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Oral presentation instructions

Create your presentation slides for oral presentation and publication
Speaker addresses the audience from the podium at Photonics Europe

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.

Important dates


Post-deadline submissions will be considered and are encouraged Submit your abstract
Registration opens  8 January 2024
Authors notified and programme posts online 25 January 2024
Submission system opens for manuscripts and poster videos/PDFs* 5 February 2024
Manuscripts due  20 March 2024

*Contact author or speaker must register prior to uploading

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

Fonts
The session computer will have the standard font sets 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

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 presentation 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.

There are two options to upload your slide presentation:

1. Upload in advance (recommended)

Upload slides to SPIE

Advance upload deadline: 11:59pm on Friday, April 5th

2. Upload onsite at the event

Bring your presentation file on a USB device to the Speaker Ready Room at least two hours before the session start time to check your slides and save it to the computer in the session room.


Present in person

  • Confirm that you have followed one of the options noted above for uploading your slide presentation
  • Upload and check your slides in the Speaker Ready Room
  • 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.

Questions?


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