Oral presentation instructions

Create and upload your presentation slides to present in person at the conference and for publication in the SPIE Digital Library
Happy speaker prepares to present her research at SPIE Photonex + Vacuum Technologies

Preparing your oral presentation

Oral speakers will attend the conference and present live to an audience. After your live presentation is finished, your presentation recording will be published and archived in the conference proceedings on the SPIE Digital Library. As an oral presenter, you have a choice of which presentation is published in the conference proceedings:

  • If you submit a pre-recorded presentation video of your talk by the deadline, SPIE will use that as your presentation for publication
  • If you do not submit a presentation video, SPIE will publish the in-person recording of your talk (slide capture with audio, no video)

By submitting a presentation video for publication, you can control what is available on-demand and archived in the conference proceedings while having more liberty over what is presented live.

Instructions on preparing your presentation and optional presentation video recording are below.

Important dates


Abstract submission deadline 14 June 2021
Author notification  14 July 2021
Submission system opens for presentations and manuscripts* 9 August 2021
Manuscript due date 8 September 2021
Oral presentation videos due 8 September 2021
Poster PDF and preview videos due 8 September 2021

*Authors must register prior to uploading

Step-by-step guide to a successful in-person oral presentation


Create your slide presentation

The most successful presentation slides are graphically rich presentations of your research that both highlight the main points and fill in the most interesting details.

Your presentation slides should include:

  • All slides formatted for easy understanding of the information on each slide
  • Explanations for each graph, picture, and table
  • Media file(s) embedded in your primary presentation as a slide, and bring a backup of all media files with you onsite.

Fonts

The session computer will have the standard font sets included in Mac OSX, Windows 10, as well as PowerPoint and Keynote. Please refrain from using custom or purchased fonts, as these will not be available and may impact how your presentation looks.

Aspect Ratio

The meeting will be utilizing 16:9 aspect ratio projectors (widescreen) in all rooms. To utilize the full screen, you should create your presentation in “widescreen” format. The standard 4:3 format will work but it will not fill the entire screen when in presentation mode.

Media Files

Bring all media files with you when you upload your talk, even if you’ve embedded them in your talk. While we can help with many aspects of your talk on-site, we can’t “fix” a missing media file.

Presentation File Types

Your session computer will run both Mac and Windows files natively. The computer has the following software installed.

  • PowerPoint for Windows
  • PowerPoint for Mac
  • Keynote (latest version)
  • Adobe Reader for Mac
  • Google Chrome for Mac

In PowerPoint, please save your file as a .pptx. Do not use .ppt, .pps, or other formats, as this will affect your file’s ability to open correctly. Also please make sure that your file does not have automatic slide advance timings.


Upload your slide presentation

All in-person presentations are handled by our on-site presentation management system. All presenters must upload their slide presentation to the Speaker Ready Room Etive before going to their conference room. There will not be an option to use your own device. Regardless of which upload option you choose, always bring a back-up copy of your slide presentation with you to your session onsite.

Upload onsite at SPIE Photonex + Vacuum Technologies
Bring your USB device to Speaker Ready Room Etive at least two hours before your session begins, or the day before if presenting in the first morning session.


Preview and test presentation onsite at Speaker Ready Room Etive

  • Visit Speaker Ready Room Etive and test your presentation at least two hours prior to the start of your session
  • If you find a mistake, you may submit a revision
  • Speaker Check-In Location: Speaker Ready Room Etive
  • Speaker Ready Room Etive is open during registration hours.

Present in person

  • Bring a back-up copy of your presentation file and any media files to your session
  • Arrive in the conference room at least 10 minutes prior to the start of your session
  • Locate the session chair for your session and check in with them so they know you have arrived
  • When it’s time to present, find and open your presentation slides

Audiovisual equipment in meeting rooms

  • Laptop
  • LCD projection - 16:9 aspect ratio; 1920 x 1080 resolution
  • Lapel microphone
  • Audio connection from the laptop
  • Laser pointer and slide advancer

Publishing your presentation

  • To give enhanced onsite meeting experience for attendees, SPIE will be publishing all pre-recorded presentation videos to be viewed on demand in the SPIE.org programs, as well as archiving all presentation recordings in the conference proceedings on the SPIE Digital Library
  • The published version of your talk will be available for on-demand viewing after you give the in-person presentation
  • We offer two options for publishing your presentation:
    1. You can submit a video presentation recording before the conference, giving you the liberty to remove any content from your talk that you are not allowed to publish (must be received by the deadline, ~3 weeks before the meeting)
    2. 2. If you do not submit a video presentation recording, SPIE will publish the in-person recording of your talk (slide capture with audio, no video). Note however, for this option, the presentation video of your talk may not be published until after the meeting ends
  • SPIE retains rights to distribute and market the official SPIE recording of the presentation and/or poster, but the presenter retains copyright of all presented content.

