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Electronic Presentation Tips

Upload Your Presentation to AVHQ Today!

Upload Deadline:
5:00 p.m., Mountain Time, November 1.

PowerPoint for PC or Macintosh.
Every speaker must visit the Speaker Ready Room to test his or her presentation, no matter what format is used. For speakers who have a tight travel schedule and may not be able to test their presentation in advance of giving the presentation, we strongly suggest that you submit your presentation to AVHQ in advance via their Web site (

  • GSA provides a networked computer system to allow a smoother transition for speakers in making presentations. Please either submit your electronic presentation to AVHQ in the Speaker Ready Room preferably a minimum of 24-hours in advance (or by 8:00 p.m. Saturday for the Sunday AM session speakers) of giving your presentation or prior to the meeting via AVHQ's Web site ( The presentations will be downloaded to a main file server and then uploaded to the specific computer in the technical session room the speaker will be making his/her presentation in.
  • You will not be able to rehearse with your slides or computer presentation in your specific technical session room, but can do so in the Speaker Ready Room.
  • Speakers may bring their PowerPoint presentation on any format (CD Rom, Floppy Disk, Zip Disk, Thumb Drive, Compact Flash Card, SD Card, Multi-Media Card, and Memory Stick) and must check-in at the Speaker Ready Room to submit and test presentation.
  • It is always important to check into the Speaker Ready Room. This is where you will do a final quality check to ensure all fonts, graphics and movies are working as they should. You MUST use STANDARD FONTS and FILE TYPES to ensure that your presentation is as error free as possible. When given the option, choose to "embed" your fonts. Visit the AVHQ Web site for information on saving and submitting your presentation, standard fonts, file types, formatting and other frequently asked questions.
  • All presentations MUST be saved in a PC format in order to avoid any technical problems. PowerPoint Presentations with lots of files, fonts, graphics, sound clips, movies attached, MUST use the PowerPoint PAC & GO feature (under the file menu) that grabs and compiles all embedded files, fonts, graphics, sound clips, and movies. You risk not having all of your movies, graphics, sound clips if you just use a standard "Save" or "Save as".
  • If your presentation includes embedded movies or fonts, be sure, when creating a back-up disk, to create a folder that includes your presentation AND movie files or sound clips. This will insure that all the tools used to create the presentation are readily accessible on site, should the need arise to modify the presentation.
  • Speakers using Macintosh presentations must verify proper performance in the Speaker Ready Room; particularly if video is included in the presentation. Presentations should be reviewed in advance of giving presentation to be certain the fonts are displayed correctly. Also, Macintosh users must name and save their presentations with a ".ppt" suffix.
  • Please note that speakers may NOT use their own laptop computers in technical session rooms, unless they have specific software that they must use to make their presentations. AVHQ must be advised of any speaker bringing their own laptop with special software. If this is the case, please contact Erin Pitner,, to make further arrangements. Please be advised that if a speaker must use their own laptop, they must stay within the 12-minutes presentation timeframe, which includes the time necessary to switch cabling in order for the Technical Program to stay on schedule and move efficiently from one speaker to the next. It is the speaker's responsibility to not go over his/her time allotment. If speaker does, they will not be allowed to use their laptop in the future.
  • If using PowerPoint, make use of the pre-fabricated templates (AutoContent Wizard) presentations that come with this software since it is designed by graphic artists and made to insure that any presentation has a cohesive look and feel.
  • Use the same backgrounds, styles and effects throughout your presentation. Consistency makes your audience comfortable and eliminates visual confusion. Keep your background designs simple, not elaborate.
  • Use large fonts for best readability. As a general rule, title or headline fonts should be twice as large as the font used in a bullet point. If you can't fit all your points on one slide without moving to a smaller font, break the points up into separate slides.
  • Limit one main idea with 3 to 6 points to each slide. Don't crowd the slides with too much information or audience won't be able to read and it may obscure your message.
  • For the best flow, you need an introduction, a conclusion and main points, all supported with arguments, stories and examples. Design a concluding slide with 3 to 5 summary points or action steps that restate your main points.

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AV Equipment List

SESSION CHAIRS MAY NOT order A/V equipment for the technical sessions they chair, SPEAKERS must place their own A/V order directly with GSA.

General Info


Electronic/PowerPoint (PC or Mac)

35mm Slides


Poster Schedule

Booth Location Chart (PDF)

One (1) Poster Board will be provided, NOT TWO.

Erin Pitner
Meetings Assistant
P.O. Box 9140
Boulder, CO 80301-9140
Fax: 303-357-1070

Nancy Carlson
Technical Program Officer
(303) 357-1061

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© 2005 The Geological Society of America
Last Revised on 2 November, 2004