Audio Visual Guidelines
for
Oral Presentations

For the 43^rd AAPM Annual Meeting, each scientific session room will be equipped with:

1.   Two 35 mm slide projectors for single or dual projection of 35mm slides.

2.   One digital projection system for single projection of Microsoft PowerPoint Presentations.

3.   A PC with monitor with configuration shown below.

No overhead projectors or TV/VCR displays will be provided.

The Speaker Ready Room at the Salt Palace Convention Center is located on the second level in Room 253A.

 It will be equipped with the necessary equipment to review of 35mm slide presentations and Microsoft PowerPoint Presentations.  Personnel staff will be available to assist you with the viewing or testing of your presentation.  

Saturday, July 21 - Wednesday, July 25:  7:00 am - 6:00 pm

Thursday, July 26:  7:00 am - 12:30 pm

To insure maximum readability of your slides, please use a font size of 24 or larger whenever possible and use highly contrasting colors (e.g., white or yellow letters on a dark blue background; avoid red letters on a dark blue background).

Slide carousels will be available.

Please visit Speaker Ready Room 253A prior to your presentation to review slide order/orientation.

For a timely flow of presentations, presenters WILL NOT be permitted to hook a laptop to the digital projector. 

Presenters must bring their Microsoft PowerPoint presentation on PC formatted media to the meeting, as described below.

_    If attending the meeting for the entire week:

• The DAY PRIOR to your presentation - Please bring your CD, ZIP100, 3.5” disk, or JAZZ media to Speaker Ready Room 235A the day before your session during the same hour as your scheduled presentation to load the file into the presentation library and test your presentation.  We recommend visiting the same hour as your talk to reduce the number of people in the Speaker Ready Room at any given time and to allow for each presenter to have ample opportunity to speak with a technician if necessary.  All presentations loaded into the library will be transferred to the PC in the room where the presentation will be held.  Librarians and technicians will be on duty in the Speaker Ready Room to assist you with checking your talk and depositing your file into the library.  The support staff will not assist with the editing of files.
• The day of your presentation - Please bring your CD, 3.5” disk, or ZIP100 media with you to the presentation room as a backup in case of emergency.  Please note there will be no JAZZ drives in the presentation room.

_    If attending the meeting only for the day of your presentation:

• It is strongly recommended that you visit Speaker Ready Room 235A to test the presentation and check it into the presentation library.  
• After testing your presentation, you should carry your original media to the meeting room as a backup. 
• If you do not test your file in the Speaker Ready Room, you will take your CD, 3.5” floppy disk, or ZIP100 media to the presentation room. 
• PLEASE BE ADVISED, If you opt NOT to check in your presentation into the presentation library  in the Speaker Ready Room, you will be responsible for loading your presentation onto the digital computer system in the meeting room.  No technician will be available to assist with this process.  The technician will only be responsible for assisting with the loading of slide presentations.
• PLEASE BE ADVISED, Session Chairs have been instructed to keep the session on schedule.  If you opt NOT to test your presentation in the Speaker Ready Room and check it into the presentation library and there is a problem with the file that you have hand carried to the meeting room, you will be asked to either give your talk without the computer presentation or withdraw your talk altogether.

Software
Windows 98, Microsoft PowerPoint 2000, Microsoft Media Player (MPG, AVI)

-  There are known Mac to PC conversion issues with embedded movies in PowerPoint presentations.  For details see:

http://support.microsoft.com/support/kb/articles/Q201/3/08.ASP?LN=EN-US&SD=gn&FR=0

-  Internet access may not be available from the presentation rooms. 

-  At the end of each day, the presentations for that day will be deleted from the presentation room PCs and the library and will not be retrievable by presenters. 

-  No one other than the presenter will have access to the presentation file once it is checked into the library. 

Please send an email to woodward@aapm.org if you have a question about the configuration of the presentation PC, or if you have needs that exceed the standard machine configuration.  All requests will be handled on a case-by-case basis.