UMC/Univ. of Colorado at Boulder
    Boulder, CO , United States
    23 - 26 May 2010
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    Oral Presentation Guidelines

    Congratulations on being accepted as an oral presenter!



    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.



    Guidelines for presenting using workstation in meeting room


    The workstation in all conference rooms will be a Windows Based Pentium PC and will be configured as follows:

    • Microsoft Windows XP operating system
    • PowerPoint 2007, with Microsoft Office 2007
    • Windows Media Player 9
    • QuickTime Player 7
    • Adobe Flash Player 9
    • Adobe Acrobat Reader
    • Note: Internet Access is NOT provided in the session rooms

    Acceptable Presentation File Formats on the workstation in conference rooms.

    • PowerPoint™
    • Adobe Flash (formerly Macromedia)
    • PDF (Adobe Acrobat)

    To use the workstation, please bring your presentation on:

    • USB Mass Storage ( i.e. Pen Drive, USB Thumb Drive, Flash Drives)
    • CD-ROM only CD-R, (No CD-RW, CD-ReWritable disks)
    • Follow the File Naming system outlines below.

    All Digital Video files for your presentation must be on your USB Mass Storage device or CD-ROM, then uploaded to the conference room workstation for the video files to work.


    Uploading Your Presentation to the Conference Room Workstation


    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.


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

    • time/day of your presentation (24 hour clock)
    • your SPIE assigned paper number (such as 6480-12)
    • given name, family name
    • do NOT use upper case, spaces, slashes, and other special characters when naming your files.
    • For example: 0910_wednesday_6480-12_franc_schurer

    To facilitate organization of presentations on the meeting room workstation you will see two folders:

    • Morning (for presentations before lunch break)
    • Afternoon (for presentations after lunch break)

    Place your presentation in the appropriate folder.
    If, for example, your presentation is at 9:10 on Wednesday you would load your presentation on Wednesday just before your session begins or at a convenient time prior to your presentation by placing your presentation file into the "Morning" folder.


    For security reasons you should only load your presentation on the day you are presenting.



    Presentations will be deleted from the meeting room workstations at the end of each day as a security measure.


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    Guidelines for presenting using your Laptop

    If you plan to use your personal laptop, please bring it to the Speaker Check-In Desk to confirm display compatibility with the supplied LCD projector. The LCD projectors have a native VGA resolution, 1024x768 and accepts standard VGA 15pin input.


    Be sure you have the following:

    • Video adapters if required
    • Power Supply and adapters

    Laptop Presentation Tips


    Stop Hibernation or Stand-By When Closing your laptop Lid


    Whenever you close your laptop lid, Windows XP may automatically put the computer in Stand-By or Hibernation mode. Though this feature is useful in some circumstances, you may not want to wait for Windows XP to boot back up when you re-open the lid. To fix this:

    1. Click "Start" and choose "Control Panel".
    2. Select "Power Options".
    3. When the "Power Options Properties" multi-tabbed dialog box appears, select the "Advanced" tab.
      Underneath the "When I close the lid of my portable computer" text, click the pull-down and choose "Do nothing".
    4. Click "OK" to close the dialog box.

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    Instructions for creating PowerPoint Files – PC Users


    All presentations will need to be compatible with PowerPoint 2007. You can create your presentation in any version of Office from 97 to the present, and it will run fine in Office 2007.  The following instructions are designed for Office 2007, but should be similar in previous versions.

    Before You Start


    If you haven't already, launch PowerPoint and create a new presentation. Follow these steps to prepare your PowerPoint presentation:
    1. Click "Page Setup" inthe "File" menu.
    2. In the drop-down box for"Slides sized for" make sure "On-screen Show" is selected.
    3. Do NOT change the values in the "Width" or"Height" boxes.
    4. In the "Orientation"frame, the "Landscape" should be selected for "Slides"
    5. Click the "OK" button.

    Fonts


    If you are using a PC, all fonts must be embedded.


    Embedding TrueType Fonts


    TrueType fonts are the only fonts that may be embeddable, but not all TrueType fonts are embeddable. To test whether PowerPoint can embed the fonts you would like to use, follow these steps:
    1. Create a test PowerPoint presentation that includes some text in each font that you would like to test.
    2. Click "Save As…" under the Office button.
    3. in the "Save As" window, click the "Tools" button near the bottom left corner of the window, and then click "Save Options". At the bottom of the "Save Options" window, make sure "Embed True Type Fonts" is checked and check "Embed All Characters". then, click "OK" to close the "Save Options" window.
    4. Enter a filename and choose a location for the file (arbitrary) and click the "Save" button.
    5. If a window with the title "Save with Fonts" appears, then not all of the fonts that you used can be embedded. The column "Cannot be saved:" will list the fonts that cannot be embedded. You will not be able to use these fonts in your presentation. Click the "Cancel" button.
    6. If no window appears and the file saves, then all of the fonts that you tested can be used. You may delete the test file you have just created.

    Image and Objects (Photos, Graphics, Charts, etc.)


    You must embed all images and objects. Linking must NOT be used. Also, when saving your image from the source application, do NOT use QuickTime compression.

