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Blake Logan
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1 GETTING STARTED It is important to review these guidelines to assist you in preparing your presentation. The DPS submission process will convert your presentation from a PowerPoint file to a mobile-friendly format that will work on tablet devices such as the ipad. In order to accommodate the mobile format, your presentation must be created in Microsoft PowerPoint (2010 recommended; see item 5 for more information) Deadlines: All deadlines are at 12:00 Noon Central (Chicago) Time Educational Exhibits Wednesday, October 30 Quality Storyboards Wednesday, October 30 Scientific Informal (Posters) Wednesday, November 6 Case of the Day Wednesday, November 6 Scientific Formal (Papers)(optional) Friday, November 8 2. System Requirements In order to use this system, your browser must have Cookies and Javascript enabled. We support the following web browsers: Google Chrome (recommended) Mozilla Firefox 15 or above Internet Explorer 8 or above Safari 4.0 Note: Depending on your security settings you may need to add *.rsna.org in your trusted sites list. In addition, some actions, such as large file uploads, may be blocked by your institution's firewall. Check with your IT staff if you are having difficulties uploading files or cannot adjust your security settings. 3. Animation Click Limit (Education Exhibits only) and Slide Allowance Each type of DPS presentation has a slide limit. New this year, your PowerPoint file must contain no more than the maximum number of slides allowed. The conversion process will be halted for any presentation that contains slides in excess of the slide limit for the program area, according to the chart below. For education exhibit presentations only-- new this year, there is a limit of 75 clicks to launch animations. (PowerPoint tip: locate your animations by clicking on the Animations tab, then Animation Pane.) TYPE OF DPS PRESENTATION (PROGRAM AREA) SLIDE LIMIT CLICK LIMIT Education Exhibits clicks Quality Storyboards 35 N/A Science Posters or Papers 40 N/A Case of the Day History (1 st Day) 1 N/A Case of the Day Discussion (2 nd Day) 35 N/A DPS Getting Started (9/2013) Page 1 of 7

2 4. Media Files Only the valid media formats listed below will be accepted: Entire PowerPoint Presentations: *.pptx; *.ppt Supported Video: *.mp4, *.avi; *.mov; *.mpeg; *.gif Audio: *.mp3; *.wav Your PowerPoint presentation will be converted into a mobile friendly format that will work on tablet devices such as the ipad. 5. General RSNA Presentation Guidelines: Before You Begin the DPS Submission Process Prepare your presentation material on your local drive. Your presentation MUST be created in Microsoft PowerPoint. For best results, please use PowerPoint If your presentation contains video, you can embed the video within your PowerPoint. All embedded videos will be set to auto play. Users will not be able to click to interact with the video within the presentation. Transitions to the next slide will be removed. Please limit use of text animations. User feedback surveys show that users prefer not to click through each bullet point on a slide. A note to Education Exhibit authors transition to your next slide does not count toward the limit of 75 animation clicks. If you are using PowerPoint 2010: By using the Optimize Media Compatibility option, you will not have to upload your supporting video files separately. Click on the File tab; select Info; then select Optimize Media Compatibility. (If the Optimize Media Compatibility option does NOT display, your media is already optimized.) Let the process run. When it has completed, click on Close. Save your file. If you are using an earlier version of PowerPoint (2007, 2003): You will need to upload your supporting video files as well as your PowerPoint file. In PowerPoint, click on the Office icon in top left corner; select Publish; then select Package for CD. Enter a name for your packaged files. Click Options; then uncheck PowerPoint viewer and click OK. Click on Copy to Folder. Save the files to a location on your computer. All of the files needed to support your presentation PowerPoint and video(s) will be saved to this folder. When you are ready to upload your presentation, select ALL the files in this folder. Audio Recommendations: RSNA does not recommend the use of audio in the DPS format. Should you decide to incorporate audio into your presentation, we recommend that you clearly indicate such on the first slide (title page), and on each subsequent slide where audio is included. Please note the following: Subspecialty Communities in Lakeside Learning Center: Because of sound bleed, audio levels are set to low/off on monitors in the community areas. Digital Presentations Area in Lakeside Learning Center: Should you include audio (knowing it is not available in the community area), attendees may request complimentary headphones from docents in the general viewing area for digital presentations. Expectations: Presentations should reflect the content contained in the accepted abstract. Presentations should be created so the attendee can view a presentation in its entirety in approximately five minutes, as most attendees spend between 2-5 minutes viewing an electronic presentation. Your presentation must be nonpromotional and non-commercial in nature. Refer to all products and equipment by their generic identification. DPS Getting Started (9/2013) Page 2 of 7

