Presenter instructions

General information on oral sessions

Onsite Preparation

During ICRC 2015 the Speaker Ready Room can be found in room Nile on level 1 (Rivers) of the World Forum. From this room all presentations will be distributed to the different meeting rooms. In the Speaker Ready Room technical equipment is provided and support staff to help you to verify that your presentations displays well on our equipment.

You can bring your presentation to the Speaker Ready Room on CD-Rom / DVD or USB memory stick. Initial submission is preferred to be done at least 24 hours before your presentation is scheduled.
Note: the slide size is a widescreen (16:9).

Opening hours Speaker Ready Room
Woensdag 29 juli: 16:00 – 19:00
Donderdag 30 juli: 07:30 – 18:00
Vrijdag 31 juli: 08:00 – 18:00
Zaterdag 1 augustus: 08:00 – 18:00
Zondag 2 augustus: World Forum Closed – No conference
Maandag 3 augustus: 08:00 – 18:00
Dinsdag 4 augustus: 08:00 – 18:00
Woensdag 5 augustus: 08:00 – 18:00
Donderdag 6 augustus: 08:00 – 17:30

Key Points

  • All presentations will be played on PowerPoint 2013 or Acrobat Reader 10 for PC
  • Only video codec’s and fonts as detailed in below will be supported
  • PowerPoint for MAC files should be tested on a PC before attending the event
  • The use of your own laptop during your presentation is NOT possible.

Before you arrive at the Conference

Multiple Presenters: Please do not combine multiple presenters’ PowerPoints or PDFs into one file and then submit under one name. Our system manages presenters individually and any co-presenter will not be able to logon to edit the combined presentation.

Backup: Copy your PowerPoint/PDF and all movies to one folder on a USB flash drive, CD or DVD. PowerPoint prior to 2010 does NOT embed movies and even PowerPoint 2010 doesn’t always either. They must all be placed in the same folder as your PowerPoint.

At the Conference

Presenters should review their presentation in the Speaker Ready Room (Nile) 24 hours prior to their scheduled presentation even if you have submitted in advance. The Speaker Ready Room will be staffed with technicians that can assist with any compatibility or formatting issues. Once you are comfortable that your presentation is complete, confirm the date, time, and room for your session.

Speaker Ready room (Nile) opening times:
Wednesday July 29, 2015          16.00 – 19.00
Thursday July 30, 2015              07.30 – 18.00
Friday July 31, 2015                    08.00 – 18.00
Saturday August 1, 2015             08.00 – 18.00
Monday August 3, 2015              08:00 – 18.00
Tuesday August 4, 2015              08.00 – 18.00
Wednesday August 5, 2015        08.00 – 18.00
Thursday August 6, 2015            08.00 – 17.30

In the Session Room

Please arrive at your session meeting room at least 15 minutes before the start of your session. Take time to familiarize yourself with the setup at the lectern. Click on the folder with the room name on the monitor, click on folder with the date of your presentation and click on the presentation with your name on the display. Your presentation will launch automatically. In each session room a room attendant with a red conference polo shirt can assist you with your questions

Optional Information

Considerations for Mac Users

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 files as MP4 files with either H264 or MPEG4 compression, or as AVI with DV compression.

To export to MP4 file format using either H264 or MPEG4 compression;

Open up your .mov or .QT file in QuickTime Pro 7. Click “File” at the top, then click “Export”.

  1. Click the down arrow of the “Export:” box right side and select “Movie to MPEG-4″. Then click the “Options” button.
  2. Select “MP4″ as the “File Format” in the “MPEG-4 Export Settings” dialog-box to choose the codec that you want to use for the compression.
  3. For the “Video Format” set it to “MPEG-4 Improved”, and select the “Image Size” as “Current” and then set the “Data Rate” changes 1500 for SD videos or 5000 for HD videos.
  4. For the “Frame Rate” set it to “Current” and “Key Frame” to “Automatic”.
  5. Click “OK” to close the “”MPEG-4 Export Settings” dialog-box.
  6. Choose the folder you’d like to export the video to, set the file name, and finally click “Save” to begin the export process.

If you cannot convert the files or have a considerable number of files, please check with a technician in the Speaker Ready Room who can make arrangements to convert the videos, confirm you will be allowed to present off your own laptop.