Video presentation pre-recording

All in-person speakers will submit a pre-recorded video of their presentation for publication.

  • By submitting a presentation video for publication, you can control what is available online and archived in the conference proceedings, while having more liberty over what is presented live
  • This is especially advantageous for authors who have content that they are allowed to present but not publish, as you will have the freedom to exclude that content from the video presentation recording that you submit for publication

Create your video

The most successful presentation videos are well narrated, graphically rich presentations of your research that both highlight the main points and fill in the most interesting details. The least effective presentation video is a simple reading of your slides or manuscript.

Suggested presentation video duration:

  • 15–20 minutes for contributed
  • 20–25 minutes for Invited
  • 25–30 minutes for Keynote

Click here to see an example of a presentation video. 

Your slides will need to have audio narration embedded, and then you will need to export the presentation as an MPEG-4 (.mp4) file. SPIE can only accept the .mp4 format—other formats are not supported. Presentation video files should be no larger than 2GB.

Your presentation video should include:

  • All slides of your presentation, formatted for easy understanding of the information on each slide
  • Clear narration with a pause for transitions between slides. (Do not speak during slide transitions because PowerPoint, for example, does not record audio between slides)
  • Explanations for each graph, picture, and table
  • Widescreen format, using the 16:9 aspect ratio, to utilize the full screen - the standard 4:3 format will work but it will not fill the entire screen when in presentation mode

To record your audio

  • Use any kind of microphone, including those built into laptops or tablets, so long as the resulting audio is clear and easily understood
  • Follow these step-by-step instructions on recording your audio in PowerPoint and exporting a PowerPoint file to .mp4
  • If you're using a web-based presentation program, such as Prezi, Slideshare, or Google Slides, you will need to use screen capture software to record your screen and presentation narration
  • Be sure to export your video, including all audio, as an .mp4 movie file for submission – other file formats are not supported
  • You may find the following resources helpful as you develop your video:
    • FreeConvert.com - a third-party site for compressing a video file into an MP4 file
    • Online-Recorder.com - a third-party site for testing your microphone or recording a voice-over file

Review your video

  • Is your file saved as an .mp4 movie file?
  • Is your file size less than 2 GB?
  • Is the audio consistent and clear, free from static, hums, hisses, or interference?
  • Is the audio at the right level, without having to adjust your volume very high or very low?
  • Does your talk start promptly? (your narration should begin within the first 3 seconds)
  • Does your recording end promptly after your closing remarks, without being cut off early or continuing for too long?
  • Is there audio on every slide? Having audio on every slide ensures that each slide gets the correct timing before advancing. If a slide is self-explanatory, you can simply say, "This slide is self-explanatory."
  • Do all your slides, movies, and animations appear correctly?

Submit your video

  • The contact author or speaker must be registered before uploading your video
  • Once the SPIE submission system is open, using any web browser, visit https://spie.org/myaccount and sign into your account
  • From the Account Dashboard, look under "Submission and Review System" and click on the symposium link
  • Scroll down until you find your paper
  • Click on the Upload video link to submit your presentation video and follow the steps to upload your presentation video .mp4 file
  • Only the contact author can submit the presentation video. The contact author can assign a coauthor as the contact author via the submission system or by sending a request to authorhelp@spie.org (include your paper number in message)

What happens next?

  • The contact author will receive an email confirming we have received the video
  • SPIE will check the file for technical issues and notify the contact author if any revision is necessary
  • SPIE will publish the video presentation recording after your live talk concludes to be available on demand to remote participants and archived in the conference proceedings in the SPIE Digital Library

Questions? Contact your Program Coordinator (listed in your SPIE.org account)