PRESENTER AUDIO VISUAL INFORMATION

Transcription

1 PRESENTER AUDIO VISUAL INFORMATION The following guide has been written by our Audio Visual supplier (AV Matrix Ltd) for presenters attending the British Orthodontic Conference, London Please read the document thoroughly as it contains detailed information and many handy hints and tips. Should you have any questions the contact details for AV Matrix Ltd are at the end of the document. Table of Contents Using the Conference system or your own device:... 1 Presentation software and format:... 2 Sending us your presentation: ing your presentation:... 3 Handing over your presentation on site:... 3 What to do on the day:... 4 Frequently Asked Questions:... 5 Contact Information:... 6 Using the Conference system or your own device: You are welcome to either use the conference computer system, or your own device (Laptop / MacBook). It is preferred that presenters use the conference system to minimise the time it takes to change over presenters, but we understand that some presenters may wish to use their own device, especially if you have special software, fonts or any other non-standard requirements. If you are planning to use your own device: 1. Please inform us before the event by using the presenter information feedback link previously provided. 2. Please read the remainder of this document as it contains useful information about preparing your presentation, and about what to do on your presentation day. 3. Even though you are planning to use your own device, please send a copy of your presentation beforehand (see the section Sending us your presentation below) for backup purposes, in case there is an issue with your device when you get on the stage. 4. Please ensure you bring the necessary cables and dongles, including your Power cable. At the lectern there will be a power socket available for you to plug into, VGA and HDMI video cables (To suit your laptop), and an audio cable (should you have any audio or video in your presentation). If your Laptop/Mac doesn t have a VGA port or HDMI Port (pictured on the right) please ensure you bring the relevant dongle (Display Port Adaptor / Thunderbolt Adaptor) to connect your device to one of these inputs. If you are planning to use the conference system: 1. Please send a copy of your presentation (see the section Sending us your presentation below) 2. Please read the remainder of this document as it contains useful information about preparing your presentation, and about what to do on your presentation day. Page 1 of 6

2 Presentation software and format: It is preferable that presentations are prepared using a 16:9 (Widescreen) ratio. Please check you are using this format when preparing your slides. (For Mac users, select a resolution of 1920 x 1080). If you have already prepared your slides in the old style 4:3 ratio, we can still use these slides but you should be aware that your slides will not fill the screen. (As pictured below) The conference system computers that will be used have the latest Microsoft Office PowerPoint and Keynote installed. If you are using embedded audio and video files, please remember to save the source files in the same folder as your presentation, and ensure they are sent with your presentation. Page 2 of 6

3 Sending us your presentation: You can either your presentation to us, or visit us on site in the slide preview room in London. Saving your file Please indicate your name (or the Presenter s name if you are sending the file on their behalf) and also any details you aware of regarding the session and room you are presenting in. Please save your presentation with a clearly understandable name. We suggest Name-Room-Date- London BOC 2018.ppt as a useful format. You d be amazed how many times we receive presentation.ppt Please avoid using non-standard or specialist fonts. If you need to use them (to comply with corporate guidelines etc.) please ensure the Embed fonts in the file option is selected (File, Options, Save). This option does not exist in PowerPoint for Mac, or Keynote for Mac. We will be unable to source custom fonts for you in London. Please contact us if you have any concerns. ing your presentation: Please your presentation to presentations@av-matrix.com If your presentation is very large you may struggle to it. We suggest you use a free file transfer website such as or or if you use Dropbox send a link to presentations@av-matrix.com. Other file transfer websites are available. When your is received, you will receive a reply to confirm it has been received. If you do not receive a reply please do not assume your presentation has been received. If you are ing your presentation to us it must be received no later than 12 hours before you are due to present. Please handover your slides on-site using a USB memory key if it is not possible to meet this deadline. Please don t try to us your presentation on the day of the event. Handing over your presentation on site: Slide preview is located in the Nightingale room, near the main conference entrance and is well signed. Our AV Technician will be on hand to receive your presentations. Slide preview is open from 8am until 6pm on Thursday 27 th and Friday 28th; and from 8am until 2pm on Saturday 29 th For the pre-conference course on Wednesday limited Slide Preview services will be managed in the Cambridge or Mountbatten Suite, please ask a steward to direct you to our desk. Please bring your presentation on a USB memory stick. (We also suggest ing a copy to yourself, or saving the file to an online service such as dropbox. This gives you a redundant backup copy) Please hand over your slides at least 1 hour before the start of the session you are presenting in. Once we have received your files, you are welcome to check over your presentation and click through the slides to ensure they look correct. If you re happy, you don t need to do anything else. Your presentation will be automatically transferred to the conference system in the room you are presenting in. Page 3 of 6