    You should limit your images to the following file formats as the use of any other format may result in the image being not able to display:

    • Enhanced Metafile (.emf)
    • Graphics Interchange Format (.gif)
    • Joint Photographic Experts Group (.jpg)
    • Portable Network Graphics (.png)
    • Windows Bitmap (.bmp, .rle, .dib)
    • Windows Metafile (.wmf) graphics

    Slide Animations and Transitions


    Any slide animations or transitions that are standard with PowerPoint 2007 or older may be used.



    Video and Sound


    The conference rooms will be set up for playing sound from the presentation computer. Video clips cannot be "embedded" in PowerPoint presentations. If you are using a PC and you include video clips, you will need to use the "Pack and Go" function (see the "Saving your presentation" section below). Video clips should be in MPEG-1 (.mpeg, .mpg, .m1v) or Windows Media Video (.wmv) formats. You can use the AVI format ONLY if you use the Cinepak or Indeo 3.2 codecs. You can also include a video clip in QuickTime (.mov) format, but you must insert it as a hyperlink (see the instructions below).


    If you want to include one or more QuickTime video clips (.mov) and/or you are using a Mac, follow these instructions:

    1. Save your presentation.
    2. Copy the video clip(s) to the folder where the presentation was saved.
    3. You must now add some text or an image to the presentation to which the video clip should be hyperlinked. Once you have done this, select the text or image and use the "Insert>Hyperlink" menu command.
    4. In the window that appears, click the "File…" button under "Browse for:" (or the "Select" button if you are using a Mac) and locate the video clip in the folder with the presentation. Click the "OK" button (or "Open" button if you are using a Mac) to select the file, and then click the "OK" button to create the hyperlink.

    We cannot guarantee that your video clips will play correctly, but if you are planning to include clips in your presentation it is recommended that you stop by the Speaker Check-In Desk to test your presentation for compatibility with SPIE provided Windows Workstations. This will result in a much greater chance of your video clips playing correctly.



    Saving Your Presentation

    When you are ready to save your presentation for the final time, follow these instructions to save your presentation in a format that will be compatible with the meeting room systems.

     

    PC users (if you have NOT included any video clips or other linked objects)

    1. Use the "Office Button>Save as…" menu command.
    2. In the "Save As" window, click the "Tools" button near the bottom left corner of the window. In the drop-down menu, if the text "Embed TrueType Fonts" does not contain a check mark next to it, then click that text; otherwise click the "Tools" button again to close the menu.
    3. Choose a location to save the file.
    4. Click the "Save" button.
    5. If a window with the title "Save with Fonts" appears, then not all of the fonts that you used can be embedded. The column "Cannot be saved:" will list the fonts that cannot be embedded. You will not be able to use these fonts in your presentation. Click the "Cancel" button and remove those fonts (replacing them with PowerPoint fonts) from your presentation. Once you have done this, go back to step 1.

    PC users (if you have included video clips or other linked objects)

    1. Use the "File>Pack and Go…" menu command. The Pack and Go Wizard window should appear.
    2. Click the "Next" button to go to the "Pick files to pack" step
    3. Leave "Active Presentation" checked and click the "Next" button to go to the "Choose Destination" step.
    4. Select the "Choose Destination:" option and click the "Browse" button. Create a new folder and choose the new folder as the save location. Click the "Next" button to go to the "Links" step.
    5. Make sure there is a check mark next to both "Include linked files" and "Embed True Type fonts". Click the "Next" button to go to the "Viewer" step.
    6. Make sure the "Don’t include the Viewer" option is selected. Click the "Next" button and then click the "Finish" button.
    7. Copy the new folder and contents to your portable media device.
    8. SPIE strongly recommends that you create a backup copy of your presentation to a separate portable media device.



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    Instructions for creating PowerPoint Files – Mac Users


    All presentations will need to be compatible with PowerPoint 2007. To ensure proper display onsite, use these instructions. These instructions refer to the Office 2007 or PowerPoint 2007 version. If you have a different version of PowerPoint, these instructions may not reflect exactly what you see.


    Before You Start
    If you haven't already, launch PowerPoint and create a new presentation. Follow these steps to prepare your PowerPoint presentation:

    1. Click "Page Setup" in the "File" menu.
    2. In the drop-down box for"Slides sized for" make sure "On-screen Show" is selected.
    3. Do NOT change the values in the "Width" or "Height" boxes.
    4. In the "Orientation" frame, the "Landscape" should be selected for "Slides"
    5. Click the "OK" button.

    Fonts


    The Mac version of PowerPoint cannot embed fonts, so if you are using a Mac you must only use fonts that are included with Office for Mac 2004. Go to http://www.microsoft.com/typography/fonts/default.aspx and choose "Office Professional Edition 2004" from the drop-down box to get a list of fonts that will be available due to Office 2004. Go back and choose "Windows 2000" from the drop-down box to get a list of fonts that will be available due to Windows 2000. Any fonts on either of these lists may be used. To be extra safe, you may choose to restrict yourself to Arial, Times New Roman (NOT Times!), Courier New (NOT Courier!), Symbol, and Windings.



