ITM/PTTI Author Resource Center

Presentation Instructions

You must bring your presentation file(s) with you to the session on the day of your presentation. 

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.

Presentation Timing

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:

ITM/PTTI Sessions (25 minute presentations):
  • The Green screen will go on at the beginning of the scheduled presentation time and will remain on for 20 minutes. 
  • The Yellow screen will then come on signifying that you have five minutes left. 
  • The Red screen will then signify that your presentation time is are up; you must immediately return the floor to the Session Chair.
You can check the timing of your presentation as well as the quality of your visuals simply by presenting your talk to your colleagues.  You should not expect to present your entire paper during your presentation.  Instead, your goal is to motivate the audience to read your paper.

NEW! Your biography counts against your presentation time - be briefSession 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.

Audio-Visual Aids

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. 

Consider the Following When Preparing Your Presentation

  • Do not assume the audience is an expert in the subject of your presentation.  There will be a few experts, but the majority will be there to learn. 
  • Your presentation should include the problem you are solving and any necessary background.  When describing your work, the most important things are your key innovative steps and how they performed compared to the conventional approach.  Be sure to present the basic technical concepts that underpin your solution. 
  • Before the conference, consider rehearsing your presentation in front of a group of co-workers, including some who are not already familiar with your work. 
  • Do not overload your visuals.  Due to the large size of some session rooms we strongly encourage your visuals remain both simple and neat. It is better to use additional visuals to develop a point rather than cluttering up one image or presentation.  
  • Text should be in 24 and 36-point type, large enough to be seen fifty feet away by persons with twenty-twenty vision.  
  • ION computers and projectors default to a 16:9 aspect ratio.
  • Your visuals should illustrate your main points, use simple graphics to communicate ideas, and act as a general summary of your written paper. 
  • Do not project pages of type. 
  • Most speakers find that one visual per minute of presentation time (excluding title slides) works well.  
  • Your visuals should motivate people to read your complete paper in the proceedings. 

Session Setup and Equipment Provided

The Institute will provide the following audio-visual equipment in each session for your use:

  • LCD Projector
  • PC/Windows computer
  • Wireless Lapel Microphone
  • Laser Pointer and Presentation Remote
  • Hand-Held Microphone (for audience questions)

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.  Presentations must be created in PowerPoint 2013 or Acrobat compatible software (all files must be Windows compatible).  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.

Using Your Own Laptop

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:

  • Presentation is not in PowerPoint 2013 (MS-Windows) or Adobe Acrobat compatible format.
  • Your presentation includes multimedia content (video clips, MPEGs, DVD, etc.).
  • You will be demonstrating proprietary software or an application.

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.

What to Do When you Arrive at the Meeting

  • Upload your final paper to the Abstract Management Portal. You can do this from your own computer or from the Author Upload Station provided near the conference registration desk. 
  • Bring your presentation files with you on a USB or CD-ROM.
  • One day prior to your presentation, test your presentation files on the ION computer located in the registration area.  Presentation files display in various ways on different computers.  ION provides a “test” computer so you can check fonts, graphics and multimedia content.  Test your presentation before you find yourself standing in front of dozens of industry colleagues!
  • If using your own laptop, test your laptop with the ION projector located in the registration area.  To avoid surprises during your session, test your laptop with ION’s projector one day prior to your presentation.  The test projector will allow you to test your cables, drivers, settings, etc.

Testing Your Presentation at the Conference

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.

On the Day of your Presentation

  • Check in with your session chair at the Speakers' Breakfast (held on the morning of your presentation).  Attending the Speakers Breakfast is required to preserve your scheduled presentation time.  If you do not attend the Speakers Breakfast, your presentation time will be assigned to another author.  If you are unable to attend the breakfast, contact your session chair or Miriam Lewis (meetings@ion.org) as soon as possible.  If your paper has been accepted as an alternate, you will find out if you can present at the speakers breakfast.
  • Bring your presentation files with you, and copy your presentation to the “desktop” of the computer in your session room before the session begins.  Copying your files onto the computer before the session begins allows for a smooth, fast transition between presentations.

Mandatory Speaker's Breakfast

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.

  • Tuesday Speakers' Meeting: Held in the Lake Anne Room from 8:00 a.m. to 8:30 a.m. Breakfast will be served in the exhibit hall during the exhibitor hosted breakfast.
  • Wednesday and Thursday Speakers' Breakfasts: Held in the Lake Anne Room from 7:30 a.m. to 8:15 a.m. Breakfast will be served.

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.