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Rochester Riverside Convention Center
Rochester, New York, United States
16 - 19 October 2017
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Oral Presentation Guidelines

Please read the following guidelines and information before you begin to create your oral presentation. When followed, the information provided will 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.

AV Equipment in the Meeting Room 

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

  • Screen and LCD Projector
  • PC-Based Computer workstation with CD-R Drive and USB Connection
  • Monitor, Keyboard, and Wired Mouse
  • Sound connection from the Computer workstation
  • VGA Cable for presenting with your own Laptop, iPad, or Smartphone device
  • VGA Switch to switch between the Meeting Room Computer and your device
  • 1/8" mini jack headphone-style audio cable for broadcasting your device's sound.

Most recent versions of the following software and plug-ins available on the Computer workstations:

  • Microsoft Windows XP
  • Microsoft Office 2007
  • Adobe Acrobat PDF Reader
  • Media Player
  • Adobe Flash Player
  • Microsoft PowerPoint™
  • Apple Quicktime
  • PLEASE NOTE: There is no Internet provided in any of the meeting rooms.

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Presenting using the Meeting Room Computer

Using a USB Mass Storage Device (Flash Drive): 

  • Connect your USB Device to the USB cable located at the presentation counter.
  • Open the folder displaying your USB.
  • Copy your file(s) to the appropriate folder by clicking and dragging the file(s).
    • Use the Morning Folder if your presentation is before the lunch break.
    • Use the Afternoon Folder if your presentation is after the lunch break

Using a CD-ROM: 

  • Insert your CD-ROM into the tower located beneath the presentation counter.
  • Open the folder displaying your CD-ROM.
  • Either Run your presentation directly from the CD-ROM or copy it to the desktop by clicking and dragging the file(s)
    • Use the Morning Folder if your presentation is before the lunch break
    • Use the Afternoon Folder if your presentation is after the lunch break

Please arrive before the conference begins in the morning, at a coffee break, or at lunch break prior to your scheduled presentation to upload your presentation to the workstation in your meeting room on the day of your presentation. Presentations will be deleted from the meeting room workstations at the end of each day as a security measure.

To quickly identify your presentation on the meeting room workstation and to prevent confusion onsite please name your presentation with:

  • SPIE
  • Your SPIE assigned paper number (such as 6480-12)
  • Given name, family name
  • For example: SPIE 6480-12 Franc Schurer

It is recommended that you test your presentation at the speaker check in counter well before your scheduled presentation time. Assistance will be available here to troubleshoot any issues you may have.

Sound and Video: 

Presentations that contain sound and video files must be tested at the Speaker Check-in Counter to confirm compatibility. Presentations with audio and video links need to have the linked files in the same folder as the presentation file and the entire folder copied to the meeting room computer unless you are using your own laptop or similar device.

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Presenting using your laptop, iPad, Smartphone, or other External Device 

Using your laptop:

  • Connect your laptop to one of the VGA cables located at the presentation counter
  • The chair will switch the VGA switch to display your computer on the screen
  • Connect your power supply to the power bar located at the presentation counter
  • Make sure you bring the proper power adapter if you are arriving from outside North America
  • Connect your headphone jack or audio-out port to the 1/8" Mini-plug located at the presentation counter
  • If you are presenting with a Mac please make certain you have the proper VGA adapter.

Using an iPad, Smartphone, or other External Device: 

  • Make certain you have the appropriate adapter to connect to the VGA cable located at the presentation counter
  • Make sure the application you wish to present is open and running on your external device
  • The chair will switch the VGA switch to display your external device on the screen
  • Connect your headphone jack or audio-out port to the 1/8" Mini-plug located at the presentation counter.

It is imperative that you test your laptop, iPad, Smartphone, or other external presentation device at the Speaker Check-in Desk well before your scheduled presentation time.

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Laser Pointer Safety 

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 the Speaker Check-in desk to make sure it has <5mW power output. If the pointer fails the safe power level you may not use the pointer at the conference.
  • 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."

If any of this information is unclear, or you need further assistance, please contact: AVStaff@SPIE.org

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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 Speaker Check-In 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.

In the Exhibition Hall: For security and courtesy reasons, photographing or video capturing any individual booths and displays in the exhibit hall is allowed ONLY with explicit permission from on-site company representatives. Individuals not complying with this policy will be asked to surrender their film or recording media and to leave the exhibition hall.

Virus Protection Software

While SPIE has all onsite meeting room and preview workstations loaded with robust virus protection software, the possibility does exist for virus transmittal among presenters using these systems. SPIE strongly suggests all users maintain up-to-date virus protection software and operating system security patches on systems/portable computers used to transfer their presentations to and from portable memory devices so as to limit the possibility of acquiring and/or transmitting viruses to meeting room workstations. Also note viruses can be reintroduced to your memory device if updating information onsite via the WiFi or internet cafe prior to entering the meeting room to present. Always recheck your portable memory device for viruses before loading your presentation in the meeting room. Because of the onsite meeting environment with many users your memory device may pick up a virus. Upon returning home take complete virus precautions to avoid infecting your home/office system.

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.

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Important Dates

Abstracts Due
3 April 2017

Author Notification
12 June 2017

Manuscripts Due
14 August


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