3 In all instances patient confidentiality must be protected. No names, hospital ID numbers or any other information that allows the patient to be identified should appear in illustrations. Your presentation must consist of original work with no previously copyrighted material including media/cartoon content. 6. Using the Digital Presentation (DPS) Presentation Editor System: Three Easy Steps Login at and click on the Upload icon. You will be directed to the DPS Editor screen. On the Editor, click on the EDIT icon for the presentation you will be submitting. On the next screen, verify your address. If you change the default address shown on the screen, it will only be used to receive DPS notifications indicating that the file conversion is complete, or that a video file(s) is needed. The DPS submission process has been simplified into three easy steps. Step 1: Convert All Files Click on Add Files to Queue to browse your computer and select the PowerPoint file, and for 2007 or 2003 users, any supplemental video or audio files contained within your PowerPoint presentation. Follow the prompts to start the conversion process, or add more files. If you have added more files, you may need to manually initiate the conversion process by clicking the button labeled Step 1: Convert All Files. Conversion times: Depending on how many videos and animations you have in the presentation, the conversion process may take from 5 to 30 minutes. During peak times just prior to the deadline, conversion times may be longer. Please plan accordingly. As a reminder, your presentation will be converted to a mobilefriendly format. File Naming Convention: To avoid upload issues, we recommend that you either delete your first presentation from the conversion queue or be sure to rename your second presentation. Uploading multiple presentations with the exact same file name will cause errors. System Messages: Two types of system-generated error messages can occur--onscreen and notification. A reminder regarding messages, depending on your security settings you may need to add *.rsna.org in your trusted sites list. System-generated messages will be sent from dps@rsna.org. SYSTEM MESSAGE TYPE 1 Presentation conversion complete NOTIFICATION TYPE and onscreen (occasionally reload page ) 2 Invalid Presentation and onscreen SYSTEM STATUS Unlocked. Your file has been successfully converted. Preview and complete. If corrections are needed, delete old file, make corrections, and upload new file. Convert, preview, and complete. Unlocked. Limits exceeded, conversion halted. Delete old file, make corrections to meet presentation limits, and upload new file. Convert, preview, and complete. Continued next page... DPS Getting Started (9/2013) Page 3 of 7

4 3 Presentation Video needed 4 Default Error Message* and onscreen Unlocked. System has detected that linked media identified in the system-generated is missing from the uploaded file. Upload the missing file(s) to conversion queue and proceed OR delete old file, embed file(s) in the PowerPoint file, and upload new file. Convert, preview, and complete. LOCKED. Screen is grayed out while RSNA staff investigates. See below for more details. If a Default Error occurs, an notification will be sent indicating an error occurred while converting your PowerPoint presentation. RSNA staff has been notified and are investigating the issue. The most common causes of conversion issues are related to embedded videos or other linked media. Typically, staff can resolve the issue without additional intervention from you. In this case, you will receive an when the issue has been fixed and your presentation is converted correctly. If we do encounter a problem that requires your assistance, RSNA staff will you directly. Please do not upload a new PowerPoint or video file unless instructed to do so. Please note, if the conversion of your presentation was initiated before the deadline and a default error was encountered requiring staff intervention, your presentation meets the submission criteria and it is eligible for presentation. Staff will work with you to resolve the technical issue and afford you the opportunity to review the completed presentation in a timely manner. Step 2: Preview Presentation When the conversion process is complete, you will receive an with a link directly to the Step 2: Preview Presentation mode. Click or tap on the presentation to advance the slides, or use the numbered slide timeline below your main slide as follows: Click on the previous/next buttons to advance the presentation slide by slide in the direction indicated. Double-click within the slide to activate animations in that particular slide. When you have previewed your presentation in its entirety and are satisfied with your results, click the Back button and proceed to Step 3: Complete Presentation. Making Corrections: If you discover errors in your presentation, use the Delete button to remove your presentation. After the corrections have been made to your original PowerPoint and/or supplemental files, upload and convert the modified file(s). Upon receiving the indicating that the conversion process is finished, preview your presentation once more, and complete the presentation. Technical Issues with Your PowerPoint? If you encounter problems during Step 2: Preview Presentation, please contact programs@rsna.org and provide the following: your presentation ID number which slide(s) are not working as expected a brief description of the problem. DPS Getting Started (9/2013) Page 4 of 7

