Speaker Guidelines

SPEAKER GUIDELINES 2019

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

The deadline to receive presentations is June 3, 2019.

Click here to complete our file submission form

Presentation Guidelines – Oral/Plenary Sessions

Time Limit

Speakers are respectuflly requested to keep their presentations strictly to their allocated time slots. If you intend to take questions, then these must be answered within your allocated time, so please shorten your presentation/workshop accordingly. Time-keeping will be strictly enforced by the moderators, regardless of whether you have finished delivering your content. This is out of respect for your fellow speakers and to ensure that participants can accurately navigate their way across the multiple concurrent sessions. Your compliance is greatly appreciated.

Presentation Preparation and Requirements

  • Ensure your presentation is a length appropriate to your alloted time.
  • All fonts and graphics must be legible.
  • On your first slide, place your name and affiliation (if applicable) and the title of your presentation.
  • If you have reported a financial relationship with a commercial interest on your Conflict of Interest form, these should appear on your second slide. This only affects a small number of presenters. If you are unsure, please contact services@artsmed.org.
  • Presentation files will run from a Windows computer. No Mac-only files (e.g., Keynote) will be accepted for presentation. All Windows-based presentation file types (e.g., Prezi) will be considered: please contact our audio-visual manager to discuss.
  • Upload your presentation by June 3, 2019. This is the only way we can test your presentation and ensure it is loaded in the plenary space. If a hardship arises, contact our audio-visual manager to discuss alternate submission options.
  • Bring an additional copy with you of all presentation file(s), on a flash drive (FAT16 or FAT32).

 

Workshop Rooms

All rooms will have a projector with both a VGA and HDMI connection. If you are a workshop presenter, you will need to bring a laptop and be able to hook to either VGA or HDMI; a 1/8" audio jack is also available. Make sure your presentation is with you! The workshop rooms are not staffed with a full-time technician. Please contact our audio-visual manager if you have concerns. Note: workshop rooms' audio-visual capabilities are subject to change; contact us if you wish to confirm your a-v requests.

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! If you plan to take audience questions, you must make sure you leave enough time; 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: If your PowerPoint or other Windows-based file includes audio or video files, please embed those files in your presentation if applicapble. If those files cannot be embedded, "zip"/compress all files into one file for uploading.  You may also need to submit these additional files to us; we will email you if they are needed. We will test presentations ahead of time and reserve the right to reject any presentation that does not readily run on the venue's system.

Plenary - File Requirements and Submissions:

A. Speakers CANNOT use their own computers. All Symposium presentations will run from the venue’s system.

B. Presentation files will run from a Windows computer. No Mac-only files (e.g., Keynote) will be accepted for presentation. All Windows-based presentation file types (e.g., Prezi) will be considered: please contact our audio-visual manager to discuss.

C. All video files and audio files must be embedded if applicable.

D. 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.

E. DO NOT password-protect your file or lock it “Read Only”.

F. DO NOT send only a slide show file (*.PPS or *.PPSX), as we may have to go into your PPT/PPTX to make adjustments so that it runs properly.

G. To submit your presentation:

  • All presentation files must be submitted in the same form submission.
  • Click here to 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!

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 our audio-visual manager> 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 flash drive or similar 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. For instructions on reducing image size, visit the help pages of your software and search for image compression.

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.

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 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).

Click here to complete our file submission form

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 our audio-visual manager before submitting your files.

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