Oral Presentation Guidelines

Create your presentation slides

The most successful presentation slides are graphically rich presentations of your research that highlight the main points and fill in the most interesting details.

Your presentation slides should:

• Be formatted for easy understanding of the information on each slide
• Include explanations for each graph, picture, and table
• Have the media file(s) embeddeded in the primary presentation as a slide
• Not have automatic slide advance timings

Fonts
The session computer will have the standard font sets included in Mac OSX, Windows 10, as well as PowerPoint and Keynote. Please refrain from using custom or purchased fonts as these will not be available and may impact the look of your presentation.

Aspect ratio
The meeting will be utilize 16:9 aspect ratio projectors (widescreen) in all rooms. To utilize the full screen, you should create your presentation in “widescreen” format. The standard 4:3 format will work but will not fill the entire screen when in presentation mode.

Media files
As a precaution, bring all media files with you to the meeting, even though they should be embedded in your presentation slides. While we can help with many aspects of your talk on-site, we can’t “fix” a missing media file.

Presentation file types
LaunchPad accepts all file types except LibreOffice and does not have file size restrictions. The session computer will run both Mac and Windows files natively. The computer has the following software installed:

• PowerPoint for Windows and Mac
• Keynote (latest version)
• Adobe Reader for Mac
• Google Chrome for Mac

In PowerPoint, save your file as a .pptx. Do not use .ppt, .pps, or other formats as this will affect your file’s ability to open correctly.

Upload your presentation slides

All in-person presentations are handled by our on-site presentation management system, LaunchPad. All presenters must upload their presentation to LaunchPad before going to their conference room. You will not be able to use your own device. Should you require assistance with uploading or presenting, technicians will be available at Speaker Check-In. Always bring a back-up copy of your presentation slides and media files with you to your session.

There are two options to upload your presentation:

1. Upload in advance

Upload slides to LaunchPad

Advance upload deadline: 11:59 PM Pacific Time on Friday, 21 February 2025

2. Upload on-site

Bring your USB device to Speaker Check-In at least two hours before your session begins or the day before if presenting in the first morning session.

Web links and online presentation formats

• If your presentation is web based (e.g. Google Presentations) you may email the publicly accessible link to your presentation to help@warpspeedtech.com.
• WarpSpeed will send you a confirmation email letting you know that your presentation was successfully uploaded and is accessible.
• If you are using Prezi, your presentation should be downloaded for offline viewing and the zip file should be uploaded to LaunchPad.

Preview and test presentation on-site at Speaker Check-In

• Visit Speaker Check-In to test your presentation at least two hours before the start of your session
• If you find a mistake, you may submit a revision
• Speaker Check-In is open during registration hours

Present in-person

• Bring a backup copy of your presentation and any media files to your session
• Arrive in the conference room at least 10 minutes prior to the start of your session
• Check in with the session chair so they know you have arrived
• When it’s time to present, simply walk to the lectern and click on your name
  • If the person before you left their talk on the screen, press the “Refresh” button on the lectern; that will bring up the list of speakers for your session

Audiovisual equipment in meeting rooms

• Apple MacBook - supports files created on either Mac or Windows
• LCD projection - 16:9 aspect ratio; 1920 x 1080 resolution
• Lapel microphone
• Audio connection from the laptop
• Laser pointer and slide advancer

Publication of your presentation

• After your live presentation, SPIE will publish the recording of your talk (slide capture with audio, no camera footage of presenter) in the conference proceedings on the SPIE Digital Library.
• SPIE retains rights to distribute and market the official published SPIE recording of the presentation; the presenter retains copyright of all presented content.