Guidelines for Speakers

Oral presentations will be made using the computer and projector provided in the auditorium. The computers will be Windows 7 PC's equipped with Microsoft Office 2010 (which will open files from earlier versions), Adobe Acrobat Reader, and commonplace media players and plug-ins.

A Speaker Preparation Office will be available so that you can check your presentation on a computer identical to those being used in the auditoriums. Please come there and try out your presentation to ensure that it will work correctly, with special attention to embedded or linked media as well as special fonts.

Because of the close timing of the oral program, there will be no provision for speakers to use their own computers. If this will cause you problems (say, if you have unusual requirements for a specific embedded-media player), please contact the Presentation Manager as soon as possible.

A Presentations Manager will be named, and should be contacted well in advance of the conference if you have any special requirements concerning visual aids, including movies and/or audio.

The length of and time slot for your presentation will be specified through individual communication in summer 2013 and reflected in the program materials.

Uploading Your Slides and PDF

You should upload your presentation to SPMS in exactly the same way as your contributions to the Proceedings.

NOTE: Presentations must be uploaded the day before their scheduled presentation time in order to allow verification and transfer to the Conference Center’s system.

In addition to the presentation we require a PDF file of the presentation for inclusion in the conference Proceedings.

Tips For Preparing Slides

The following precautions should be observed in order to ensure smooth running of electronic presentations.

For PowerPoint files, only TrueType and OpenType fonts can be embedded.

To embed fonts in PowerPoint 2010:

  1. Select File tab.
  2. Choose Options
  3. Under PowerPoint Options, choose Save.
  4. Check the box for Embed fonts in the file

To embed fonts in PowerPoint XP / 2007:

  1. Select the Office Button and select Power Point Options.
  2. Under Save options, select the Embed fonts in the file checkbox and Embed only the characters used in the presentation.

To embed fonts in PowerPoint XP / 2003:

  1. On the Tools menu, click Options, and then click the Save tab.
  2. Under Save options, select the Embed True Type fonts check box.

To embed fonts in PowerPoint 2000:

  1. On the File menu, click Save As.
  2. Click the Tools menu in the toolbar at the top of the Save As dialog box.
  3. On the menu that appears, select Embed TrueType Fonts.
  4. Save the file as a PowerPoint Presentation.

For PDF files, be sure to include all fonts when preparing the PostScript and PDF files, too.

The following software will be pre-installed on the computers for the presentations:

For Windows PC’s: MS Office 2010, Internet Explorer, Firefox and Acrobat Reader.

Upload of Slides

The files of presentations should be uploaded to our fileserver as early as possible, but at the latest, the day before the presentation. Files should be named with the program code and "_talk" (for example MOXAA01_talk.ppt, MOXAA01_talk.pdf, etc.) and then uploaded in the same way as for papers through JACoW SPMS NA-PAC'13 Author Accounts. The program codes assigned to presentations are visible when logging into accounts, or via the "search" functionality.

Those authors who are unable to upload to the server should copy the file to a CD or memory stick and bring it to the Speaker Preparation Office or Author Reception at least one day before the presentation.

We plan for all-computerized presentations. If you require physical transparencies, 35mm or lantern slides, or other A/V equipment besides a computer with PowerPoint and a projector, please contact us well in advance.

At the Conference

Once the presentations have been uploaded to the server, they can be checked on the computers in the Speaker Preparation Office.
The Speaker Preparation Office will be held open at reasonable hours, which will be posted here. Speakers who need to check their presentations outside of the above hours should contact Christine Petit-Jean-Genaz of the Scientific Secretariat, or stop by Author Reception.

During the Presentation

The Auditorium Manager < near the stage will help speakers with their presentations. Please contact the Auditorium Manager just before the start of the session.

On the podium, speakers will have an LCD screen displaying their presentation, as well as a powerful laser pointer and a simple remote with which to control the presentation. Also on the podium is a countdown timer that shows the time remaining in each talk.

In case of problems, the Scientific Secretariat will be in contact with the Conventional Center technical staff.

Please do not hesitate to contact the Presentations Manager, or the Scientific Secretariat, Todd Satogata and Christine Petit-Jean-Genaz, for further clarifications.