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AudiologyNOW! 2012

TECHNICAL GUIDELINES FOR PREPARING
AND UPLOADING ELECTRONIC PRESENTATIONS

Congratulations on being selected as a speaker for AudiologyNOW! 2012. To improve our efficiency on-site with managing presentations, we are once again using the Presentation Management System. This system will allow you to submit and manage your presentation files leading up to, and on-site during the conference.

The information below are for both Windows and Mac users. As all the provided computers will be PCs, Mac users should additionally review Considerations for Mac Users at the bottom of this document.

Key Points


  • It is highly encouraged that you upload your files in advance to the Presentation Management Website, by uploading to the system session participants will have access to the session handouts.
  • All presenters must check into the Speaker Ready Room 150 24 hours prior to their session to review their files and verify that the presentation plays as desired. AV technicians in the room can assist if you come across any problems.
  • All presentations will be played on PowerPoint 2007 or Acrobat Reader 9 for PC
  • Only video codec’s and fonts as detailed below will be supported
  • PowerPoint for MAC files should be tested on a PC before attending the event
  • Keynote for MAC will not be accepted, it must be exported to PowerPoint
  • Bring a backup copy of your presentation on a USB stick or CD just in case!

 

Building Your Presentation

Movies: Please take steps to compress your videos. Uncompressed videos will take longer to upload and will not be better quality than a modern MPEG-4 codec. We can only accept movies created as MPGs, WMVs, or with the following AVI codecs: MPEG-4 (Divx, Xvid, or WMVs), Indeo, Cinepack, Techsmith.

Flash content (SWF) is supported.

Apple Quicktime formats such as MOV, QT, MP4, or DV files are NOT supported in Windows

PowerPoint 2007. Options to convert these movies to a Windows compatible AVI are discussed below in Considerations for Mac Users.

DVDs: If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Ready Room so arrangements can be made for assistance in your meeting room.

Fonts: We only support fonts that are included with Office 2003/2007. If you need a specialized font, it should be embedded into your PowerPoint presentation. For instructions on this process, please click on the following  

Link: http://support.microsoft.com/kb/826832/en-us

 

Before you arrive at the Conference

Advance Submission: We encourage you to submit your presentation in advance via the internet at the Presentation Management System website.

 

Multiple Presenters: You may submit one combined presentation but please note that the only presenter that will be able to edit that submission will be the one that submitted it. If you will have multiple presentations in one session it is recommended that the presenters submit their presentations individually.

Backup: Please bring a copy of your presentation along with you when you depart for your meeting. Copy your PowerPoint and all movies to a folder on a USB or CD-ROM. PowerPoint 2007 does NOT embed movies. They must all be placed in the same folder as your PowerPoint.

 

At the Conference

Speaker Ready Room- Room 150

Presenters should review their presentation in the Speaker Ready Room no later than 24 hours

prior to their scheduled presentation. The Speaker Ready Room will be staffed with technicians that can assist with any compatibility or formatting issues. Once you are comfortable that your presentation is complete, confirm the date, time, and room for your session. Be sure to click the green “save/logout” button on the top of the screen.

Hours of Operation:

Tuesday, March 27, Noon-5:00pm

Wednesday, March 28, 7:00am-5:00pm

Thursday, March 29, 7:00am-5:00pm

Friday, March 30, 7:00am-5:00pm

Saturday, March 31, 7:00am-3:00pm

In the Session Room

Please arrive at your session meeting room at least 30 minutes prior to the start of your session. Take time to familiarize yourself with the setup at the lectern. Located in front of you is a monitor where you can follow your presentation. Simply click your session time, then click your name on the display, and your PowerPoint will launch automatically. At the end of your presentation, the display will return to the list of presenters in that session.

Speak directly into the microphone in a normal voice, and do not handle the microphone while speaking.

If you have any difficulties or need any assistance, click the “Assistance Needed” button and a technician will be immediately sent to your room. Some rooms also have a dedicated technician. Please ask this technician for assistance before pressing the “Assistance Needed” button.

By following the guidelines above, your presentation will go smoothly. Should you have any

questions not addressed in this document, please feel free to email support

 

Considerations for Mac Users

There will be a limited number of Mac computers available for the session rooms. Please inquire in the Speaker Ready Room (150) if it is imperative that you use a Mac computer for your presentation.

Pictures: If you use a version of PowerPoint prior to 2008, please be sure any embedded pictures are not TIFF format. These images will not show up in Windows PowerPoint. With PowerPoint 2008 for the Mac, this is no longer an issue, and any inserted image will be compatible.

Movies: Quicktime Pro 7 can natively export MOV, DV, QT, or MP4 files as Cinepack codec AVI files. While the resulting file is Windows compatible, there are add on products to Quicktime that will give a better results.

Divx offers a plug-in for Quicktime 7 Pro that will convert all Quicktime movie formats to Windows compatible divx AVI files. It is available at the following website: http://www.divx.com/en/products/software/mac/divx-pro

Another option is Flip4Mac Studio. This $49 plug-in for Quicktime 7 Pro converts Quicktime movie formats to Windows compatible WMV files. http://www.telestream.net/flip4mac-wmv/wmv-studio.htm

If you cannot convert the files or have a considerable number of files, please check with a technician in the Speaker Ready Room who can make arrangements to convert the videos, or at the Association’s discretion, confirm you will be allowed to present off your own laptop.

Keynote Users: Keynote will not be accepted since it cannot be played back on PC. Please export your presentation as a PowerPoint. If you are having any issues please notify Mac support, Gordon Johnson, for additional help.