Guidelines for Speakers

Oral presentations will be made electronically using the audio-video equipment provided by the Conference Center.

Haeryong Yang, the Presentations Manager, should be contacted in advance of the conference 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 Center’s system.

Speaker Presentations Office

The Speaker Presentations Office is located in Room 205 of the Convention Hall. All speakers are encouraged to visit this room the day before their presentation to verify their presentation on laptops identical to those being used in the auditorium, to ensure beforehand that their presentations will work correctly.

Speaker Presentations Office Hours (Room 205):

  • Sunday, May 8: 14:00 - 17:00
  • Monday to Thursday, May 9-12: 08:15 - 17:00
  • Friday, May 13: 08:30 - 10:30

Speakers who need to check their presentations outside of the above hours should contact Christine Petit-Jean-Genaz.

Presentation Software

Note that the computers used for displaying presentations will be laptop PC’s with Windows 7 and/or Apple MacBook Pros with Mac OS X. There will be no provision for authors to use their own computers and if this will cause you problems, please contact the Presentation Manager, Haeryong Yang, as soon as possible.

The following software will be pre-installed on the computers for the presentations: For Windows PC’s: MS Office 2010, Internet Explorer, Firefox and Acrobat Reader. For Apple PC’s: MS Office 2011, Firefox and Acrobat Reader.

No overhead projector is planned. Please contact the Presentation Manager if this is a problem.

Preparation of Presentation Slides

Please note that 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 PowerPoint files, only TrueType and OpenType fonts can be embedded:

To embed fonts in PowerPoint 2010:

  • Select File tab.
  • Choose Options.
  • Under PowerPoint Options, choose Save.
  • Check the box for Embed fonts in the file

To embed fonts in PowerPoint XP / 2007:

  • 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.

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.

To embed fonts in PowerPoint 2000:

  • 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.

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

Upload of Presentations

Speakers are requested to upload their presentation in exactly the same way as their contributions to the Proceedings (see the Paper Upload Guidelines).

The files of presentations should be uploaded to our fileserver as early as possible, but at the latest, half a day before the presentation. Files should be named with the program code and “_talk” (for example MOXAA01_talk.ppt, MOXAA01_talk.pdf, etc.) and then uploaded in the same way as for papers through the IPAC’16 SPMS Author Accounts. The program codes assigned to presentations are visible when logging into accounts, or via the “search” functionality.

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

At the Conference

Once the presentations have been uploaded to the server, they can be checked on the conference center’s computers in the Speaker Presentations Office.

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.

During the Presentation

The Auditorium Manager near the stage will help speakers with their presentations. Please contact the Auditorium Manager just before the start of the session.

On the podium speakers will be presented with an LCD screen displaying their presentation, a powerful laser pointer and a simple remote to control the presentation.

In case of problems, the Scientific Secretary will be in contact with the technical staff that has complete control over presentations.

The remaining time of each talk will be displayed on a small timer located on the podium.

Please do not hesitate to contact the Presentations Manager, Haeryong Yang, or the Scientific Secretary, Christine Petit-Jean-Genaz, for further clarifications.