Speaker Preparation Guidelines

Vincent Mitts, the Presentation Manager, should be contacted in advance of the conference via email, or prior to the presentation in the Speaker Ready room, with any special requirements concerning visual aids, including movies and/or audio.

NOTE:

  • Presentations must be uploaded at least half a day before their scheduled time in order to allow verification and transfer to the conference A/V file server system.
  • There will be absolutely no provision for authors to use their personal computers under any circumstances.

Once the presentations have been uploaded to the conference server, they can be checked on the conference computers provided in the Speaker Ready room.

Slides that have been successfully captured will be published in the web version of the proceedings without further action on the part of the speaker.

Please do not hesitate to contact the Presentation Manager for any questions you may have on how to prepare your oral presentation.

Upload of Presentations

Speakers are required to upload their presentation in exactly the same way as their contributions.

The files of the presentations should be uploaded to our fileserver as early as possible and no later than half a day before the presentation. Files should be named with the program code followed by “_talk”. E.g.

  • MOXAA1_talk.ppt,
  • MOXAA1_talk.pdf

and then uploaded through the IPAC’19 SPMS Author Accounts. The program codes assigned to presentations are visible when logging into accounts, or via “Search”.

Those authors who are unable to upload to the server should copy the file on to a memory stick and bring it to the Speaker Ready room or Author Reception at least one day before the presentation.

Presentation Equipment and Software

Computers used for displaying presentations will be laptop PCs with Windows 10. There will be no provision for authors to use their personal computers under any circumstances. The Keynote address will not be a presentation option, only PowerPoint and PDF.

The following software will be pre-installed on the computers for the presentations: MS Office Power Point 2016, Firefox, Chrome and Adobe Acrobat 2017.

On the lectern, speakers will be presented with a screen to display their presentation, a laser pointer and remote control for slide advancement.

A countdown timer will also be visible to the speaker with warning light for two minutes left (yellow) and end of presentation time (red).

Speaker Ready room                          

The Speaker Ready room is located on Level 2, Meeting Room 215 (opposite Author Reception).  All speakers are encouraged to visit this room one day before their presentation to verify their presentation are working correctly on laptops identical to those being used in the auditorium.

Speaker Ready room hours (Meeting Room 215, second floor):

  • Sunday, 19 May 14:00 – 17:30
  • Monday 20 May to Thursday 23 May 08:15 – 17:00
  • Friday, 24 May 08:30 – 10:30

During the Presentation

The session chair assistant will help speakers with their presentations and any minor issues. For technical AV issues an auditorium technician will be on hand to assist. For presentation issues the Presentation Manager will assist.

Preparation of Presentation Slides

In addition to the presentation we require a PDF file of the presentation for inclusion in the conference proceedings.

The following precautions should be adhered to, to ensure smooth running of electronic presentations:

For PDF files, be sure to embed all fonts when preparing the PostScript and PDF files.

For PowerPoint files, only TrueType and OpenType fonts can be embedded: 

  • Select File tab.
  • Save As…
  • Under Tools, choose Save Options.
  • Check the box for Embed fonts in the file
  • Select File tab.
  • Choose Options.
  • Under PowerPoint Options, choose Save.
  • Check the box for Embed fonts in the file
  • Select the Office Button and select Power Point Options.
  • Under Save options, select the Embed fonts in the file checkbox and Embed only the characters used in the presentation.
  • To embed fonts in PowerPoint XP / 2003:
  • On the Tools menu, click Options, and then click the Save tab.
  • Under Save options, select the Embed True Type fonts check box.
  • On the Tools menu, click Options, and then click the Save tab.
  • Under Save options, select the Embed True Type fonts check box.
  • On the File menu, click Save As.
  • Click the Tools menu in the toolbar at the top of the Save As dialog box.
  • On the menu that appears, select Embed TrueType Fonts.
  • Save the file as a PowerPoint Presentation.