Speaker Guidelines

SPEAKER GUIDELINES 2017

All speakers/presenters are responsible for following the below Presentation Guidelines.

The deadline to receive presentations is Wednesday, May 31, 2017.

Presentation Guidelines – Live/Plenary Sessions

Note: Any PPT/PPTX file name MUST start with your last name (surname). If it does not, we cannot guarantee that we can identify it, and it may not be played when you present.

We require receipt of all visual presentations ahead of time due to CME requirements, to ensure problem-free presentations, and to create a seamless, presenter-centered experience for your audience. The deadline to receive presentations is Wednesday, May 31, 2017. If you are using audio or visual presentation files, you will need to submit your presentation and any supporting media files (audio and video files) by this date.

All presentation files must be submitted ahead of time. We will load them onto our conference computers and confirm that your files all play correctly (notably: audio and video files). You should also bring an additional copy with you of all presentation file(s), on a flash drive or similar, which must be able to run from the same.

If you want to modify your presentation between the submission deadline and your Sympsoium presentation:
Any changed presentations (and all supporting files) must be delivered on a labeled flash drive dedicated to your presentation to a staff member at the registration desk NO LATER THAN 3:00 PM THE DAY BEFORE your presentation. No other files should be on this flash drive or we cannot guarantee that we can find your files. You may retrieve your flash drive at the registration desk the day of your presentation.
• Modified presentations must contain essentially the same material as your original submission.
We cannot guarantee any opportunity to test your modified presentation on our conference computers.

Speakers cannot use their own computers.

See "File Requirements and Submissions" below to submit your file.

Presentation Guidelines – Workshop Sessions

Workshop or other sessions should not submit their files ahead of time. If you are presenting during one of these sessions, the below guidelines mostly apply, excepting that your presentation file(s) will be brought with you on a flash drive or similar, and must be able to run from the same.There may or may not be a provided computer in each workshop room. If you have your own presentation remote control, we recommend bringing it with you, as we cannot guarantee that one will be available in workshop rooms.

For All Presentations

FOR YOUR PRESENTATION ITSELF

Practice and time your presentation: Your presentation often takes longer than you anticipate. Rehearsing what you want to say is important to make sure that your presentation fits in your allotted time! We recommend leaving enough time for audience questions; e.g., for a 15-minute time slot, we recommend a 12-minute presentation with 3 minutes remaining for audience questions.

Presentation Remote Control and Laser Pointer:

  • Plenary presenters: We will have a remote control, with both slide show controls and a laser pointer, available for your use. If you have not used one of these pointers before or if you would like a refresher, please let us know at symposium, ahead of your time slot, so that we can teach you. This will help you be successful!
  • Workshop presenters: We cannot guarantee that a remote control will be available in workshop rooms! If you have your own presentation remote control, we recommend bringing it with you. Most remote controls work on most computers, but leave extra time before your presentation so you can connect them and confirm that yours will work.

FOR PRESENTATION FILE(S) SUBMISSION

Presentation file requirements: We strongly prefer PowerPoint presentations for Symposium. If your PowerPoint file includes audio or video files, you must also submit all of them at the same time as you submit your PowerPoint file. If your presentation file is not a PowerPoint file, we are happy to try it on our system! These presentation files must run on a Windows PC, be a self-executable or a stand-alone file(s) that does not require specialty software or an active internet connection. We will test all presentations ahead of time and reserve the right to reject any presentation that does not readily run on our system. This includes stand-alone audio files, video files, and CD's or DVD's.

Plenary - File Requirements and Submissions:

A. Speakers CANNOT use their own computers. All Symposium presentations will run from PAMA’s system, typically a Windows PC using PowerPoint 2010 or later (Windows version). Because of our large number of presenters, we are not able to trade equipment in between presentations. This is the best way that we can stay on schedule!

