Oral presentation instructions

Create and upload your presentation slides for presentation and publication
Plenary speaker addresses the audience from the podium

Prepare your oral presentation

Instructions on preparing your slides for presentation and publication are below. Oral speakers will attend the conference and present live to an audience. After your live presentation is finished, SPIE will publish the in-person recording of your talk (slide capture with audio, no camera footage of the speaker). Your presentation recording will be published and archived in the conference proceedings on the SPIE Digital Library.

Important dates


Abstracts due 15 November 2023
Registration opens February 2024
Authors notified and program posts online 26 February 2024
Submission system opens for manuscripts and poster PDFs* 14 April 2024
Poster PDFs due for spie.org preview and publication 22 May 2024
Manuscripts due 29 May 2024
Advance upload deadline for oral presentation slides** 13 June 2024

*The contact author or speaker must register prior to uploading
**After this date, slides must be uploaded on site 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 macOS, 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, bring all media files with you 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 backup 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

More information about advance upload will be in April 2024. 

2. Upload on site 

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 you may email the publicly accessible link to your presentation.
  • 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 on site 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.

Present in person

  • Bring a backup 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, SPIE will publish the in-person recording of your talk (slide capture with audio, no camera footage of the presenter). Your presentation recording will be published and archived in the conference proceedings in the SPIE Digital Library
  • SPIE retains rights to distribute and market the officially published SPIE recording of the presentation; the presenter retains copyright of all presented content.

Questions?


Contact your program coordinator (listed in your SPIE.org account).