5 RSNA IT staff will compare the converted PowerPoint with your original file to determine if they can correct the problem, or if you need to submit a new file. Please note, there are some issues that RSNA IT staff will not be able to resolve if the following have been used: 3 rd party embedded plugins non-standard fonts extremely complicated animations Step 3: Complete Presentation Click on Step 3: Complete Presentation to set a Welcome Message and respond to required questions. For Education Exhibits only, response is required for two additional questions related to extended viewing by members and attendees after the RSNA 2013 annual meeting. Once you have marked your presentation as completed no changes will be allowed. Only presentations that have clicked the complete button and are free of promotional/commercial material, have patient identity protected, and consist of original work with no previous copyrighted material including images, media/cartoon content, will be displayed at the RSNA meeting. The Welcome Message will be displayed to meeting attendees when they use the discussion area of the DPS system during the RSNA Annual meeting. Once you click on Step 3: Complete Presentation to finalize your presentation, it is locked for staff review and you will no longer have access to edit, delete, or download your presentation. Your presentation will be listed as Completed on the main DPS Editor screen. Once your presentation has been finalized, it will be reviewed for technical and patient information compliance. It will then be transferred to the meeting site server. 7. Helpful Tips Animated.gif files: Animated image (.gif) files are now supported in the DPS environment, in addition to other video formats such as.mp4;.avi;.mov;.mpeg. Aspect Ratio: Ratio of 4:3 is recommended. To check or change this setting, click on the Design tab, then select Page Setup. Select On-screen show (4:3) or (16:9). Presentations will automatically be resized to display on 22 and 42 monitors in the Lakeside Learning Center environment. While the 16:9 can be used for your DPS presentation, it is better suited for presentations assigned to meeting rooms using wide screen projection. Browser Preferences (in order): Google Chrome (recommended); Mozilla Firefox; Safari; Internet Explorer 8.0 or above (least recommended) Click-activated Animations: Test your animation settings thoroughly before completing your presentation. Sophisticated animations are not supported in the DPS environment. While animations triggered by the user can DPS Getting Started (9/2013) Page 5 of 7

