Presentation Guidelines and Speaker Ready Room Services

The use of personal laptops for presentations is prohibited. All presentations must be downloaded at the Speaker Ready Room one day in advance of your expected presentation date. The Speaker Ready Room will be located in Room B1 at the Convention Center. Presentation Services Audio Visual, the preferred AV supplier for CLEO/QELS, 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 presentation file before downloading. Presentations for download may be brought to the Speaker Ready Room on CD-ROM, floppy disk, Zip disk, Compact flash card, Memory Stick, Multi-media card, SD Card or a laptop 24 hours prior to the scheduled time of their presentation.

San Jose Convention Center
Speaker Ready Room Hours Room B1
Sunday, May 16 12:00 p.m.–5:00 p.m.
Monday, May 17 7:30 a.m.–5:00 p.m.
Tuesday, May 18 7:00 a.m.–6:00 p.m.
Wednesday, May 19 7:00 a.m.–6:00 p.m.
Thursday, May 20 7:30 a.m.–6:00 p.m.
Friday, May 21 7:30 a.m.–11:30 a.m.

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 24 hours 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 require 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, Netscape Navigator and Mozilla Firefox. If you plan to use something besides Real Networks Real Player, Flash, Shockwave or Windows Media Player, please check with our audiovisual contact on-site at the meeting to be sure your presentation will work properly.

The computers in the presentation rooms will be Windows-based PCs with Microsoft Power Point 2009 installed. All videos should be an .avi or .mpg (not .mov) format, so they will run properly on the computers provided. Presentations should be reviewed 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.

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 CD-ROM, floppy disk, Zip disk, Compact flash card, Memory Stick, Multi-media card, or SD 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. Standard Zip 100, Zip 250 and Zip 750, and CD-R and CD-RW, Compact flash card, Memory Stick, Multi-media card or SD Card 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 two hours 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.
  • Zip Disks and CDs are returned to the speaker.
  • Floppy 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 files on the computers are deleted at the end of each day in the presence of a CLEO/QELS staff person.
  • All files and software are deleted from all computers at the end of the meeting in the presence of a CLEO/QELS staff person.

Audiovisual Equipment

The meeting room will contain the following equipment:

  • Laptop computer with Windows XP and MS Office 2009
  • 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 CLEO/QELS Conference Management at cleo@osa.org.
  • Any requests for additional equipment must be made by May 16, 2010 and emailed to dbrice@osa.org. Requests made after this time or on-site will not be able to be honored.

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