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Oral Presentation Management
Speaker: Vincent Mitts (Louisiana State University)
OVERVIEW
PREPARATION & SETUP
- Network
- Computers & Software
- Stages & Screens
SPEAKERS & PRESENTATIONS
- Tracking of Speakers & Talks
- Testing of Presentations
- Proper Workflow
GOOD COMMUNICATION
- Promotes understanding from the beginning
- Aids in resolving issues or problems quickly
- Have an effective ability to communicate remotely with other staff members
PREPARATION & SETUP
NETWORK
CONNECTION BETWEEN SPEAKER READY ROOM AND AUDITORIUMS
- Requires advance planning with the conference site
- RECOMMENDED BANDWIDTH SPEED: 100 Mbps minimum, which can include the Proceedings Office & Author Prep if bandwidth is dedicated
- Bandwidth needs to be adequate for the simultaneous uploading and downloading of large files
- Requires a segmented network by VLAN, with DEDICATED BANDWIDTH, and a connection to the internet
NETWORK SHARES
- A shared folder is created on the desktop of the laptops being used in the auditoriums, using Windows 10 Advanced Sharing
Work-around used at IPAC’16: a shared folder was created using Dropbox (LAN SYNC), because the auditorium was on an isolated network from the Speaker Ready room.
- Talks are PUSHED from the Speaker Ready room to the Auditorium laptops
Speakers are not allowed to load talks on auditorium laptops by a USB stick. This is a serious security risk and by not allowing it, helps to prevent potential show stoppers from happening.
COMPUTERS & SOFTWARE
LAPTOPS
- Consistency with computer hardware and software is very important
- IDENTICAL laptops are required to be used in the Speaker Ready room and the Auditoriums so that the solutions and fixes can transfer correctly
- The most current version of the Windows 10 Operating System must be installed, along with ALL the security and application patches from Windows Update
- Uninstalled updates can affect what the editors are seeing in the Proceedings Office regarding both papers and presentations
PRESENTATION SOFTWARE
- The most current version of the software provides the best support for backward compatibility!
- Currently, MS PowerPoint 2019, or Office 365
- Currently, Adobe Acrobat Standard DC (for windows only) or Pro DC (for windows & mac) or version 2017 (one-time purchase)
NOTE: Conference budget needs to include licensing costs for Adobe Acrobat
STAGES
PODIUMS
- Carefully consider the podium distance in relation to Presentation Screens in the Auditoriums
- Make sure the speaker can see screen(s) behind or to the side of themselves
- If not, plan for the speaker to rely exclusively on the confidence monitor, which requires the use of a digital laser pointer
Digital Laser Pointer Recommendation: Logi SPOTLIGHT
Useful for large auditorium screens, where red lasers are ineffective and green lasers are not allowed. Also, when the presenter can only see the Confidence monitor in front of the stage or podium.
CONFIDENCE MONITORS
- Selection of Screen Size and Distance from the Podium does matter
MICROPHONES
- Wireless Lavalier (at least two per stage: one for the speaker and one for the next speaker waiting)
- Stage Microphones (for Chairman, podium, etc.)
- Wireless Microphones (for audience questions)
SCREENS
SCREEN ASPECT RATIOS
- Widescreen (16:9) - Default - (maintains the original size of the presentation if it is displaying a Standard (4:3) formatted presentation)
- Standard (4:3) - no longer the default - (doesn’t maintain the original size of presentation if it is displaying a Widescreen (16:9) formatted presentation)
SPEAKERS & PRESENTATIONS
TRACKING SPEAKERS & TALKS
- Speakers and Presentation ID’s are tracked by Day, Time and Auditorium
- SPMS provides a sequential list of the speakers for the conference
Parallel sessions are separated out and a list is printed for those managing laptops in the auditoriums
Important to check the online or printed Synoptic Table of the conference, against what is currently showing in the SPMS database to note any discrepancies and make sure which is correct
- Any missing or late talks are identified and followed-up on while there is still time
- Speakers having difficulty uploading their talks at the conference site can come to the Speaker Ready room for help with this
- Also, it is noted whether or not speakers come to the Speaker Ready room to verify their talks
TESTING PRESENTATIONS
Compatible AUDIO and VIDEO Formats
- RECOMMENDATION for newer versions of PowerPoint:
USE .mp4 files encoded with H.264 video and AAC audio
- Video formats supported:
.asf, .avi, .mp4, .mov, .mpg, mpeg, .swf, .wmv
- Audio formats supported:
.aiff, .au, .mid, .midi, .mp3, .m4a, .wav, .wma
Special use cases for audio or video are identified
e.g., when it is necessary to put an external audio or video file into a separate folder along with the presentation and a REAMDME.txt file that provides instructions for the stage technicians
- HANDBRAKE
Free and open source video transcoder
FONTS
SAFE FONTS
- Fonts that get installed as part of the Operating System on both Windows and Mac computers and Microsoft Office
- Translates correctly across different devices, which helps maintain intended spacing, alignment and overall look of the presentation
- e.g. Ariel, Arial Black, Book Antiqua, Bookman Old Style, Calibri, Cambri, Candara, Century Gothic, Consolas, Constantine, Corbel, Garamond, Georgia, Palatino Linotype, Tahoma, Times New Roman, Trebuchet MS, Verdana
Alternatives to using SAFE FONTS
EMBEDDED FONTS
- TrueType fonts, limitations are due to the license associated with the font
- As a rule of thumb, you should only embed TrueType fonts that provide the Font embeddability value of Editable or Installable inside of PowerPoint
Convert Fonts to IMAGES - (e.g. Equations)
Save to PDF or FLAT FILE
GOOD COMMUNICATION
THE IMPORTANCE OF GOOD COMMUNICATION
- Helps to avoid misunderstandings
- Aids in the resolving of issues or problems quickly
- Have a method in place to communicate when there are issues or problems
FLOATER(S) - people who can walk around and check on how things are going in the auditoriums
TEXTING
WALKIE TALKIES (with in-ears)
- Those working in the Speaker Ready room need to meet with the auditorium technicians before the conference starts to make sure that everyone is on the same page, and that everyone understands the work flow agreed upon
- Any training (e.g. students) should be done at least a day before the conference starts
SUMMARY
PREPARATION & SETUP
- Network
- Computers & Software
- Stages & Screens
SPEAKERS & PRESENTATIONS
- Tracking of Speakers & Talks
- Testing of Presentations
- Proper Workflow
GOOD COMMUNICATION - (the importance of having)
- Promotes understanding from the beginning
- Aids in resolving issues or problems quickly
- Have a method in place to communicate when there are issues or problems