6 be an effective presentation tool, user feedback suggests excessive use of user-initiated animations should be avoided. Conversion Times: Please allow 5 to 30 minutes, depending on file size and the number of videos incorporated into your presentation. Please plan accordingly--conversion times will be longer as more users start to upload closer to the deadline. Filenames: Please refrain from including foreign or special characters in the file names of your uploaded files. Please choose a U.S. format for your keyboard when naming your files. Fonts: Basic fonts provided in PowerPoint are supported. For best results, use san-serif fonts such as Calibri, Tahoma and Verdana. If you choose fonts other than those listed, please embed them in your Power Point by following the steps in the next section. You should change your font if you are not happy with the results of your test as they likely are not supported. Embedding Fonts: 1. Do one of the following: In PowerPoint 2010, click the File tab, and then click Options in the left pane. In PowerPoint 2007, click the Office button in the upper left corner, and then click PowerPoint Options. 2. In the PowerPoint Options dialog box, in the left pane, click Save. 3. Under Preserve fidelity when sharing this presentation, select the Embed fonts in the file. 4. Click OK. Interactive quiz formats: Interactive/hyperlinked quiz formats are now supported in the DPS environment. Viewing: To visualize how your presentation will be displayed on a mobile device/tablet/ipad, click on the link contained in your conversion confirmation . If you are satisfied with your presentation, click the Edit button, then the button for Step 3: Complete Presentation. 8. Help and Support It is important to review and print the Help tab to assist you in preparing your presentation. Questions concerning the presentation system not covered in the materials provided can be addressed by the RSNA support team at programs@rsna.org; tel: (within the U.S.) or (outside the U.S.). Please always provide in your communications: your name; presentation number; presentation title. 9. DPS Display Information Onsite at McCormick Place Your digital presentation will be displayed in the Lakeside Learning Center (Hall D, Level 3), with exhibits, posters, and demonstrations clustered according to subspecialty (a floor plan and space assignment list can be downloaded from the Lakeside Learning Center Information link posted on abstract.rsna.org). Each subspecialty will become its own learning community. Each community contains hard copy exhibits, standalone computer exhibits, and a lounge area containing digital presentations displayed on 42 inch plasma screens. The computers are available on a first-come, first served basis, except when reserved over the lunch hour and in the afternoon for scheduled CME discussions. Additional dedicated computers are available for viewing all digital posters and exhibits. The area feature rows of computers on tables, with two seats per computer. Docents are available in the area to assist. DPS Getting Started (9/2013) Page 6 of 7

7 10. Space Number Key Description Education exhibits and scientific informal (poster) presentations are identified by exhibit hall location (LL=Lakeside Learning Center, Hall D) a three-letter abbreviation which represents the subspecialty area where the presentation is displayed (BR=Breast; CA=Cardiac, etc); and a letter code indicating the focus of the presentation, science (S) or educational exhibit (E). Digital education exhibits without an assigned CME discussion time are numbered in the 2000 and 4000 series. (Example: LL-BRE2448) All scientific posters, quality storyboard exhibits, and designated electronic education presentations scheduled for continuing medical education (CME) discussion are identified by a code representing the day and time of the presentation. One of the authors must be available at the designated computer station on the assigned day and time. The letters indicate the assigned day (SU=Sun, MO=Mon, TU=Tue, WE=Wed, TH=Thu) and the number after day code indicates the computer and monitor that has been reserved for your discussion. The A indicates your presentation will be the first 30 minutes; B indicates your presentation will take place in the last 30 minutes of the discussion hour. Example: LL-BRE-SU5A (LL= Lakeside Learning Center, CL=Campus room and Lakeside Center location; BRE= Specialty abbreviation; E=Education exhibit; SU=day of activity; 5=computer monitor; A=time slot. In this example, the lunch hour discussion will take place on Sunday at 12:30-1:00 at station number 5 in the Breast community. 11. CME Lunch Hour Activities Computer stations are reserved for CME discussions with presenters during the lunch hour, Sunday through Thursday. Presenters should be at their assigned station at least five minutes before their assigned start time. Session hosts will be available to assist with questions. For those participating in CME activities, discussions are to be informal in nature. A formal presentation is not scheduled but you may wish to use key slides to support discussions that take place with your visitors. As a reminder English is the official language of the RSNA Meeting. If you do not feel comfortable answering questions in English, the RSNA asks that you invite a colleague who is fluent in English to assist you. Final instructions on CME procedures will be forwarded in early November. On behalf of the Board of Directors and the committees, we appreciate your efforts and look forward to your presentation. If you have any questions or concerns relating to your participation, please contact the Program Services Department (programs@rsna.org). DPS Getting Started (9/2013) Page 7 of 7

SPEAKER SERVICE CENTER AND AUDIO VISUAL INFORMATION

SPEAKER SERVICE CENTER AND AUDIO VISUAL INFORMATION EVERYTHING YOU NEED TO KNOW ABOUT THE SPEAKER SERVICE CENTER AND THE MANDATORY SPEAKER SERVICE CENTER CHECK IN AND REVIEW PROCESS You are required to