    Image and Objects (Photos, Graphics, Charts, Etc)


    You must embed all images and objects. Linking must NOT be used. Also, when saving your image from the source application, do NOT use QuickTime compression.

    • A good way to insert a picture is to use the "Insert Picture from File" button on the Picture toolbar or the "Insert>Picture>From File…" menu command. Be sure to click the "Insert" button without clicking the down-arrow on that button.
    • A good way to insert an object from a file is to use the "Insert>Object…" menu command. Choose the "Create from File" option and do NOT checkmark the "Link" option.
    • If you "copy" an image or object from another application such as Microsoft Excel, you should use the "Edit>Paste Special…" menu command. Make sure "Paste" is selected instead of "Paste link". In the list box, if there is an option that includes the word "Object" in the name, choose that. Otherwise, choose "Picture (Enhanced Metafile)" if available.
    • If you use another method of including an image or object, do NOT use or enable any option that includes the word "link".

    You should limit your images to the following file formats as the use of any other format may result in the image not being able to display:

    • Enhanced Metafile (.emf)
    • Graphics Interchange Format (.gif)
    • Joint Photographic Experts Group (.jpg)
    • Portable Network Graphics (.png)
    • Windows Bitmap (.bmp, .rle,.dib)
    • Windows Metafile (.wmf) graphics

    Slide Animations and Transitions


    Any slide animations or transitions that are standard with PowerPoint 2007 or older may be used.


    Video and Sound


    The conference rooms will NOT be set up for playing sound from the presentation computer unless specifically requested pre-meeting. Video clips can be used within presentations, but keep in mind that they will play without sound. Video clips cannot be "embedded" in PowerPoint presentations. If you are using a PC and you include video clips, you will need to use the "Pack and Go" function (see the "Saving your presentation" section below). Video clips should be in MPEG-1 (.mpeg, .mpg, .m1v) or Windows Media Video (.wmv) formats. You can use the AVI format ONLY if you use the Cinepak or Indeo 3.2 codecs. You can also include a video clip in QuickTime (.mov) format, but you must insert it as a hyperlink (see the instructions below).

    If you want to include one or more QuickTime video clips (.mov) and/or you are using a Macintosh to create your presentation, follow these instructions:

    1. Save you presentation.
    2. Copy the video clip(s) to the folder where the presentation was saved.
    3. You must now add some text or an image to the presentation to which the video clip should be hyperlinked. Once you have done this, select the text or image and use the "Insert>Hyperlink" menu command.
    4. In the window that appears, click the "File…" button under "Browse for:" (or the "Select" button if you are using a Mac) and locate the video clip in the folder with the presentation. Click the "OK" button (or "Open" button if you are using a Mac) to select the file, and then click the "OK" button to create the hyperlink.

    We cannot guarantee that your video clips will play correctly, but if you are planning to include clips in your presentation it is recommended that you stop by the Speaker Check-In Desk to test your presentation for compatibility with SPIE provided Windows Workstations. This will result in a much greater chance of your video clips playing correctly.



    Saving Your Presentation
    1. Use the "File>Save as…"menu command.
    2. Choose a location at which to save the file.
    3. Make sure "Append file extension" is checked.
    4. Click the "Options" button.
    5. For "Save PowerPoint files as" choose the option with the word "presentation" rather than the one with the word "movie"
    6. Click the "OK" button to close the "Options" window and click the "OK" button to save the file.
    7. Copy the presentation to your portable media device.
    8. SPIE strongly recommends that you create a backup copy of your presentation to a separate portable media device.

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    Standard Conference Room Audiovisual Equipment


    • Microsoft Windows Workstation
    • LCD projector
    • Screen
    • Lapel Microphone
    • Laser pointer

    The workstation in all conference rooms will be a Windows Based Pentium PC and will be configured as follows:

    • Microsoft Windows XP operating system
    • PowerPoint 2007, with Microsoft Office 2007
    • Windows Media Player 9
    • QuickTime Player 7
    • Adobe Flash Player 8
    • Adobe Acrobat Reader
    • Note: Internet Access is NOT provided in the session rooms

    Additional Information 


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


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    SPIE Meeting Policies


    Laser Pointer Safety


    SPIE supplies tested and safety approved laser pointers for all conference meeting rooms, and for short course rooms if instructors request one.
    For Safety reasons, SPIE requests that presenters use our provided laser pointers available in each meeting room.
    If using your own laser pointer:

    • SPIE requires use of a Class II or Class IIIa red laser pointer from a reliable and credible manufacturer.
    • You must have it tested at the Speaker Check-In to make sure it has <5mW power output.
    • Do not use your pointer if it fails safe power.
    • You will be required to sign a waiver releasing SPIE of any liability for use of potentially non-safe laser pointers.

    Misuse of any laser pointer could lead to eye damage. In California, it is a criminal misdemeanor to shine a laser pointer at individuals "who perceive they are at risk."


    Audio - Video - Digital Recording 


    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 videotaping 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.



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    Onsite Security


    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 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

    Early Registration Cutoff Date
    8 May 2010

    Manuscripts Due
    3 May 2010


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