Guidelines for Electronic Presentations

Computer Equipment

The computers in the session rooms will be Windows 10 PCs with Office 19. Verification of proper performance in the Speaker Ready Room is essential, particularly if video and animation is included in the presentation.

Preparing Your Presentation

Speakers will receive an email from Freeman AV (our AV contractor) that will include a link and individual login credentials to submit their presentations online prior to the start of the meeting.
Acceptable formats for presentations:

  • PowerPoint (.ppt), (.pptx)
  • Adobe Acrobat (.pdf)

Upload Deadlines

  • Your draft presentation must be uploaded for the session moderator’s review and preparation by Monday, March 16, 2020.
  • Your final presentation must be uploaded into Freeman’s Orchestrate system by Wednesday, March 25, 2020 and verified in the Speaker Ready Room no later than 4 hours prior to your session start time.

SSO 2020 PowerPoint Template

If you would like to use the SSO 2020 PowerPoint template, please click on the link below to download it. Utilizing this template will ensure your presentation is branded consistently with the event.

SSO 2020 PowerPoint Template

All screens will be in the 16:9 ratio (1920x1080). Please format your presentation accordingly.

Click here for instructions on how to convert 4:3 slides to 16:9 wide screen slides.

Macintosh Users

Please make sure that all inserted pictures are either JPEG or PNG file-types. QuickTime (.mov) files are also an accepted video format. Individuals using Apple Keynote will need to bring their files directly to the Speaker Ready Room to have them correctly transferred to our system.

Laptops

Personal laptops cannot be used in the session rooms. You must load your files online or via the Speaker Ready Room. However, support is available in the Speaker Ready Room for file transfers from your laptop. You should still bring a backup of the presentation on alternate media (see list of acceptable formats above). Please make sure you have all power, video, and networking adapters with you.

During Your Presentation

Each session room will be staffed with a technician to assist in starting each presentation. Once the presentation is launched, the presenter will control the program from the podium using a computer mouse or the up/down/right/left keys on a keyboard.

How to Submit Your Presentation

NOTE: This is for uploading your presentation to the Virtual Speaker Room.

Submission before the Meeting:

Presenters will be able to submit their files online, to a file size limit of 2GB. (Larger files can be uploaded onsite.) You will receive your login credentials via email in February prior to the event. If you upload your presentation files via the website, you will have faster check in at the Speaker Ready Room. Please make sure to upload all media files required for your presentation. Any videos, sounds or fonts not included in your online upload folder will cause your presentation to fail in the meeting room.

On-site Submission and Check In:

Check in at the Speaker Ready Room (preferably the day before your session) to submit your files and to preview your presentation. If checking in on the day of your session, please come by at least 6 hours prior to the start of your session. (Note: This refers to the session start time, not the presentation start time). The speaker ready technicians will assist with the upload of your files and provide the opportunity to preview and/or edit the presentation as necessary.

Bring a Backup:

Be sure to bring a backup copy of your presentation with you to the meeting. If you plan to upload files on-site, bring two copies.

Speaker Ready Room

Checking in at the Speaker Ready Room is the most important step you will take to ensure a successful presentation.

If you are unavoidably delayed, you must still go directly to the Speaker Ready Room. Do not bring a laptop or other media device to the session room.

When reviewing your presentation, make sure all fonts, images, and animations appear correctly and all audio or video clips work properly. The computers in the Speaker Ready Room are the same as those in the meeting rooms, therefore if the presentation does not play properly in the Speaker Ready Room, it will not play properly in the meeting room.

You may edit your presentation up to 4 hours prior to the session start time. When you are finished reviewing and/or editing your presentation, tell the technician you have viewed your presentation file before you leave the Speaker Ready Room. Freeman will then transfer your file to the meeting room.

Security:

  • Presenters are required to provide identification to submit their presentation and to access it in the Speaker Ready Room.
  • Cameras and video equipment are not permitted in the Speaker Ready Room.
  • All files are deleted at the end of the conference, unless permission has been granted to the conference association to retain the presentation files.

PowerPoint Tips

Video Formats: (.wmv) (.mpg) (.avi) (.wav) (.mov)
There is a trade-off between high-quality videos and large files. Use short video segments when needed, and try to keep the file to less than 20 MB.

It is recommended that you embed the video into the slide so you will not need to upload the video in addition to the PowerPoint file. If using an older version of PowerPoint (.ppt), you can link the video file to the slide, and upload both your presentation file and the video file.

Fonts: 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. Light colored text on a dark background is strongly advised. Avoid using red or green. Confirm that the maximum number of lines in text slides is no more than 6 or 7.

Images: The size of the screen will be 1920 x 1080 pixels, meaning that any image with more pixels in the X or Y coordinate that is more than that will not be displayed. The image will be altered by PowerPoint to fit. Large images (i.e., 2000 x 1500 pixels) created with digital cameras and scanners will make the resulting PowerPoint file very large, causing the presentation to load slowly. This can be avoided by inserting images with the following properties:

  1. For on-screen presentations, JPEG-type images work well. This type of image file can be created with virtually all imaging programs.
  2. There are many programs which can manipulate images. Consult the manual for more specific instructions if needed. Using a graphics program
          a. Change the size of the image to approximately 800 x 600 pixels
          b. Save as file type “JPEG” or “JPG”
          c. Select compression setting of 8 (High quality image).
  3. Insert all images into PowerPoint as JPEG files.

If you only copy the images to the clipboard and then Edit / Paste them into PowerPoint, the images will not be compressed and the PowerPoint file can become very large. To avoid this, insert them directly into PowerPoint (Insert / Picture / from File).

Animations: Keep animations to a minimum. When using a bulleted list of points, it may be useful to have the points appear.

Contact Information:

Freeman Support
For questions regarding the online submission website, please contact: Presentationmanagement@freemanco.com
For more information on guidelines from our AV provider please visit: https://sso2020.sessionupload.com/event/guidelines