Presentation Guidelines and Speaker Ready Room Services

Note to NFOEC Presenters

The use of personal laptops for presentations is prohibited. An email providing login credentials for the online submission website will be sent soon. All presentations must be uploaded at https://cms.psav.com/ec122e6 by March 18, 2010 or on-site in the Speaker Ready Room located in Room 10 of the San Diego Convention Center, at least one hour in advance of your presentation. PSAV® Presentation Services, the preferred AV supplier for OFC/NFOEC, has provided these helpful hints when preparing your presentation. Further guidelines to consider when preparing your presentation follow:

• Make your presentation substantive, not commercial. Limit the use of company/product names. Focus on technical content. Avoid animation or flashy graphics that add no useful information.
• Corporate logos must not distract from content.
• Do not include proprietary or copyrighted material in presentations.

All presenters are required to check into the Speaker Ready Room at least 24 hours in advance of their presentation. At that time you will have an opportunity to review your previously uploaded presentation file. Presentations not uploaded in advance of the conference may be brought to the Speaker Ready Room on flash/thumb drive, CD/DVD disc, memory cards or a laptop 24 hours prior to the scheduled time of their presentation. If you submit your presentation in advance, you will save time on-site waiting for your presentation to be down loaded.

Speaker Ready Room Procedures

Checking in at the Speaker Ready Room is the single most important action you will take to ensure your presentation is a success. ALL speakers are required to check into the Speaker Ready Room at least one hour before their presentation. When checking in, you simply go to a terminal, and PSAV personnel will pull up your presentation for preview.

You should make sure all fonts appear as expected and all sound/video clips are working properly while reviewing your presentation. You will be able to edit your presentation at this time. Once you are through reviewing your presentation and verify it is ready, PSAV personnel will queue your presentation.

The file will then be transferred to the computer network at the meeting. When the presentation is to be given, the file will be loaded on the computer in the meeting room. Each presentation room will be staffed with an audiovisual (AV) person, who will assist in starting each presentation. Once the presentation is launched, you (the speaker) will control the program from the podium using a computer mouse. At the end of the meeting, all files will be destroyed, and the computer hard drives will be reformatted.

Presentation Formats

We recommend PowerPoint for all users but will accept HTML, Flash, and (.pdf) files for presentations. Web browsers with typical plug-ins will also be available, including Internet Explorer, Mozilla Firefox. If you plan to use something besides Flash, Shockwave or Windows Media Player, please check with our audiovisual contact, Brian Reynolds at CMSsupport@psav.com to be sure your presentation will work properly.

The computers in the presentation rooms will be Microsoft Windows XP with Power Point 2007 installed. All video files should be (.wmv), (.avi) or (.mpg), so they will run properly on the computers provided. Presentations should be reviewed at the Speaker Ready Room to be certain the fonts are displayed correctly.

For additional information on creating Power Point presentations, please see the Power Point Tips and Style Guide at the following link:

http://office.microsoft.com/en-us/powerpoint/FX100648951033.aspx?CTT=96&Origin=CL100626991033

Laptop Support
In order to support presenters who want to review and modify their presentations while traveling to the meeting, there will be support for transferring files from a laptop. If you plan to do this, we recommend you bring a back up of the presentation on some other media, including a flash/thumb drive, CD/DVD disc, or memory card in case there is a problem transferring the file from the laptop. Please make sure you have all power, video, and networking adapters.

Media Supported
We recommend you bring at least 2 copies of your presentation to the meeting in case there is a problem with one of them. Flash/thumb drive, CD/DVD disc, and all types of memory cards will be supported.

Pack and Go
The “pack and go” feature of PowerPoint may also be useful if there are video or sound files associated with the presentation. It will create a single compressed file, which will contain all the video and sound files, which can then be unpacked in the speaker ready room. This can be done in PowerPoint by selecting File/Pack and Go.

Ability to Edit PowerPoint Files in Speaker Ready Room
All PowerPoint presentations can be reviewed and edited in the Speaker Ready Room. It is recommended that all presentations be reviewed and edited for final version no less than one hour prior to the beginning of the session in which you are presenting.

Security

• You will need to provide identification in order to submit your presentation and also to access it in the Speaker Ready Room.
• Flash drives and CDs are returned to the speaker.
• Diskette drives on the computers are disabled so no presentations can be copied.
• Cameras and video equipment are not permitted in the Speaker Ready Room.
• All OFC files on the computers are deleted at the end of each day in the presence of an OFC/NFOEC staff person. (NFOEC presenters see below for post conference use of NFOEC presentations.)

Note to NFOEC Presenters

• A copy of your presentation will be placed on the NFOEC Presentation CD. This CD is available for purchase by conference attendees and will be distributed following the conference.
• Your session chair will need a biography to introduce you and 1–2 questions for possible use during the Q&A period, and may request a copy of your paper or presentation to become familiar with it.
• Each contributed NFOEC paper is allotted 20 minutes, including a 1-minute introduction and time for Q&A. Speakers have 15 minutes (green) plus 2 minutes (yellow) to wrap up.
• Each NFOEC Invited presentation is allotted 40 minutes, including a 1-minute introduction and time for Q&A. Speakers have 35 minutes (green) plus 2 minutes (yellow) to wrap up.

Audio/Visual Equipment

The meeting room will contain the following equipment:

• Laptop computer with Windows XP and MS Office 2007
• Podium microphone
• Lavaliere microphone
• Data projector for computer presentations
• Computer and monitor
• Laser pointer
• Screen
• 60 minute mechanical timer

PLEASE NOTE:

• Additional audio-visual equipment (not on this list) may be rented by the presenter. For a price list of additional equipment please contact OFC/NFOEC Conference Management at management@ofcconference.org.
• All requests for additional equipment must be made by March 18, 2010. Requests made after this time or on-site may not be able to be honored.

IMPORTANT NOTICE: Due to licensing restrictions, the use of music in presentations, including video presentations, is prohibited.