Oral presentation instructions

Create and upload your presentation slides to present in person at the conference and for publication in the SPIE Digital Library
Happy speaker prepares to present her research at SPIE Photonex + Vacuum Technologies

Preparing 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 speaker). Your presentation recording will be published and archived in the conference proceedings on the SPIE Digital Library.

Abstracts due 13 July 2022
Authors notified and program posts online 29 August 2022
Registration opens September 2022
Submission system opens for manuscripts and poster PDFs* 3 October 2022
Poster PDFs due for spie.org preview and publication 9 November 2022
Manuscripts due 16 November 2022
Advance upload deadline for oral presentation slides** 4 December 2022
Poster presenters upload self-recorded video for publication  9 to 19 December 2022

*Contact author or speaker must register prior to uploading
**After this date slides must be uploaded onsite

Step-by-step guide to a successful in-person 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

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, 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 presenters must upload their presentation in advance or directly to the laptop provided in the room. There will not be an option to use your own device.

1. Upload in advance

Upload your presentation file to SPIE AV Manager Scott Calhoun

Advance upload deadline: 11:59 PM Pacific Time on Sunday 4 December 2022. If you have any questions about submitting files, please contact scottc@spie.org.

2. Use a USB storage device (flash drive)

Save your presentation on a USB device. Bring your USB device to the room you are presenting in at least two hours before your session begins, or the day before if presenting in the first morning session.

Copy your files to the laptop provided in the room.

Web links and online presentation formats

  • If your presentation is web based (e.g., Google Presentations), instead of using the upload portal above please email SPIE the publicly accessible link to your presentation
  • SPIE 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.

Presenting on the day-of

  • 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 “Esc” button, then locate your presentation; open it in the normal way and make it full screen.

Audiovisual equipment in meeting rooms

  • Windows 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.