Guidelines and Information for Speakers
(Download PDF Version)
Introduction
The Koury Center will be using a centralized speaker ready room to preload all presentations. Please review the guidelines that follow for important information about presentation formats, provided equipment, and pass-off procedures to the speaker ready room.
Presentation Formats
Slide Show Files
All presentations must be in one of these formats: PowerPoint or Adobe PDF. Your presentation must be compatible with Office XP (2003) for PC. The laptops in the session rooms will be loaded with Windows XP Professional with Office XP.
Exception: Users of Apple Keynote may use their own laptop for their presentation but must inform the speaker ready room via email 24 hours in advance.
Note: AAPT has worked closely with our A/V partner in Greensboro to offer as many options as feasible. At this time, we are limited to the options listed. If you have particular questions or any suggestions for the future, please direct them to future@aapt.org.
Multimedia Files
All multimedia (movie) files must be linked to your presentation rather than embedded. These linked files MUST be delivered with your presentation to the speaker ready room. For PowerPoint, all multimedia files must be in either an MPEG (.mpg, .mpeg) or AVI (.avi) format. Note: QuickTime files (.mov) and uncompressed Tiff files will not work as linked movies in the Microsoft Windows version of PowerPoint.
If you require sound for your multimedia, see Audiovisual Equipment below.
Audiovisual Equipment
Standard
Every oral session room will have:
1 LCD Projector
1 IBM-Compatible/MS Windows Laptop (preloaded with each presentation)
2 Microphones (one wireless lavaliere and one podium microphone)
Premium
Any other equipment in addition to that noted above, will require submission of the Audio Visual Equipment Order Form a minimum of 24 hours in advance or the presentation.
- DVD players, VCRs, and monitors must be pre-ordered and cost $110 each plus tax. Payment may be arranged via email or directly with the speaker ready room technician. Credit/debit cards and cash will be accepted.
- 35mm and Overhead Projectors are free but must be ordered 24 hours in advance via email or from the speaker ready room technician.
- Multimedia Audio. If your presentation requires sound for multimedia files, please make arrangements in the speaker ready room to accommodate this need.
Presentation Pass-Off to Koury Center
All presentations must be delivered to the speaker ready room at least 24 hours in advance. Information about the location of the room and hours of operation are listed below.
Important Note: There are more than 500 sessions being presented in Greensboro. It is possible that lines may form at the speaker ready room. To avoid this, presenters are welcome to email their presentation files to the Koury Center beginning on July 16 and through August 1.
File Names
All files must be prefixed with the presenter’s first name, last name, and meeting room name.
For example: Joe_Smith_Maple.ppt (Presentations with linked multimedia files will be put into a single folder)
Please double check the file name before emailing or dropping off your file to the speaker ready room.
Drop Off
Again, at least 24-hours in advance of your session, please bring your presentation on a CD-ROM or USB Flash Drive. All media must be readable by an IBM-compatible/MS Windows computer.
Email your presentation, along with any associated multimedia files, to Amanda King, Audiovisual Coordinator, A&V Company, Sheraton Greensboro at aking@avcompany.com
Note: Files larger than 5 MB may be compressed using WinZip (Windows) or Stuffit (Mac).
Important: Please put “AAPT” at the beginning of the subject line; this will help ensure that your presentation file is properly categorized.
Speaker Ready Room
The speaker ready room is located in the McCormick Room on the third floor near the spiral staircase.
Please feel free to drop by and ask questions.
The speaker ready room will be open and staffed as follows:
Sunday, July 29: 4-9 p.m.
Monday, July 30: Noon-2 p.m.
Tuesday, July 31: Noon-2 p.m.
Wednesday, August 1: Noon-2 p.m.
If your presentation looks good in the speaker ready room, it will look good in your presentation session.
Questions
Before and during the meeting, you may email Amanda King with A&V Company (aking@avcompany.com)
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