Oral presentation instructions

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 Windows 10, as well as PowerPoint. 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 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
All file types are accepted except LibreOffice, and there are no file size restrictions. Keynote presentations will need to be exported as .pdf files. The computer has the following software installed.

• PowerPoint
• Adobe Reader
• Google Chrome

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

It is recommended that presenters upload their slide presentations 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. Always bring a back-up copy of your slide presentation and media files with you to your session onsite.

1. Upload in advance

Advance upload options for your presentation will be available at a later date. 

2. Upload onsite

Bring your USB device at least two hours before your session begins, or the day before if presenting in the first morning session, and load it directly on the presentation computer.

Bring your presentation file on a USB device to your presentation room at least two hours before the session start time to load your file on the presentation computer. Please be respectful on ongoing presentations and choose a break to do this.

Present in person

• Bring your presentation file on a USB device to your presentation room at least two hours before the session start time to load your file on the presentation computer. Please be respectful of ongoing presentations and choose a break time to do this. If needed, SPIE staff will be available to assist with the transfer of your slide presentation file to the conference room computer.
• 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 open your slide presentation file that you pre-loaded to the computer
• When your presentation is finished, make sure to close your slide presentation file in preparation for the next presenter

Audiovisual equipment in meeting rooms

• PC laptop
• 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 presenter). Your presentation recording will be published and archived in the conference proceedings on the SPIE Digital Library.
• SPIE retains rights to distribute and market the official published SPIE recording of the presentation; the presenter retains copyright of all presented content.