Guidelines for Oral Presentations

Audio Visual Equipment in oral session rooms

All oral session meeting rooms are equipped with the following audio visual equipment:
1-LCD projector
1-Computer with standard video , browser support and the most current version of Microsoft Office
1-Screen
1-Pen style laser pointer
1-Speaker Timer

Additional Equipment not supplied by AbSciCon 2006

ABSciCon goes to great lengths to provide the most up-to-date equipment, but cannot meet needs beyond the above equipment list. If you plan to show a movie or DVD, you will need to make sure it will work on a Mac or Windows XP computer . If you have any questions, please contact the Local Organizing Committee, by email to abscicon@mail.arc.nasa.gov

Guidelines For Presentations

NEW OPTION: Online Pre-Submission of Electronic presentations through the Internet!!! (Please have your original email address you submitted when registering and assigned Abstract ID. You will be given one upload per Abstract ID and if you need to replace or make a change to the uploaded presentation please contact Takeshi Okimura at tokimura@mail.arc.nasa.gov)

Each speaker can either submit their presentation via the AbSciCon speaker services web site, http://abscicon2006.arc.nasa.gov/presentation by close of business March 23rd 2006, AND we ask that each speaker please bring a back-up or extra copy of your presentation to the Speaker Ready Room on CD-ROM, Memory Stick, or laptop 24 hours prior to the scheduled time of their presentation. If you submit your presentation via the Web site you will still need to check in with the speaker ready room to make sure your presentation is working properly and or we have the correct version your expecting. We recommend PowerPoint for all users. The pack and go feature of PowerPoint may also be useful if there are video or sound files associated with the presentation. It will create a single compressed file which will contain all the video and sound files, which can then be unpacked in the Speaker Ready Room. This can be done in PowerPoint by selecting File/Pack and Go. Web browsers with typical plug-ins will also be available , including Internet Explorer and Netscape Navigator, Firefox and Safari.

We recommend you bring at least 2 copies of your presentation to the meeting in case there is a problem with one of them. CD-R and CD-RW, Memory Stick will be supported.

In order to support presenters who want to review and modify their presentations while traveling to the meeting, there will be support for transferring files from a laptop. If you plan to do this, we recommend you bring a back-up of the presentation on some other media, including CD-ROM or Memory Stick in case there is a problem transferring the file from the laptop. Please make sure you have all power, video, and networking adapters. Plan some extra time in order to be certain the files can be transferred.

The computers in the oral session rooms will be Apple Macintosh based with Microsoft PowerPoint (Office XP installed). All videos should be standard .avi or.mpg, wmv or .mov format so they will run properly on the computers provided. We recommend .mpg or .mov file format. Presentations should be reviewed to be certain the fonts are displayed correctly. PowerPoint presentations created on Windows or Macintosh systems must be able to run on a Macintosh or Windows-based system to insure proper transition of animations and fonts (Verdana, Times any standard font).


Speaker Ready Room and on site presentation Information

The AbSciCon 2006 Speaker Ready Room is located in the Oceanic Room across from the main Amphitheater at the Ronald Reagan Center. Checking in at the Speaker Ready Room is the single most important action you will take to insure your presentation is a success. ALL speakers are required to check into the Speaker Ready Room at least 24 hours before their presentation. The hours of operation are:

When reviewing your presentation, you should make sure all fonts appear as expected and all sound/video clips are working properly. You will be able to edit your presentation at this time. Once you are finished reviewing your presentation and verify it is ready, personnel will queue your presentation.

The file will then be transferred to the computer at the meeting. When the presentation is to be given the file will be loaded on the computer in the oral session room. Each room will be staffed with an audio visual technician who will assist in starting each presentation.

• Speaker Ready Room personnel are not responsible for your devices, i.e., memory cards, disks, laptops, etc.
• Internet connectivity is not available in oral session rooms.

Preparation of Your Presentation

• Colored graphs are effective. Color adds attractiveness, interest and clarity to slide and viewgraph illustrationsand should be used whenever possible. If you use color, remember that contrasting colors are easier to see.



• Critically view every graphic under adverse light conditions before presenting at a meeting. Sometimes it is not possible to provide excellent light conditions at meetings.



• It is recommended to include an introductory and concluding slide to greatly improve the focus of your talk.

• Be considerate of the other speakers and the audience by staying within your allotted time. The allotted time for your presentation includes changeover to the next speaker. Session moderators will hold you to the allotted time. This is essential to ensure adequate time for questions and discussion and adherence to schedule.



• Please discuss the same material as reported in your abstract



• Prepare your presentation in advance so that your ideas are logically organized and your points clear. At the very leastwe suggest you write a detailed outline of your presentation. Address the essential points and leave the details forpublication.



• Please provide an opening statement to acquaint the audience with the nature and purpose of the abstract. Speak slowlyandclearly. Word choice should be simple. Words should reinforce your visual material.