Oral Presentation Guidelines

Slides are 12 minutes presentation with slides, 3 minutes questions

Applicable to all contributed papers and invited session papers; minisymposium paper authors should contact their session organizers to confirm timing information.

Submitting Your Presentation

Advance Submission: THIS SERVICE WILL BE AVAILABLE until 9th, July
Speakers will receive an email with login credentials and instructions to submit online. Please make sure to upload all media files required for your presentation. Any necessary video or audio files not included in your online upload folder along with your PowerPoint file, will cause your presentation to fail in the meeting room. Speakers who submit in advance will have a faster check in at the Speaker Ready Room. Although submitting in advance is not required, it is strongly encouraged.

Speaker Ready Room (Room 300) & Onsite Uploading of Presentations:
All speakers must check in at the Speaker Ready Room preferably the day before your session to preview your presentation. If you are checking in on the day of your session, please come by at least 4 hours prior to the start of your session. Technicians will assist with the upload of your files and provide the opportunity to preview and/or edit the presentation as necessary. If you are unavoidably delayed, you must still go directly to the Speaker Ready Room. Do not bring a laptop or other media device directly to the session room.

When reviewing your presentation in the Speaker Ready Room, make sure all fonts, images, and animations appear as expected and that all audio or video clips are working properly. The computers in the meeting rooms are identical in configuration to the computers in the Speaker Ready Room

SUGGESTION! The operating system of every computer in Session room is Microsoft Windows. There will be only two Apple Mac computers for emergency. However, participants will have VERY LIMITED access to Mac computers. Thus, we strongly ENCOURAGE participants to use PPT or PDF format when they upload their presentation.

Participants who use “Keynote” should be aware of changing the format into PPT or PDF.

If you are a Prezi user make a portable prezi and upload the entire zip file. Here is a link to the Prezi sight if you do not know how to do this:  https://prezi.com/support/article/sharing/download-a-portable-prezi

On Mac computers, Prezi files are saved as .zip file. If you are using Mac, make sure that you save Prezi file as .exe file. Prezi files MUST be saved as .exe file. Otherwise, you may have problems when you are presenting.

During Your Presentation:
Each meeting room will be staffed with a technician who will assist with starting each presentation. Once the presentation is launched, the speaker will control the program from the podium using a computer mouse or the up/down/right/left keys on a keyboard.

Additional Information

Speakers are required to provide identification in order to submit their presentation as well as to access it in the Speaker Ready Room. Recording devices such as cameras are not permitted in the Speaker Ready Room. All presentation files are deleted at the end of the conference, unless permission has been granted to the conference association to retain the presentation files.

Computer Equipment
Speaker Ready Room (Room #300) and all meeting rooms will be equipped with Windows 7 based PCs with Microsoft PowerPoint 2010 installed. Verification of proper performance in the Speaker Ready Room is essential, particularly if video and animation is included in the presentation. Please note that Internet access will not be available during your presentation.

Session room PC’s will be provided with the following configuration:

  • Processor: a minimum Core i7
  • 4 GB RAM
  • 1920 x 1080 at 24 bit color depth
  • Microsoft Windows 7 Professional
  • Microsoft Office 2010 Professional
  • Windows Media Player (Version 12)
  • QuickTime (Latest Version)
  • Flash Player (Latest Version)
  • Adobe Acrobat Reader (Latest Version)

All electronic files must be submitted in the Speaker Ready room using one of the formats listed below:

  • PowerPoint 2010 or earlier version
  • Operating System: Media should be PC Formatted
  • Web Browser: Internet Explorer 9, Firefox 5
  • Plug-Ins: QuickTime 7, Adobe Acrobat
  • Video Playback: Windows Media Player; QuickTime
  • PDF Reader: Adobe Acrobat
  • Unix Users: Bring HTML Files or Adobe Acrobat
  • Aspect ratio 16:9

For best results, PowerPoint 2007/2008 users should save their presentations in those versions’ native .pptx format, and not in the PowerPoint ’97-2003 format.

Be aware that embedded media clips are not saved as part of your PowerPoint presentation. The actual video or audio files need to be on the computer you will be presenting from.  You will need to supply those files along with your PowerPoint file either when you upload or in the Speaker Ready Room.

*If your presentation contains any video or audio, please submit your files to the Speaker Ready Room AT LEAST 24 hours in advance, due to additional processing time that may be required.

Even if you have submitted your presentation in advance, please plan to bring the latest version of your presentation to the meeting on one of the following media types as a safety backup for your talk.

  • USB Flash Drive or Hard Drive (any brand that does not require drivers)
  • CD ROM (CD-R, CD+R)
  • CD+-RW and DVD+-RW (not recommended)
  • Memory Card (Memory Stick, MicroDrive, Secure Digital, Multimedia, Smart Media, Compact Flash)


 Contact Information: embc2017@hdasan.com