• Technical Conference:  10 – 15 May 2020
  • Exhibition: 12 – 14 May 2020

Presentation Guidelines & Speaker Ready Room Services

CLEO will feature more than 1300 oral presentations. To ensure that all speakers' presentations are uploaded to the correct rooms and ready for their scheduled times we ask that you review the information below:

Presentation Upload (CLEO's audio visual company)

All presentations must be uploaded to the CLEO audio visual company website . It is strongly encouraged that presentations  be uploaded before you arrive. Presenting authors will receive an email from the company providing login credentials for the online presentation submission website. The use of personal laptops for presentations is not permitted. 

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 no later than 24 hours prior to the scheduled time of their presentation. By submitting your presentation in advance, you save time on-site waiting for your presentation to be downloaded.

Presentation Formats

  • We recommend PowerPoint for all users but will accept PDF files for presentations.

  • All video files should be (.wmv) or (.mp4) so they will run properly on the computers provided.

  • Place all audio and video clips linked with the PowerPoint presentation into a single file folder.

  • Web browsers with typical plug-ins will also be available, including Google Chrome.

  • The computers in the presentation rooms will be Microsoft Windows 7 with Power Point 2016 installed.

  • Presentations must be reviewed at the Speaker Ready Room to be certain the fonts are displayed correctly. 

  • Projection Screens in the meeting rooms will be in “Widescreen” 16:9 format.

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

Speaker Ready Room

Location: 111

Daily Schedule


Sunday, 5 May

13:00 - 17:00

Monday, 6 May

07:00 - 18:00

Tuesday,  7 May

07:00 - 18:00

Wednesday, 8 May

07:00 - 17:30

Thursday, 9 May

07:00 - 18:00

Friday, 10 May

07:30 - 15:30


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 AV 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, AV personnel will queue your presentation.

The file will then be transferred to the meeting's computer network. 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 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.

Technical Support

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. 

NOTE: Media VGA switchers will not be provided in the technical session rooms. It is the authors/presenters' responsibility to ensure his presentation is uploaded no later than 1 hour prior to the presentation time on the CLEO presentation website in the Speaker Ready Room (Room 111).

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 at least one hour prior to the beginning of your session.


  • 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.

  • Disc 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 CLEO files on the computers are deleted at the end of each day in the presence of a CLEO staff person.

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