B. For PowerPoint files, we will accept only a *.PPT or a *.PPTX.

All video files and audio files must be submitted along with your *.PPT or *.PPTX. Video files must be in Windows format or they may not play during your presentation - e.g., the only video file formats "guaranteed" to play are ASF, MPG/MPEG, WMV, and AVI (usually). MP4 and M4V may play but not always. MOV and QT will not play. (Note: this list may not reflect various PowerPoint versions, software updates, or the final computer system. I.e., there are no guarantees with video playback.) For audio files, MP3, WAV, and WMA are safest.

• Slides should be sized for a 4:3 format. "On-screen show (4:3)" is the default format in versions of PowerPoint prior to 2013. If you are using PowerPoint 2013, you must change the slide format before you make any slides. Slides created "Widescreen (16:9)" or other sizes will likely be distorted when displayed.

• Recommended: Keep all audio and video files in the same folder as your PPT/X when creating your presentation. PowerPoint does not typically look in sub-folders when transferring computer-to-computer.

• Make sure that all files are complete and tested before you submit them. Ideally, test your presentation on a computer other than the one you made it on, or run it off a flash drive, to near-guarantee success.

• DO NOT password-protect your file or lock it “Read Only”
• DO NOT send only a slide show file (*.PPS or *.PPSX), although you are welcome to also include one. We may have to go into your PPT/PPTX to make adjustments so that it runs properly.

C. To submit your presentation to PAMA:

All presentation files must be submitted in the same form submission. All PowerPoint files using audio or video files must also transmit those files.

1. On the Web, complete our file submission form, clicking "Presentation File Upload" to submit your responses and file(s) to us. You will receive an on-screen confirmation upon a successful submission; if you do not receive this, your submission probably did not reach us!

2. The file submission form is located at http://www.artsmed.org/symposium/presentation-file-upload.

If you have any comments or questions about your files, please include them with the file submission form. If you need assistance with this form, with your files/presentation needs, or with these guidelines, please email webmaster@artsmed.org before submitting your files.


Tips for Successful PowerPoint Presentations

Below are some ideas, from past guidelines, to help create a successful presentation:

Back-up Copies

You should bring an additional copy of your program on a CD, DVD, or flash drive in case of a true emergency. You will not be able to change the program after submitting to PAMA. This is for emergency use only. What is loaded on our computer in advance of the meeting is what you will use for your presentation.

Minimize Your File Size

It is best to reduce your file size as much as possible without losing clarity. One easy way to reduce your file size is to reduce the overall size of images; to do this follow these steps:

1) It is best to save your presentation under a new name before beginning this process in case you wish to revert to the original.

2) In your PowerPoint presentation, double click on any image to bring up the format options. E.g., in version 2007, single-click an image then choose FORMAT/COMPRESS PICTURES/OPTIONS.

3) Select “all pictures in document” (if you are using 07)

4) Select “delete cropped areas”

5) Select “web/screen 96ppi” (if you are using version 03), select e-mail 96ppi (if you are using version 07)

6) You will get a warning that you are reducing file size, click ok/apply.

7) View your presentation to ensure the images are still to your satisfaction. Save your file.

Remember, there is no need to use a high-resolution image. Your images will display the same as any other low-resolution (96ppi) image due to the projection system. If you are running a different version of PowerPoint and need help reducing your image size, please email us at webmaster@artsmed.org and let us know what version you are using.

Embedding True Type Fonts

If you are using “non-standard” fonts that do not come on most computers, such as those you’ve downloaded yourself or highly-stylized fonts that may be specific to your own computer, you may wish to embed fonts into your presentation file. (“Standard” fonts include Arial, Courier, Times New Roman, among others; using these or similar fonts can help maximize compatibility). This will let the new computer (in this case, PAMA's computer) use YOUR font choice when it plays your PPT; if it doesn't have the font embedded, then it will choose a different font when it plays your PPT. In order for your presentation to look the way you intended it to, you will need to embed your fonts. To do this (exact steps may differ slightly), choose FILE/SAVE AS/TOOLS/SAVE OPTIONS/EMBED FONTS IN THE FILE/EMBED only characters used in presentation (best for reducing size).

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