

Below are some ideas, from past guidelines, to help create a successful presentation:

Back-up Copies

You should bring an additional copy of your program on a flash drive or similar in case of a true emergency. You will not be able to change the program after submitting to PAMA. This is for emergency use only. What is loaded on our computer in advance of the meeting is what you will use for your presentation.

Minimize Your File Size

It is best to reduce your file size as much as possible without losing clarity. One easy way to reduce your file size is to reduce the overall size of images. For instructions on reducing image size, visit the help pages of your software and search for image compression. 

Remember, there is no need to use a high-resolution image. Your images will display the same as any other low-resolution (96ppi) image due to the projection system.

Embedding True Type Fonts

If you are using “non-standard” fonts that do not come on most computers, such as those you’ve downloaded yourself or highly-stylized fonts that may be specific to your own computer, you may wish to embed fonts into your presentation file. (“Standard” fonts include Arial, Courier, Times New Roman, among others; using these or similar fonts can help maximize compatibility). This will let the computer use YOUR font choice when it plays your PPT; if it doesn't have the font embedded, then it will choose a different font when it plays your PPT. In order for your presentation to look the way you intended it to, you will need to embed your fonts. To do this (exact steps may differ slightly), choose FILE/SAVE AS/TOOLS/SAVE OPTIONS/EMBED FONTS IN THE FILE/EMBED only characters used in presentation (best for reducing size).

Click here to complete our file submission form

If you have any comments or questions about your files, please include them with the file submission form. If you need assistance with this form, with your files/presentation needs, or with these guidelines, please email webmaster@artsmed.org before submitting your files.

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