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Guidelines for Preparing a Slide Presentation


We recommend that presentations be created with Microsoft PowerPoint®.

How to Create Widescreen Powerpoint Presentations

Each speaker can either submit their presentation via the website (recommended) or bring their presentation to the Speaker Ready Room in any of the following formats:

  • USB Drive (preferred)
  • CD or DVD
  • Compact flash card
  • Memory Stick
  • Multimedia card
  • SD Card

Each speaker will receive an email from SOT Headquarters prior to the meeting that will provide a login, password, and web link to upload the presentation files. It is recommended that each speaker log in and upload their files in advance.

In the Speaker Ready Room, PSAV staff is readily available to assist with any compatibility issues or to assist speakers with their presentation in any way. You should make sure all fonts appear as expected and all sound/video clips are working properly at this time. You will also be able to edit your presentation. 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) technician, 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 and/or keyboard (which will also be used in lieu of a laser pointer). After the event, all files will be destroyed, and the computer hard drives will be formatted.

If you choose not to submit your presentation before the meeting, please have your presentation saved to any of the formats listed above. PSAV personnel will assist you in loading your presentation in the Speaker Ready Room.

We recommend PowerPoint® (.ppt) for all users. We will, however, accept Adobe Acrobat® (.pdf). Please make note that Internet access will not be available during your presentation or in the Speaker Ready Room unless specified to the Director of Meetings.

The recommended video format is .wmv. If you are using another video format, please consult with our audiovisual contact. If you plan to use something besides Real Networks Real Player, Flash, Shockwave or Windows Media Player, again, please check with our audiovisual contact.

The computers in the presentation rooms will be Windows-based PCs with Microsoft PowerPoint (Office 2013 installed). Verification of proper performance, particularly if video is included in the presentation, is essential. Presentations should be reviewed to be certain the fonts are displayed correctly. Macintosh-based presentations will not be supported. If your presentation has been created in Keynote, please contact David Rossé at SOT. Our Speaker Ready Room will have the ability to transfer data from MAC to PC if needed.

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. If you plan to do this, we recommend you bring a back up of the presentation on the following formats in case there is a problem transferring the file from the laptop:

  • USB Drive (preferred)
  • CD or DVD
  • Compact flash card
  • Memory Stick
  • Multimedia card
  • SD Card

Movies and Multimedia

Be sure if using movie clips or other multimedia, to place all items used for the presentation’s creation in a folder and copy this folder to a backup disk. This is necessary for any clips to run properly, without the clips the PowerPoint® presentation will not know where to find the movie. Remember to bring this disk with you to the conference.

At the Meeting

AV personnel will be there to assist you in transferring the files to the network during open Speaker Ready Room hours. If you are unavoidably delayed please go directly to the Speaker Ready Room. DO NOT BRING YOUR LAPTOP TO THE SESSION—it is very possible that your laptop may not be compatible with the system computer and this could cause a malfunction and difficulties in presenting your materials.

Meeting Room Setup

It is important to know what equipment is in the room in order to understand the dynamics of the operation. Each meeting room is equipped with:

  1. A primary computer with monitor.
  2. A computer switcher.
  3. An operator with a walkie-talkie radio.
  4. At the lectern, a mouse and a 17″ flat LCD monitor.

When the Speaker Ready Room operator sends the speaker presentations to the appropriate meeting rooms, the files (PowerPoint® presentations) are delivered to both the primary and secondary computer in the room. During the session, the speaker stands at the lectern and controls the pace of his or her own slides by using the mouse located at the lectern.

Before the session starts, the room operator will confirm all presentations are loaded and accounted for. If the room operator has an issue (i.e., missing a presentation, etc.), they will radio the Speaker Ready Room and make an inquiry to remedy the problem.

Ability to Edit PowerPoint® Files in the Speaker Ready Room

All PowerPoint® presentations can be reviewed, edited, and reuploaded on the website up to a few days prior to the meeting, or on-site in the Speaker Ready Room during the meeting. 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.


  • You will need to provide identification in order to submit your presentation and also to access it in the Speaker Ready Room.
  • You will also need your email address and password, used to upload your presentation, to be able to view your presentation in the Speaker Ready Room.
  • Media storage devices are returned to the speaker or destroyed if not picked up.
  • 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.

PSAV Contact Information

Speaker Service • Joe Cussen • PSAV Speaker Services • 214.210.8006

SOT Contact Information

Scientific Program • David Rossé • SOT • 703.438.3115