Session Room and Equipment
Please arrive at your session meeting room at least 10 minutes before the start of your session. Introduce yourself to the projectionist. Take time to familiarize yourself with the setup at the lectern. There will be a mouse on the lectern that will allow you to control/advance the slides during your presentation. An audio visual technician will be close by to assist throughout the session.
A lectern microphone will be provided in each meeting room. Speak directly into the microphone in a normal voice and do not handle the microphone while speaking. There should be a comfortable distance between your mouth and the microphone. If you turn away from the microphone, the audience may not hear your voice.
Single screen electronic presentations will be the only format available.
Each lecture room is equipped with the following:
- One (1) high-intensity data projector
- One (1) desktop computer
- One (1) large screen
- Speaker timer
- Slide advance and Laser pointer
- Lectern Microphone
Internet connections and dual screens will not be available.
AAPG 2012 International Conference & 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 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 at the bottom of this document.
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 or Cinepack.
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. Make it very clear where the movie should start. "After Slide 35" or "at the end of the presentations."
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.
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
File Naming Standard
Each presentation should be renamed according to the following:
Date of Presentation: (MMDD) Time: (in 24 hour format HHMM) Room (Session location)
Speaker Name: (First Name, Last Name)
Example of File REnaming: 0917_1620_HelconiaBallroom3411-3512_JohnDoe.ppt
The technician in the Speaker Service Center can assist to confirm all file names.
Speaker Service Center:
Helconia Jr Ballroom 3410 A/B-3510
Hours of Operation:
10:00 - 17:00
MONDAY – WEDNESDAY
07:00 - 17:30
At the Meeting
Speaker Service Center: Speakers should review their presentation in the Speaker Service Center no later than 4 hours prior to their scheduled presentation. The Speaker 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.
Considerations for Mac Users
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.
Currently, the audio visual contractor for the conference is unable to provide video conversion services.
Preparing your Presentation for Transfer:
Save your files to a CD-ROM or a USB Storage Device. If you create a CD-ROM, be sure to close or finalize your session. If this step is not accomplished, you cannot access the CD from any computer.
When building your presentation, all files (PowerPoint & external, i.e. movie files) associated with your presentation must reside in the same folder. Be sure you bring your movie files along with your PowerPoint presentation and that they are NOT embedded into the PowerPoint.