AAPG 2012 Annual Convention & Exhibition will feature a networked presentation submission system. The tips below will help ensure that little, if any, editing will need to be done on-site, allowing you to quickly review your presentation in the Speakers Service Center, and then attend other meetings. These tips are for both Windows and Mac users. All the provided computers will be PCs; Mac users should additionally review Considerations for Mac Users.
Building Your Presentation
Movies: Please 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, and Techsmith.
Flash content (SWF) is fully supported.
Apple Quicktime formats such as MOV, QT, MP4 or DV files are NOT supported in Windows PowerPoint. Options to convert these movies to a Windows compatible AVI are discussed below in Considerations for Mac Users..
Note: It is important your movies do not completely fill the screen. In the meeting room you will only have a mouse to advance your slides. You can only advance your PowerPoint with a mouse by clicking on the slide, not the movie itself.
DVDs: If you plan to play a DVD as part of your presentation, notify a technician in the Speaker Service Center so arrangements can be made for assistance in your meeting room.
Fonts: We only supply fonts that are included with Office 2007. If you need a specialized font, it should be embedded into your PowerPoint presentation. For instructions on this process, click on: http://support.microsoft.com/kb/826832/en-us
Before you Depart
Multiple Presenters: Please do not combine multiple presenters' PowerPoints into one file and then submit under one name. Our system manages presenters individually and any co-presenter will not be able to logon to edit the combined presentation.
Backup: Bring a copy of your presentation with you when you depart for your meeting. Copy your PowerPoint and all movies to a folder on a USB or CD-ROM. PowerPoint does NOT embed movies. They must all be placed in the same folder as your PowerPoint. It is good practice to keep a second copy.
At the Meeting
Speakers should review their presentation in the Speakers Service Center no later than 4 hours prior to their scheduled presentation. The Speakers Service Center will be staffed with technicians who can assist with any compatibility or formatting issues. Be sure to use the mouse to advance your slides, not the keyboard, as you will only have a mouse at the podium to advance your presentation. Left click advances the slides; right click goes back. 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.
In the Meeting Room
Please arrive at your session meeting room at least 10 minutes before 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 HELP button and a technician will be immediately sent to your room.
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 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 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 http://www.divx.com/divx/mac/codec/. It's a fully functional trial for 30 days and only $19.99 after that.
Another option is Flip4Mac Studio. This $49 plug-in for Quicktime 7 Pro converts Quicktime movie formats to Windows compatible WMV files. Location: http://www.flip4mac.com
If you cannot convert the files or have a considerable number of files, check with a technician in the Speaker Service Center 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: Export your presentation as a PowerPoint. If you are having any issues notify Mac support for additional help.