Uploading Your Presentation l Presentation Formats l Slide Design Considerations l Audiovisual Equipment l Security

Uploading Your Presentation

All presenters are required to upload their presentations onto the computer of their assigned session room at least 15 minutes prior to the start of their session.  Presenters may visit their presentation room during mornings, coffee breaks and afternoons to upload their presentations onto the computer located within the room which will be used for presentations.  You should review your presentation in advance of uploading to the computer to make sure all fonts appear as expected and all sound/video clips are working properly.  Save your file on a flash drive for easy transfer to the presentation room computer.  A folder for each day of the meeting will be pre-loaded on the computer.  Your presentation should be saved in the appropriate day’s folder by your presentation ID.  
 

Presentation Formats

We recommend PowerPoint for all users but will accept .pdf files for presentations. Optica laptops do not support Keynote. All presentations must be uploaded to the session laptop.  

The “pack and go” feature of PowerPoint may also be useful if there are video or sound files associated with the presentation. It will create a single compressed file, which will contain all the video and sound files, which can then be unpacked in the session room. This can be done in PowerPoint by selecting File/Pack and Go.
 

Slide Design Considerations

• Projector ratio is 16:9.
• Make your presentation substantive, not commercial. Limit the use of company/product names. Focus on technical content. Avoid animation or flashy graphics that add no useful information.
• Corporate logos must not distract from content.
• Do not include proprietary or copyrighted material in presentations.
• Use a minimal slide typeface of 24 point and a sans serif typeface such as Helvetica or Arial
• Avoid using more than 3 colors and types of fonts (use color for emphasis only. White or yellow lettering on a blue background is attractive and easy to read. Avoid red and green text. Be considerate of those that are colorblind.)
• Avoid using more than 3 styles of slide transitions or animations.

IMPORTANT NOTICE: Due to licensing restrictions, the use of music in presentations, including video presentations, is prohibited.

Audiovisual Equipment

Each session will contain the following audiovisual equipment:

• Laptop computer with Windows 10 and MS Office 2019 and Adobe PDF reader
• Podium Microphone
• Data Projector for computer presentations
• Wireless Slide Advancer
• Laser Pointer
• Screen
• Speaker Timer

Security

• Diskette drives on the computers are disabled so no presentations can be copied.
• Cameras and video equipment are not permitted in the session room.
• At the end of the meeting, all files will be destroyed, and the computer hard drives will be reformatted.