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Oral presentation guidelines

Create a successful presentation
Masked speaker addresses the audience from the podium for SPIE Advanced Lithography + Patterning

Prepare your oral presentation

Oral speakers will attend the conference and present live to an audience. After your live presentation is finished, your presentation recording will be published and archived in the conference proceedings on the SPIE Digital Library. As an oral presenter, you have a choice of which presentation is published in the conference proceedings:

  • If you submit a pre-recorded presentation video of your talk by the deadline, SPIE will use that as your presentation for publication
  • If you do not submit a presentation video, SPIE will publish the in-person recording of your talk (slide capture with audio, no camera footage of speaker)

By submitting a pre-recorded presentation video for publication, you can control what is archived in the conference proceedings while having more liberty over what is presented live.

Instructions on preparing your slides for presentation and publication are below.

Important dates


Abstracts due 1 September 2021
Authors notified and program posts online 17 November 2021
Registration Open
Submission system opens for manuscripts and poster videos/PDFs* 20 December 2021
Post-deadline abstracts due: Submit via conference listings 3 January 2022
Manuscripts due 2 February 2022
Poster videos/PDFs due for onsite preview 2 February 2022
Advance upload deadline for oral presentation slides** 25 February 2022

*Contact author or speaker must register prior to uploading
**After this date slides must be uploaded onsite at Speaker Check-in

Step-by-step guide to a successful oral presentation


Create your slide presentation

The most successful presentation slides are graphically rich presentations of your research that both highlight the main points and fill in the most interesting details.

Your presentation slides should include:

  • All slides formatted for easy understanding of the information on each slide
  • Explanations for each graph, picture, and table
  • Media file(s) embedded in your primary presentation as a slide
  • No automatic slide advance timings

Fonts
The session computer will have the standard font sets included in Mac OSX, Windows 10, as well as PowerPoint and Keynote. Please refrain from using custom or purchased fonts, as these will not be available and may impact how your presentation looks.

Aspect ratio
The meeting will be utilizing 16:9 aspect ratio projectors (widescreen) in all rooms. To utilize the full screen, you should create your presentation in “widescreen” format. The standard 4:3 format will work but it will not fill the entire screen when in presentation mode.

Media files
As a precaution, please bring all media files with to the meeting, even though you’ve embedded them in your slide presentation. While we can help with many aspects of your talk on-site, we can’t “fix” a missing media file.

Presentation file types
LaunchPad accepts all file types except LibreOffice, and there are no file size restrictions. The session computer will run both Mac and Windows files natively. The computer has the following software installed.

  • PowerPoint for Windows
  • PowerPoint for Mac
  • Keynote (latest version)
  • Adobe Reader for Mac
  • Google Chrome for Mac

In PowerPoint, save your file as a .pptx. Do not use .ppt, .pps, or other formats, as this will affect your file’s ability to open correctly.


Upload your slide presentation

All in-person presentations are handled by our onsite presentation management system, LaunchPad. All presenters must upload their slide presentation to LaunchPad before going to their conference room. There will not be an option to use your own device. Should you require assistance with uploading or presenting, technicians will be available at Speaker Check-In. Always bring a back-up copy of your slide presentation and media files with you to your session onsite.

There are two options to upload your slide presentation:

1. Upload in advance

Upload slides to LaunchPad

Advance upload deadline: 11:59 PM Pacific Time on Friday 25 February 2022

2. Upload onsite at SPIE Advanced Lithography + Patterning

Bring your USB device to Speaker Check-In at least two hours before your session begins, or the day before if presenting in the first morning session.

Web links and online presentation formats

  • If your presentation is web based (e.g., Google Presentations), instead of using the upload portal above you may email spie-upload@warpspeedtech.com the publicly accessible link to your presentation
  • WarpSpeed will send you a confirmation email letting you know that your presentation is successfully uploaded and accessible
  • If you are using Prezi, your presentation should be downloaded for offline viewing and the zip file should be uploaded to LaunchPad.

Preview and test presentation onsite at Speaker Check-In

  • Visit Speaker Check-In and test your presentation at least two hours prior to the start of your session
  • If you find a mistake, you may submit a revision
  • Speaker Check-In is open during registration hours
  • Speaker Check-In location: Moscone Center, North Upper Lobby

Present in person

  • Bring a back-up copy of your presentation file and any media files to your session
  • Arrive in the conference room at least 10 minutes prior to the start of your session
  • Locate the session chair for your session and check in with them so they know you have arrived
  • When it’s time to present, simply walk to the lectern and click on your name
  • If the person before you left their talk on the screen, press the “Refresh” button on the lectern, and that will clear out the screen and bring up the list of speakers for your session

