Speaker Information
General Information
Oral Presentation Information
Poster Presentation Information
35 mm projectors not available for annual meeting
GSA Contact : Nancy Carlson Technical Program Manager (303) 357-1061

Information for Presenters

Oral Presentations

IMPORTANT!
35mm Slide Projectors are NO LONGER available.

Speaker Ready Room - Hours
Pennsylvania Convention Center, Room 202
Friday	20 October	3–6 p.m.
Saturday	21 October	7 a.m.–8 p.m.
Sunday	22 October	6 a.m.–6 p.m.
Monday-Tuesday	23-24 October	6:30 a.m.–6 p.m.
Wednesday	25 October	6:30 a.m.–3 p.m.

Speaker Equipment

GSA provides the following equipment in each Technical Session Room at no charge to speaker:

1 Desktop PC Computer (with Windows 2003 Operating System and MS Office XP. All Macintosh or MS PowerPoint XP presentations will work, but must be saved in a PC format).
1 Desktop Macintosh Computer (10.4.6.Tiger, Keynote 3.0)
1 LCD Projector
1 Screen
1 Laser Pointer
1 Lectern/Podium with light and microphone
1 Wired Lavaliere microphone

Overhead projectors are no longer part of the standard set-up, but are available for an additional fee. To order additional equipment not listed above download the AV Order Form (PDF format). For electrical, Internet, or telephone needs, please e-mail Nancy Carlson, . Slide projectors are no longer available.

The deadline to upload early has passed.
Please check in at the Speaker Ready Room on site
to upload and check your presentations.

Early Upload Deadline:
noon, Central Time, 20 October.

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.

THERE WILL BE NO 35MM SLIDE PROJECTORS AVAILABLE FOR PRESENTATIONS.
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 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.
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.
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 Nancy Carlson, , to make further arrangements. Please be advised that IF a speaker must use their own laptop, they MUST OBEY the condition to 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. If speaker does, they will not be allowed to use their laptop in the future.
When 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.

Oral Presentation Tips

THERE WILL BE NO 35MM SLIDE PROJECTORS AVAILABLE FOR PRESENTATIONS.
The usual allotted time for oral presentations is 12 minutes. Some variations may occur but only if pre-approved by the program committee. Some invited papers have a longer duration for the presentation. Session Chairs will hold you to the allotted time in order not to interfere with the next presentation.
AVHQ has technicians onsite to troubleshoot any technical problem that may arise and can take care of anything as long as the speaker brings their presentation on CD-Rom, Floppy Disk, Zip Disk, Thumb Drive, Compact Flash Card, SD Card, Multi-Media Card, and Memory Stick to the meeting and/or has submitted the presentation in advance of the meeting to AVHQ's Web site. For further reassurance, feel free to submit your presentation to the AVHQ Web site and also bring a copy on Disk to the meeting.
Discuss the same material as reported in your abstract.
Prepare your presentation in advance so that your ideas are logically organized and your points clear. At the very least, write a detailed outline of your presentation. Address the essential points and leave the details for publication.
Rehearse. If possible, give your talk to one or more colleagues and ask them for suggestions for improvement. If your presentation runs longer than the allotted time, eliminate the least essential material and rehearse again.
Give an opening statement to acquaint the audience with the nature and purpose of the study. Speak slowly and clearly. Word choice should be simple: use active words, short sentences. Words should reinforce visual material.
Use the public address system and speak into the microphone toward the audience. When using a wired lavaliere microphone clipped to your lapel, it may be difficult for the audience to hear you if you turn your head away from the microphone. If you can't see the screen and need to see what is being shown on the screen, have pictures or photocopies with you at the podium to refer to.
Be considerate of the other speakers and the audience by staying within your allotted time. This is essential to ensure adequate time for questions and discussion and adherence to the technical program schedule.
THERE WILL BE NO 35MM SLIDE PROJECTORS AVAILABLE FOR PRESENTATIONS.

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