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Palais de la Musique et des Congrès
Strasbourg, France
9 - 12 September 2019
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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 upload their file(s) into the computer in the conference room prior to the start of their session. Authors are not able to present using their own devices.

AV Equipment in the Meeting Room 

Presenting in the Meeting Room: NEW PROCESS 

Please upload your presentation before the event to on this website:
If you are not able to do this, then proceed to the onsite Speaker Check-In in Room Cannes at least two hours before your presentation is scheduled. 

PLEASE NOTE:  The Room Cannes (Speaker Check-in Room) can be a long walk to most of the conference rooms. Please allow time to get from the Speaker Check-in Room to your conference room, especially if you are not familiar with the ESTREL facility layout.

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

  • Screen and LCD Projector (aspect ratio 16:9; resolution 1920x1080)
  • PC-Based Computer workstation with CD-R Drive and USB Connection
  • NOTE: Meeting room laptop runs in extended mode to allow for Presenter View with PowerPoint. If presenting a PDF, you will have to move your presentation to the display screen. 
  • Monitor, Keyboard, and Wired Mouse
  • Lapel microphone (please wear to ensure audience comprehension)
  • Sound connection from the Computer workstation
  • HDMI and mini-DP cables for presenting with your own Laptop, iPad, or Smartphone device
  • Digital Switcher 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
  • Microsoft Office
  • Adobe Acrobat PDF Reader
  • Media Player
  • Adobe Flash Player
  • Microsoft PowerPoint™
  • PLEASE NOTE: There is no Internet provided in any of the meeting rooms.

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Presenting using the Meeting Room Computer

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 the room Cannes on the day of your presentation or the day(s) before. Presentations will be deleted from the meeting room workstations at the end of each day as a security measure.

PLEASE NOTE:  The Room Cannes (Speaker Check-in Room) can be a long walk to most of the conference rooms. Please allow time to get from the Speaker Check-in Room to your conference room, especially if you are not familiar with the ESTREL facility layout.

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 10498-12)
  • Given name, family name
  • For example: SPIE 10498-12 Franc Schurer

Sound and Video:

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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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.

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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 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.

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Important Dates

Abstract Due Date
13 March 2019

Author Notification
24 May 2019

Manuscripts Due
14 August 2019

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