Austin Convention Center
Austin, Texas, United States
10 - 15 June 2018
Search Open Calls:    go

Oral Presentation Guidelines

Please read the following guidelines and information to facilitate the successful delivery of your oral presentation. Give considerable thought to the design and preparation of your presentation so that it is effective and informative.

All presenters must stop by Speaker Check-in prior to giving their presentation. 

AV Equipment in the Meeting Room 

Each meeting room will be equipped with the following Audiovisual Equipment: 

  • Screen and LCD Projector (aspect ratio 16:9; resolution 1920x1080)
  • Apple iMac laptop running Keynote and PowerPoint
  • Monitor, Keyboard, and Wired Mouse
  • Lapel microphone (please wear to ensure audience comprehension)
  • Sound connection from the Computer workstation
  • HDMI cable for presenting with your own Laptop
    • Note: please bring any necessary adapters
  • 1/8" mini jack headphone-style audio cable for broadcasting your device's sound.

Back to Top

Presenting using the Meeting Room Computer

Using a USB Mass Storage Device (Flash Drive): 

  • Bring your USB device to Speaker Check-in.
  • Technicians will assist you in loading your presentation to the networked system.
  • Once loaded, you will be able to access your slides in the room where you present.

Please load your presentation to the networked system at least two hours prior to your scheduled talk; earlier is always better. 

Back to Top

Presenting using your Laptop 

Using your laptop, iPad, Smartphone, or other External Device:

  • Connect to the HDMI cable at the presentation counter
  • Connect your headphone jack or audio-out port to the 1/8" Mini-plug located at the presentation counter (if needed)
  • If your laptop does not have an HDMI port, make certain you have the proper adapter

Back to Top

Laser Pointer Safety: 

SPIE requires use of a Class II or Class IIIa red laser pointer from a reliable and credible manufacturer.

  • SPIE Laser Pointers will be provided in all meeting rooms, and will be found at the presentation counter located near the front of the room.
  • If you wish to use your own laser pointer you must have it tested at Speaker Check-in.
  • Please be mindful when using any laser pointer device to keep it only pointed at the screen, and alert any persons standing or sitting anywhere near the pointers direction. In many states, it is a criminal misdemeanor to shine a laser pointer at individuals "who perceive they are at risk." Read further information about laser pointer safety.

Back to Top

SPIE Meeting Policies & Your Security 

Photography and Audio or Video Capturing

Due to copyright restrictions, strictly no recordings of any kind are permitted without prior written consent of the presenter in any conference session, short course or posters session. Consent forms are available at the SPIE Registration Desk and anyone wishing to record must have a written consent form signed and filed for each presenter being recorded. Individuals not complying with this policy will be asked to leave a given session and asked to surrender their film or recording media.

Unsecured Items

Personal belongings such as briefcases, backpacks, coats, book bags, etc. should not be left unattended in meeting rooms or public areas.

These items will be subject to removal by security upon discovery.

Back to Top

Presentation recording

To provide the research community with enhanced access to information presentated at SPIE conferences, SPIE will record the audio plus screen content of oral presentations and, with author permission only, will publish the recordings on the SPIE Digital Library.

Back to Top

Important Dates

Abstracts Due
15 November 2017

Mauscripts Due
16 May 2018

Browse the SPIE Digital Library for the Astronomical Instrumentation 2012 papers