Prior to Your Arrival
Bring a copy of your presentation along with you when you depart for the meeting. Copy your PowerPoint and all movies to a folder on a USB or CD-ROM. PowerPoint does not embed movies. They must be placed in the same folder as your PowerPoint slides.
Please do not combine multiple presentations into one file and then submit under one name. Our system manages presenters individually and any co-presenter will not be able to log on to edit the combined presentation.
General Instructions for Speakers
- Bring your presentation to the Faculty Registration and Presenter Ready Room and upload to the network prior to start of your presentation.
- You will be directed to an audiovisual technician (AV Tech) who will help you ensure that the PowerPoint slides have been loaded properly. You are encouraged to use this time to review all of your slides and practice your presentation as needed.
- We highly recommend that you bring your PowerPoint file to the Faculty Registration and Presenter Ready Room the day prior to your session. If you do not upload your electronic file at least two hours prior to the start of your session, the risk for AV problems is significant.
- Please bring your electronic presentation(s) in one of the following formats: CD-ROM or USB flash drive. A back-up disk is also recommended.
- You should arrive at the front of the session room 15 minutes in advance of your session. ASTRO staff and the AV Tech will be there to give instructions and acquaint you with the AV setup on the stage.
- A significant amount of content is being presented on a tight schedule so it is essential that each presenter stay within the time limits. A timer will be operated by the AV Tech to ensure this.
Faculty Registration and Presenter Ready Room
The Faculty Registration and Presenter Ready Room will be open during normal registration hours. The hours will be listed in your Final Notification email (sent one week prior to the meeting) and in the Pocket Program.
Making Changes/Edits to your PowerPoint Presentation On-site
- If you anticipate making changes on-site, we strongly encourage you to come to the Faculty Registration and Presenter Ready Room the day prior to your lecture.
- You may make changes to your presentation in the Faculty Registration and Presenter Ready Room until two hours prior to the start of your session.
Speaker Expectations – Continuing Medical Education – Disclosure of Vested Interest
As an abstract presenter, you are required to disclose to the audience at the beginning of your presentation and in accordance with ACCME standards and Food and Drug Administration requirements:
- The existence of any financial or other relationship you have with the manufacturer(s) or any commercial product(s) or provider(s) of any commercial services discussed in an educational presentation.
- Any vested interest or intention to discuss off-label use of pharmaceuticals or devices.
- Presentations must be objective and free of commercial bias for or against any product or device. Slides and/or reference materials shall not, by their content or format, advance the specific proprietary interests of a commercial entity.
- Presentation materials must not include any commercial logos.
- Presentations must be HIPAA compliant (e.g., will only use de-identified patient information and/or will obtain written consent from the patient).
Building Your Presentation
- All the screens will be a 4:3 ratio. Please do not use a screen aspect ratio that is different than 4:3.
- Movies: Please take steps to compress your videos. Uncompressed videos will take longer to upload and will not be better quality than a modern MPEG‐4 codec. We can only accept movies created as MPGs,WMVs, or with the following AVI codecs: MPEG‐4 (Divx or Xvid), Indeo,Cinepack or Techsmith.)
- Flash content (SWF) is fully supported.
- Apple Quicktime formats such as MOV, QT, MP4 or DV files are NOTsupported in Windows PowerPoint. Options to convert these movies to a Windows compatible AVI are discussed below in Considerations for Mac Users.
Please Note: It is important that your movies do not completely fill the screen. In the meeting room you will only have a mouse to advance your slides. You can only advance your PowerPoint by clicking on the slide, not the movie itself.
Considerations for Mac Users
If you plan to use a Mac computer, you must inform ASTRO staff prior to coming on-site. While we work closely with our AV technicians in advance and on-site to ensure that presentations run as smoothly as possible, there is an increased risk for AV glitches when switching to your Mac computer at the podium, and this may delay your presentation start time.
Be sure to bring your display adapter (dongle) if you plan to use a Mac.
- Pictures: If you use a version of PowerPoint prior to 2008, please be sure any embedded pictures are not TIFF format. These images will not show up in Windows PowerPoint. With PowerPoint 2008 for the Mac, this is no longer an issue, and any inserted image will be compatible.
- Movies: Quicktime Pro 7 can natively export MOV, DV, QT or MP4 files as Windows compatible WMV files under 30 seconds in length. There are add-on products to Quicktime that will allow for converting longer files. If you cannot convert the files or have a considerable number of files, please check with an AV staff in the Faculty Registration and Presenter Ready Room who can make arrangements to convert the videos, or at ASTRO’s discretion, confirm you will be allowed to present off your own Macbook. Please have an appropriate video adapter for an SVGA connection.
- Keynote Users: Please consider exporting your presentation as a PowerPoint or Adobe Acrobat file. At ASTRO’s discretion, you may be able to use your own Macbook if the export is unsatisfactory.
For questions or additional information please contact the Education Department.