A/V Presentation Information

Instructions for Oral Presenters

The symposium will provide all oral sessions with a LCD projector, laptop computer, screen, lavaliere microphone, and pointer. Presenters are not allowed to use personal projectors at the meeting. All speakers are strongly encouraged to use the Speaker-Ready Room (Wilton Room, Fourth Floor, Sheraton Norfolk Waterside Hotel) to become familiar with the equipment and try out presentations; this will ensure the sessions run smoothly.

The laptop provided by the Symposium will run Microsoft Windows-compatible PowerPoint presentations and Windows Media movies. To use this laptop, bring your presentation on a thumb drive (Flash USB) or CD to the Speaker-Ready Room the day before your presentation (or earlier) to have your presentation loaded into the proper session.

Alternatively, you may run your presentation from your own laptop. Speakers using their own laptop should arrive at least 15 minutes before the beginning of the session to have them set up and connected to the projector input switch. Please make sure your screen resolution in set at a maximum of 1024x768. Also, make sure that your computer is set to NOT go to sleep in the interim between its set up and your presentation.

Tips for Preparing and Saving your Presentation

Use Windows-standard fonts (e.g. Arial, Helvetica, Times, etc.). Unusual fonts often will not display properly. Note that non-English versions of Microsoft and Adobe software often require fonts or drivers that will NOT be available on the symposium-provided laptops.

If movies are embedded in the PowerPoint presentation, be sure the movies are saved with the presentation. One way to do this is to save the presentation as a Package (in the SAVE AS window). This is designed to create a folder with the PowerPoint file and relevant movies. Note that movies must be in DVD format - VHS movies cannot be projected.


Each oral presentation is limited to a total of 20 minutes. Your presentation should be prepared for completion in 15 minutes, leaving 5 minutes for questions and answers. The Session Chairs have been asked to keep strictly to the schedule, especially in the Specialist Sessions so we can maintain synchronization of the presentations in the two parallel sessions.

Note: If you use your personal laptop for projection, the time used to set up your laptop for your presentation after your talk is called during the session will be deducted from the time allocated for your talk.

Speaker-Ready Room (Wilton Room, Fourth Floor, Sheraton Norfolk Waterside Hotel) Schedule

Sunday, July 23rd 3:00pm – 8:00pm
Monday, July 24th 7:00am – 8:00am
  12:30pm – 1:00pm
  4:00pm – 4:30pm
Tuesday, July 25th 7:00am – 8:00am
  12:30pm – 1:00pm
  5:30pm – 6:30pm
Wednesday, July 26th 7:00am – 8:00am
Thursday, July 27th 7:00am – 8:00am
  12:30pm – 1:00pm
Friday, July 28th 7:00am – 8:00am