Keynote Users:  Keynote will not be accepted since it cannot be played back on PC.  Please export your presentation as a PowerPoint.

If your presentation includes movie, audio or other video formats

Movies: The preferred format is Windows Media Video (WMV).  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 WMV, MPG, MP4 (H.264 or MPEG4 codecs), or AVI (Divx, Xvid, or WMV codecs).

Audio: The preferred format for audio files is Windows Media Audio WMA and MP3.  We can only accept files created as WMA, MP3, WAV, M4A & AAC.  Given ample time it’s possible other formats can be support via conversion in the Speaker Ready Room.

Flash content (SWF) is supported but must be tested as conversion may be required.

Apple Quicktime formats such as MOV, QT, MP4, or DV files are NOT fully supported in Windows PowerPoint 2010. Options to convert these movies to a Windows compatible AVI/MP4/WMV are discussed below in Considerations for Mac Users.

DVDs: If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Ready Room so arrangements can be made for assistance in your meeting room.

Fonts: We only support fonts that are included with Office 2003/2007/2010/2013. If you need a specialized font, it should be embedded into your PowerPoint presentation. For instructions on this process, please click on the following link: http://support.microsoft.com/kb/826832/en-us

General tips for presentations

There is no capability for dual screen, side-by-side comparisons, or the ability to show videotape simultaneously with PowerPoint slides.

Preparing Your PowerPoint Presentation

This section contains some helpful information in preparing your PowerPoint presentation.

General PowerPoint Tips:

The graphics you project on the screen should help clarify ideas, emphasize key points, show relationships, and provide the visual information your audience needs to understand your message.

  • Keep visuals CLEAR and SIMPLE. Abbreviate your message.
  • Simple graphs, charts and diagrams are much more meaningful to an audience than complex, cluttered ones.
  • Avoid the overuse of too many colours, patterns and graphics in one frame.
  • Use a minimum of words for text and title frames. Five to eight lines per frame and five to seven words per line are the maximum – less is better.
  • Upper and lower case lettering is more legible than all capital letters.
  • Vary the size of lettering to emphasize headings and subheadings – but avoid using more than three font sizes per frame.
  • Sans serif type projects better and is easier to read.
  • Try to maintain the same or similar type size from frame to frame – even if some frames have less text – avoid a “lonely” word on a screen.
  • Try to keep all type horizontal to the page, even with charts.
  • Contrasting colours work best. A good rule of thumb: use a dark background colour with lighter colour for text and graphics
  • Highlight your main point or heading with a dominant colour (example: yellow heading, white body).
  • Avoid intensely bright or saturated colours that compete with the text.
  • Keep colour scheme consistent throughout your presentation. Changing colours and type styles can be very confusing and distract from your message.

Some general options to consider:

  • Cool Colours: (most effective background colours – blue, turquoise, purple, magenta, etc.) These colours appear to recede or draw away from the eye – allowing the text to appear more readable. In one study, it was found that the most effective background colour for projection is blue.
  • Graduated Backgrounds: A background that transitions smoothly from lighter to darker shades of the same hue can be an effective background. Some software packages will even allow the gradation from one colour to another.
  • Textured Backgrounds: A textured background can be combined to create an interesting image, but remember that you want the background to be just that – a background. It shouldn’t call attention to itself or cause clutter or confusion, but instead, enhance the foreground data.
  • Photographic Materials: In addition to the use of graphics, photographs can provide an excellent means for communication – “one picture is worth…” Combined with simple, straightforward graphics, illustrations, cartoons and artwork, photos will bring another dimension to your presentation.

Your visual elements communicate more than the information for your presentation – they are part of your style, your flair and should be a reflection of your personality.  Make them clear, make them readable and make them interesting.  It will pay off in the long run and ensure that each presentation you make is your best.

Opening Remarks
Salutary remarks are at your discretion and are often directed to the chairperson. It is not necessary to acknowledge the co-authors by name in the introductory remarks as they are listed in the program.

Laser Pointer: The laser pointer should aid the presentation, not be a distraction.  When not in use make sure you are not activating the laser, accidentally shining it into the audience, or away from the screens.

By following the guidelines above, your presentation will go smoothly. Should you have any questions not addressed in this document, please feel free to email.