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DoubleTree Hilton Hotel
Warsaw, Poland
11 - 14 September 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 (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
  • VGA and HDMI cables for presenting with your own Laptop, iPad, or Smartphone device
    • Note: please bring any necessary adapters
  • 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™
  • 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 laptop 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 AM Folder if your presentation is before the lunch break.
    • Use the PM Folder if your presentation is after the lunch break.

Using a CD-ROM: 

  • Insert your CD-ROM into the laptop at 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 AM Folder if your presentation is before the lunch break
    • Use the PM 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 9000-12)
  • Given name, family name
  • For example: SPIE 9000-12 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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Presenting using your laptop, iPad, Smartphone, or other External Device 

Using your laptop:

  • Connect your laptop to one of the cables located at the presentation counter (HDMI or VGA)
  • Use the switcher 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
  • Close all other applications on your laptop when presenting 
  • 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 or VGA port, make certain you have the proper adapter

Using an iPad, Smartphone, or other External Device: 

  • Make certain you have the appropriate adapter to connect to HDMI or VGA
  • Make sure the application you wish to present is open and running on your external device
  • The chair will operate the switcher 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 (if needed)

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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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