Please note that you must bring your presentation files to the session on the day of your presentation. ION computers will accept PowerPoint or PDF files from a USB drive or CD-ROM. Presentation files uploaded to AMP are only for publication in the proceedings; these files will not automatically be copied to the session room computer.
An updated program, with the precise starting time of each paper, will be online after mid-December, and will also be circulated at the meeting. The printed schedule of presentation times will be strictly adhered to. You will be allotted approximately twenty-five minutes total for your presentation plus a few moments for questions at the discretion of the Session Chair. A presentation timer in the session room will display the time remaining for your presentation. The screen color will change as follows:
NEW! Your biography counts against your presentation time - be brief. Session chairs start each presentation with speaker introduction at the time specified in the onsite program, reading aloud the biographic introduction supplied by the author. The time it takes for the session chair to introduce the author, using the supplied biography, shall be included as part of the speaker’s allotted presentation time. Session chairs retain the right to edit any biography during the introduction.
The major criticisms prior authors have received relate to the quality of visual aids. Improperly prepared audio-visual materials can spoil an otherwise excellent presentation. Conference participants regard the quality of your visuals as an indication of your level of preparation and professionalism. Remember that the quality of your visual aids is a reflection on you and the company/agency you represent.
The Institute will provide the following audio-visual equipment in each session for your use:
A Windows computer and projector will be in your session room. The computer will accept CD-ROM, DVD-ROM or USB memory sticks. These computers will NOT have internet access. We recommend that you copy your presentation to the computer’s desktop before your session begins.
Create your presentation using a 16:9 aspect ratio. You can still use a 4:3 aspect ratio, but there will be unused screen space.
If your presentation incorporates unique fonts or unusual symbols, be sure to embed the fonts in your PowerPoint or Acrobat file. Failure to do so may cause the fonts to display incorrectly at the meeting. Check your software documentation for more information.
If your presentation incorporates equations, you may wish to import the equations to PowerPoint as captured image files. This allows the equations to display correctly on most computers without any special fonts or equation editing software installed.
You may connect your own laptop directly to the ION provided LCD projector. You should plan on providing YOUR OWN COMPUTER if any of the following apply to your presentation:
If you opt to use your own laptop instead of the PC being provided, you may connect to the ION projector. In rare instances, certain computers have not been compatible with ION projectors. As a backup, bring your presentation (without multimedia content) on an external disk (CD, USB Stick, etc.). ION projectors accept VGA or HDMI connections.
Authors using a non-PC computer (i.e. Mac, etc.) should familiarize themselves with the steps necessary to (A) connect to an external monitor and (B) command the operating system to send video to the external monitor. Authors should also be certain to bring any necessary video adapters or cables unique to their personal laptops.
An ION laptopn will be available in the registration area beginning Monday morning, and will be available throughout the conference during registration hours. We encourage you to check your electronic media (or laptop, if you plan to use your own computer) one day prior to your presentation.
It is strongly recommended that you bring two electronic copies of your presentation (on multiple media types, different file types, etc.). While ION staff will attempt to assist you if you experience any technical difficulties, please note that equipment does fail, and it is often not possible to instantaneously correct the problem. Due to the time constraint of the technical program, if equipment fails for any reason your presentation time will not be rescheduled or extended. To avoid the loss of any presentation time you need to be prepared with a back-up.
All primary and alternate authors are required to attend the Speakers' Meeting/Breakfast on the morning of your presentation. The Speakers' Meeting/Breakfast is for the author scheduled for that day (primary and alternate presenters). The purpose of this event is to allow the Session Chairs to meet each of the presenters and coordinate any last minute details. This is also the time that audio-visual equipment and the timing lights will be demonstrated.
If you are not in attendance at the breakfast, the Session Chairs will not know if you are prepared to present and will allocate your presentation time to another paper. Alternate authors must be in attendance and prepared to present if called upon. If an alternate author is not present at the breakfast, and/or not prepared to make an oral presentation if called upon, their paper will not be published in the proceedings.
Alternate authors have an excellent chance of being able to present their paper orally. ALL alternates should be prepared to present in case of a last minute cancellation. You must attend the Speakers’ Breakfast the morning of your session. Though there is no assurance you will have an opportunity to give an oral presentation, if you have attended the Speakers’ Breakfast and are in attendance at your session (prepared to present your paper), your paper will be published in the meeting’s technical proceedings regardless of whether or not you were able to present your paper orally.