University of Tsukuba, Tokyo Campus
    Tokyo, Japan
    27 - 28 October 2015
    Print PageEmail Page

    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.

    Back to Top

    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:

    • 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 well before your scheduled presentation time.

    Sound and Video: 

    Presentations that contain sound and video files should be tested 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.

    Back to Top

    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 well before your scheduled presentation time.

    Back to Top

    Laser Pointer Safety 

    Laser Pointer Safety: 

    Use of a Class II or Class IIIa red laser pointer from a reliable and credible manufacturer is required.

    • Laser Pointers will be provided in all meeting rooms, and will be found at the presentation counter located near the front of the room.
    • 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 the ICOAM organizing committee.

    Back to Top

    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 or poster session. Individuals not complying with this policy will be asked to leave a given session and asked to surrender their film or recording media.

    Virus Protection Software

    It is strongly suggested that 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.

    Back to Top