>> Presenter Instructions (orals)

The Conference is recording the audio and slides from Public Health and Clinical Workshops as well as the Plenary and Oral Communications.

All Speakers will be asked to sign a consent form onsite to allow posting of their slides and audion in an uneditable format on the HPV2010 and/or IPVS website(s). All speakers have the option to refuse the reccording or parts of it. The speaker ready room staff can answer all questions or concerns when you check in.

TECHNICAL GUIDELINES FOR PREPARING AND DELIVERING ELECTRONIC PRESENTATIONS

Congratulations on being selected as a speaker for the 2010 Annual Conference.  To improve our efficiency on-site with managing your presentation file, this year HPV 2010 will feature a networked presentation submission system.  

This system will allow you to submit and manage your presentation files leading up to, and on-site during the conference.

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 sessions in progress. The tips below are for both Windows and Mac users. As all the provided computers will be PCs, Mac users should additionally review Considerations for Mac Users at the bottom of this document.

Key Points

• It is recommended you upload your files in advance to the Presentation Management Website
• All presenters must check into the Speaker Ready Room 523AB 24 hours prior to their session time.  Submission and initial review of files is required at this time.
• All presentations will be played on PowerPoint 2007 or Acrobat Reader 9 for PC
• Only video codec’s and fonts as detailed below will be supported
• PowerPoint for MAC files should be tested on a PC before attending the event
• Keynote for MAC will not be accepted, it must be exported to PowerPoint
• There will be no internet connectivity in the Speaker Ready Room or in session rooms

Building Your Presentation

Movies: Please take steps to 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: H.264, MPEG-4 (Divx, Xvid, or WMVs), Indeo, Cinepack, Techsmith.

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.

DVDs: If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Ready Room so arrangements can be made for assistance in your meeting room.

Fonts: We only support fonts that are included with Office 2003/2007. If you need a specialized font, it should be embedded into your PowerPoint presentation. For instructions on this process, please click on the following link:http://support.microsoft.com/kb/826832/en-us

Before you arrive at the Conference

Advance Submission: You may currently submit your presentation via the internet at the Management Website.

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: Please bring a copy of your presentation along 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 in your luggage.

At the Conference

Speaker Ready Room:

Presenters should review their presentation in the Speaker Ready Room no later than 24 hours prior to their scheduled presentation. The Speaker Ready Room will be staffed with technicians that can assist with any compatibility or formatting issues. 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.

Speaker Ready Room: 523AB

 Hours of Operation:        

In the Session Room

Please arrive at your session meeting room at least 30 minutes before the start of your session. Take time to familiarize yourself with the setup at the lectern. Located in front of you is a monitor where you can follow your presentation. Simply click your session time, then click your name on the display, and your PowerPoint will launch automatically. At the end of your presentation, the display will return to the list of presenters in that session.

Speak directly into the microphone in a normal voice, and do not handle the microphone while speaking.

If you have any difficulties or need any assistance, click the HELP button and a technician will be immediately sent to your room.  Some rooms also have a dedicated technician.  Please ask this technician  for assistance before pressing the HELP button.

By following the guidelines above, your presentation will go smoothly. Should you have any questions not addressed in this document, please feel free to email This e-mail address is being protected from spambots. You need JavaScript enabled to view it

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 natively 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 a better results.

Divx offers a plug-in for Quicktime 7 Pro that will convert all Quicktime movie formats to Windows compatible divx AVI files. It is available at the following website.

http://www.divx.com/en/products/software/mac/divx-pro

Another option is Flip4Mac Studio.  This $49 plug-in for Quicktime 7 Pro converts Quicktime movie formats to Windows compatible WMV files.  http://www.telestream.net/flip4mac-wmv/wmv-studio.htm 

If you cannot convert the files or have a considerable number of files, please check with a technician in the Speaker Ready Room who can make arrangements to convert the videos, or at the Association’s discretion, confirm you will be allowed to present off your own laptop.

Keynote Users:  Keynote will not be accepted since it cannot be played back on PC.  Please export your presentation as a PowerPoint. If you are having any issues please notify Mac support This e-mail address is being protected from spambots. You need JavaScript enabled to view it  for additional help.