Presenters’ Guidelines

Important Logistical Information

  • The session room will be equipped with a LCD projector, a projector screen, a lectern, a timer, a slide advancer. Plan to bring your own laptop to run your presentation. There is an HDMI input to use your own computer. Do not forget any other adapters you may need to bring with you.
  • Speakers should plan to have their presentations ready on or before Wednesday, July 19 at 8:00AM. Speakers can submit their presentations via 1) e-mail at, 2) upload to a site of your choice and send a link to or 3) hand your presentation on a flash drive to Wendy at the Meeting in Charlotte.
  • The projection screen is 16:9 aspect ratio.
  • There is a podium microphone. 
  • There are blackboards and chalk in the room.
  • Use the provided laser pointer. Your slide advancer will include a laser pointer. Feel free to use this to point out specific items to the audience.

Multimedia presentations with video or animation are welcomed. However, be prepared to offer an alternative if when tested the video/animation content does not work; especially when the content has significant impact on the goals of the presentation. We strongly suggest you project your presentation on a large screen prior to your arrival at the conference.

Presentations at the Meeting are typically followed by questions. Please make sure to time your talk to allow for questions as this provides you with feedback and an opportunity for dialog with the audience. Speakers should consult their acceptance e-mail for the length of time for their oral presentations and Q&A Session.

Making the Microsoft PowerPoint Slides
PowerPoint embeds image files directly into the file when you save them, while video files are not embedded. Only a link is made to the video file. Copy the video clips you want to insert into the same folder as the PowerPoint file. This will eliminate the problem of PowerPoint losing the link to the file. Be certain to bring the video files and the PowerPoint files to the conference.


  • Arial and Helvetica are recommended for clarity and compatibility.
  • Confirm a font size of AT LEAST 24 points for body text and 36 – 40 points for headings.
  • Dark colored text on a light background is advised.
  • Avoid using red or bright green. Confirm that the maximum number of lines in text slides is no
  • more than 6 or 7.


  • Large images (i.e. 2000 x 1500 pixels) which are created with digital cameras and scanners will make the resulting PowerPoint file very large. This may cause the presentation to load slowly. This can be avoided by inserting images with the following properties:
    Format = (.jpg)
    Recommended Size = (800×600 pixels)
    Compression Setting = 8 (High quality)
  • Use the “Insert” feature of PowerPoint to add images to your presentations. Do not copy/paste them into the slide or click and drag