Audiovisual equipment in meeting rooms

  • Apple MacBook - supports files created on either Mac or Windows
  • LCD projection - 16:9 aspect ratio; 1920 x 1080 resolution
  • Lapel microphone
  • Audio connection from the laptop
  • Laser pointer and slide advancer

Publication of your presentation

  • After your live presentation is finished, your presentation recording will be published and archived in the conference proceedings on the SPIE Digital Library
  • SPIE offers two options for publishing your presentation:
    • You can submit a pre-recorded video presentation before the conference (instructions below), giving you the liberty to remove any content from your talk that you are not allowed to publish (must be received by the deadline, ~3 weeks before the meeting)
    • If you do not submit a pre-recorded video presentation recording, SPIE will publish the in-person recording of your talk (slide capture with audio, no camera footage of presenter)
  • SPIE retains rights to distribute and market the official published SPIE recording of the presentation; the presenter retains copyright of all presented content.

Option to pre-record presentation for publication

All in-person speakers have the OPTION to pre-record their oral presentation for publication (in place of publishing the live recording of your presentation).

  • By submitting a pre-recorded presentation video for publication, you can control what is available online and archived in the conference proceedings, while having more liberty over what is presented live
  • This option is especially advantageous for authors who have content that they are allowed to present but not publish, as you will have the freedom to exclude that content from the pre-recorded video presentation recording that you submit for publication.

Create your video
The most successful presentation videos are well narrated, graphically rich presentations of your research that both highlight the main points and fill in the most interesting details. The least effective presentation video is a simple reading of your slides or manuscript.

Suggested presentation video duration:

  • 15–20 minutes for contributed
  • 20–25 minutes for Invited
  • 25–30 minutes for Keynote

Click here to see an example of a presentation video

Your slides will need to have audio narration embedded, and then you will need to export the presentation as an MPEG-4 (.mp4) file. SPIE can only accept the .mp4 format—other formats are not supported. Presentation video files should be no larger than 2GB.

Your presentation video should include:

  • All slides of your presentation, formatted for easy understanding of the information on each slide
  • Clear narration with an audible pause between slides. (Do not speak during slide transitions because PowerPoint, for example, does not record audio between slides)
  • Explanations for each graph, picture, and table
  • (Optional) Additional video content to illustrate important points or data. View instructions on inserting video clips into PowerPoint
  • Widescreen format, using the 16:9 aspect ratio, to utilize the full screen - the standard 4:3 format will work but it will not fill the entire screen when in presentation mode.

To record your audio

  • Use any kind of microphone, including those built into laptops or tablets, so long as the resulting audio is clear and easily understood
  • If you are recording your presentation on a laptop that has a cooling fan, consider using an external mic to help avoid noise interference
  • Follow these step-by-step instructions on recording your audio in PowerPoint and exporting a PowerPoint file to .mp4
  • If you're using a web-based presentation program, such as Prezi, Slideshare, or Google Slides, you will need to use screen capture software to record your screen and presentation narration
  • You may find the following resource helpful as you develop your video:

Be sure to export your video, including all audio, as an .mp4 movie file for submission - other file formats are not supported. NOTE: Export to .mp4 is not supported in PowerPoint 2016 for Mac OS.

Review your video

The mp4 file size must be less than 2 GB. Avoid uploading multiple versions of your video. When you finish creating your video, check the following:

  • Is your file saved as an .mp4 movie file?
  • Is your file size less than 2 GB?
  • Is the audio consistent and clear, free from static, hums, hisses, or interference?
  • Is the audio at the right level, without having to adjust your volume very high or very low?
  • Does your talk start promptly? (Your narration should begin within the first 3 seconds)
  • Does your recording end promptly after your closing remarks, without being cut off early or continuing for too long?
  • Is there audio on every slide? Having audio on every slide ensures that each slide gets the correct timing before advancing. If a slide is self-explanatory, you can simply say, "This slide is self-explanatory."
  • Do all your slides, movies, and animations appear correctly?

Submit your video

Your video must be received by the deadline, approximately 3 weeks before the meeting. After the submission system opens for presentations and manuscripts, using any web browser, visit https://spie.org/myaccount and sign into your account.

  • From the Account Dashboard, look under "Submission and Review System" and click on the symposium link
  • Scroll down until you find your paper
  • Click on the Upload Video link to submit your presentation video and follow the steps to upload your presentation video /.mp4 file
  • The contact author will receive an email confirmation
  • SPIE will review your file for technical issues and notify the contact author if any revision is necessary
  • SPIE will publish your pre-recorded video presentation on the SPIE Digital Library after your live talk concludes

NOTE: The contact author or speaker must be registered before uploading. Only the contact author can submit the presentation video. The contact author can assign a coauthor as the contact author via the submission system or by sending a request to authorhelp@spie.org (include your paper number in the message).

Questions?


Contact your Program Coordinator (listed in your SPIE.org account)