4 What to do on the day: 1. You should aim to be at your venue no less than fifteen minutes before you are due to present, but it is advised that you are there before the start of the session you are presenting in. 2. Please check in with the technical staff or stage manager to let them know that you have arrived. 3. Microphones will be attached to the lectern, so if you re stood at the lectern then these microphones will be used. If you don t want to stand behind the lectern, please obtain a radio lapel microphone from the stage manager. The transmitter will be attached to your belt. (Ladies, remember to wear something that we can attach the microphone transmitter to!) Please remove any neck worn ID Badges / lanyards, big necklaces, or large broaches as they can obstruct or knock the microphone making a loud noise. 4. If you are using your own Laptop/MacBook, the technician or stage manager will assist you to get your presentation on the big screen. (Please familiarise yourself on how to do this using the function keys on your laptop.) If you are using the conference system your presentation will automatically be loaded and your first slide displayed on the screen when you get to the Lectern. 5. Comfort Monitors & Presenter view: a. If you are presenting in the Churchill Room (Main Scientific programme) there will be 2 large LCD screens on the stage in front of you as pictured below (pointing towards you). One will show the slideshow (what the audience see), and the other will show Presenter view. If you are not familiar with Presenter view click here to find out more. b. In the St James suite, and Mountbatten Suite there will be a comfort monitor on the stage / floor in front of the lectern. This will show the slideshow (what the audience see). c. If you choose to use your own computer at the lectern, we will be unable to show presenter view on the LCD screens. You may however choose to show it on your own computers built in screen 6. If you are using the conference system you will be supplied with a clicker (pictured right) that allows you to click your slides forward (or back). Just click the green button on the right to advance your slides. There may also be a Black button which, if pressed, makes the screen go black. This is sometimes useful so the audience stop looking at your slides and concentrate on what you are saying. Just press the button again to return to your slide. 7. Remember to keep to time. The chair person will ask you to wrap up your presentation if you are running over. Page 4 of 6

5 Frequently Asked Questions: Q: Can I use my ipad to present from? A: Yes, it is possible. But using an ipad has more risk so it is not the preferred option. We would need to be notified before the event, and you should bring the necessary cables / dongles to connect to a VGA cable. You should also come and test your ipad in the conference room you are presenting in at a suitable time (during a break / lunch etc.) Q: Can I play physical DVDs, CDs or VHS tapes? A: Unfortunately, there will be no provision for playing CDs, DVDs or VHS tapes. If your presentation is reliant on a pre-existing DVD please contact AV Matrix (contact details below) at least 1 week before the conference and we will arrange to convert the DVD into a suitable file Format. Q: I prepared my presentation on PowerPoint for Mac, is that OK? A: If you use PowerPoint for Mac and would like us to use a Mac to show your presentation please inform us of this. If you don t let us know, we will show the presentation on a PC. There are some small differences between the 2 versions (mainly animation, and text effects). Q: After I ve ed or handed my presentation to you, can I amend it? A: Yes, no problem. You re welcome to either change your slides in the Slide Preview room, or re-submit your presentation. Please bring this to our attention when you re-send the file and ensure you call the filename version 2 Q: Can I rehearse my presentation on the stage? A: You re welcome to rehearse your full presentation (quietly) in the Slide Preview room as much as you like. It isn t possible to do a full rehearsal of your presentation in the actual conference room, but you are welcome to have a stage familiarisation with the Stage Manager at a suitable moment (such as before the conference starts, during lunch etc.). Q: Can I use Prezi? A: Yes, but we d need to know about this well beforehand. You would also need to run Prezi from your laptop, and be familiar with how it works. Unfortunately, we would not be able to assist you to make any changes to your presentation or if you have any technical difficulties with the software so you should be an experienced Prezi user. Q: My presentation contains sensitive images or data, will you delete my presentation afterwards? A: The presentations are deleted from the conference system computers at the end of each day. A master set of presentations is held by the content manager in the Slide Preview room until the end of the event, then handed over to the conference organiser. Presentations are not distributed to delegates or uploaded to any website. Please contact the conference organisers if you wish your slides to be removed from the main conference master set. Page 5 of 6

6 Contact Information: For queries regarding your presentation or anything related to the Audio Visual provision in London please contact AV Matrix by ing (Please indicate in your subject line that the refers to the BOC conference) Thank you for taking the time to read this document, we look forward to meeting you in London in September. Page 6 of 6