17 - 20 June 2024
Waterloo, Ontario, Canada

Oral presentation guidelines

Create and upload your presentation slides for presentation and publication
Oral presenter at SPIE Photonics for Quantum

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

Important dates


Abstracts due 31 January 2024
Registration opens March 2024
Authors notified and program posts online 25 March 2024
Submission system opens for manuscripts and poster PDFs* 15 April 2024
Post-deadline abstracts due 29 April 2024
Poster PDFs due (for spie.org preview and publication) 22 May 2024
Manuscripts due 29 May 2024

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

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, 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. 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.


Present in person

  • Bring your presentation file on a portable USB drive.
  • During a break prior to your session, upload your presentation file to the laptop in the conference room. Verify that your presentation is displaying correctly on the presentation laptop.
  • 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 presentation from your USB drive.

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 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.