Oral Presentation Instructions

Create your slides for presentation

The most successful presentation slides are graphically rich and highlight the main points and fill in the most interesting details.

Your presentation slides should:

• Be formatted for easy understanding of information on each slide
• Explain each graph, picture, and table
• Embed media file(s) in your presentation as a slide
• Do not set up any automatic slide advance timings

Fonts
The session computer will have the standard font sets included in macOS and 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 your presentation.

Aspect ratio
The meeting will be utilizing 16:9 aspect ratio projectors (widescreen) in all rooms. To utilize the full screen, 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 have been embedded in your slide presentation. We can help with many aspects of your talk onsite, but we can’t “fix” a missing media file.

Presentation file types
LaunchPad accepts all file types except LibreOffice, and has no 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

Save your PowerPoint file as a .pptx. Do not use .ppt, .pps, or other formats to allow it to open correctly. Presenter notes (if any) will be visible on the session computer.

Upload your presentation slides

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

There are two options to upload your presentation slides:

1. Upload in advance

This portal will open at a later date, and a deadline will be posted in the coming months.

2. Upload onsite

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

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.
• 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 onsite at Speaker Check-In

• Visit Speaker Check-In and test your presentation at least two hours prior to 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 file and any media files to your session.
• Arrive to the conference room at least 10 minutes prior to the start of your session.
• Locate the session chair and check in with them 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 and it 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 is finished, SPIE will publish the in-person recording of your talk (slide capture with audio). Your recording will be published and archived in the Conference Proceedings in the SPIE Digital Library
• SPIE retains rights to distribute and market the officially published SPIE recording of the presentation; the presenter retains copyright of all presented content.