2009 Workshop Presentation Guidelines
Guidelines for Computer Generated Presentations
Speakers can bring their presentation to the Speaker Ready Room on CD-ROM, Compact flash card, Memory Stick, Multi-media card, SD Card, or a laptop 24 hours prior to the scheduled time of their presentation. Also, speakers can submit their presentation via the Davis Upload Center web site, http://www.davisdatacenter.com/ prior to the meeting.
Checking in to the Speaker Ready Room is the single most important action you will take to ensure your presentation is a success. All speakers are required to check into the Speaker Ready Room at least 24 hours before their presentation. The Speaker Ready Room will be open daily during the meeting.
When reviewing your presentation, you should make sure all fonts appear as expected and all sound/video clips are working properly. You will be able to edit your presentation at this time. The file will then be transferred to the computer network at the meeting. When the presentation is to be given, the file will be accessed via the conference menu on the computer in the meeting room. Once the presentation is launched, you (the speaker) will control the program from the podium using a computer mouse. At the end of the meeting, all files will be destroyed, and the computer hard drives will be reformatted.
We recommend PowerPoint for all users. A web browser with typical plug-ins will also be available (Internet Explorer). If you plan to use something besides Flash, Shockwave or Windows Media Player, and for a comprehensive overview of our guidelines, please check with our Presentation Guidelines: http://www.davisav.com/files/presentationguide.pdf to be sure your presentation will work properly.
The computers in the presentation rooms will be Windows-based PCs with Microsoft Power Point 2007 installed. All videos should be an .avi or .mpg (not .mov) format, so they will run properly on the computers provided. Presentations should be reviewed to be certain the fonts are displayed correctly.
For additional information on creating Power Point 2007 presentations or earlier versions, please see the Power Point Help website.
Media Supported
We recommend you bring at least 2 copies of your presentation to the meeting in case there is a problem with one of them. CD-R, CD-RW, Compact flash card, Memory Stick, Multi-media card or SD Card will be supported.
Ability to Edit PowerPoint Files in Speaker Ready Room
All PowerPoint presentations can be reviewed and edited in the Speaker Ready Room. It is recommended that all presentations be reviewed and edited for final version no less than two hours prior to the beginning of the session in which you are presenting.
Security
- Floppy drives and USB ports on the computers are disabled so no presentations can be copied.
- Cameras and video equipment are not permitted in the Speaker Ready Room.
- All files on the computers are deleted at the end of the conference.
Fonts
We can only supply fonts that are included in the base installation of Windows. Any font other than these will need to be embedded into your PowerPoint presentation. For information on embedding fonts see below. We suggest using the fonts such as Times New Roman, Arial and Tahoma. Use of fonts not included in Windows can lead to words that bleed into graphics or bullets that may be the wrong style.
You can embed the fonts into your presentation by following these steps:
Office 2000
1. Click File, and then Save As.
2. On the Tools drop down menu select Embed TrueType Fonts.
Office 2003
1. On the File menu, click Save As.
2. On the toolbar, click Tools, click Save Options, select the Embed TrueType Fonts check box, and then do one of the following:
- To embed all the characters in the font set, select Embed all characters (best for editing by others). Note If you plan to have others review and edit your file, it's best to embed the full font set, though that creates a larger file.
Office 2007
1. Click the Office button, and then PowerPoint Options.
2. Select the Save Tab and Check the box to Embed Fonts in the file.
For general questions, please contact:
Newell Besendorfer
IT Manager/Davis Audio Visual, Inc.
Phone: (303) 419-5659
Fax: (877) 823-1669
E-mail: newell@davisav.com