• Photonics West
    Event Highlights
    COVID-19 Research
    3D Printing
    Translational Research
    Photonics West Exhibition
    Photonics West Sponsors
    BiOS Expo
    BiOS Expo Sponsors
    Industry Program
    Travel to San Francisco
    Incident Reporting
    SPIE Event Policies
    For Authors and Presenters
    Abstract Submission Guidelines
    Oral Presentation Guidelines
    Poster Presentation Guidelines
    Manuscript Submission Guidelines
    For Chairs and Committees
    For Photonics West Exhibitors
    For BiOS Expo Exhibitors
The Moscone Center
San Francisco, California, United States
6 - 11 March 2021
Search Open Calls:    go
Print PageEmail Page

Oral Presentation Guidelines

Presentation Guidelines

Presenting your work at Photonics West
Please read the following guidelines and information to facilitate the successful delivery of your oral presentation. Give considerable thought to the design and preparation of your presentation so that it is effective and informative.

Abstracts Due
26 August 2020

Acceptance Notification
2 November 2020

Manuscripts Due
16 February 2021

Manuscripts Due
(Confs OE506, OE801,

OE802, and OE803 Only)
20 January 2021

Upload your presentation

All presenters must upload their presentation to LaunchPad before going to their conference room. There will not be an option to use your own device. There are two ways to upload your presentation.

1. Upload in advance
Upload your presentation
Upload online to LaunchPad at least 36 hours before Photonics West begins.

Upload your presentation  ›
2. Upload onsite
Upload onsite
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.
Onsite speaker check-in  ›

Upload instructions and links will be provided at a later date.

LaunchPad accepts all file types except LibreOffice, and there are no file size restrictions. Should you require assistance with uploading or presenting, technicians will be available at Speaker Check-In and throughout the meeting rooms to help.

Equipment in meeting rooms

A/V Equipment Audiovisual equipment
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
Presentation Recording SPIE Presentation Recording
To provide the research community with enhanced access to information presented at SPIE conferences, SPIE will record the audio plus screen content of oral presentations and, with author permission only, will publish the recordings on the SPIE Digital Library. The contact author can change the permission to publish this recording at any time prior to publication by signing in to their SPIE Account.

Meeting policies and your security

Your Safety Your Safety
SPIE is committed to providing a harassment- and discrimination-free experience for everyone at our meetings so that participants may exchange ideas, learn, network, and socialize in the company of colleagues in an environment of mutual respect. View SPIE Code of Conduct and Event Policies.
Your Belongings Your Belongings
Personal belongings such as briefcases, backpacks, coats, book bags, etc., should not be left unattended in meeting rooms or public areas. These items will be subject to removal by security upon discovery.
Your Approval Your Material
Due to copyright restrictions, strictly no recordings of any kind are permitted without prior written consent of the speaker in any conference session, short course, or posters session. Consent forms are available at the SPIE Registration Desk and anyone wishing to record must have a written consent form signed and filed for each speaker being recorded. Individuals not complying with this policy will be asked to leave a given session and asked to surrender their film or recording media.
graphic Policy Regarding Use of the “Lena” Image in Presentations and Posters
SPIE strongly discourages use of the Lena image in conference presentations and posters without convincing scientific justification for its use. Authors are advised to use other suitable images to illustrate and compare image processing algorithms.


No, personal laptops are NOT permitted. Laptops are provided in each session room, and presentations must be uploaded at least two hours prior to the start of your session (see upload options below). We require that all presentations utilize the provided laptops in the interest of staying on schedule.

You may upload your presentation online at spieuploads.com until 24 hours prior to the start of the event. Once onsite, visit us at Speaker Check-In at least two hours before your session to review and practice your talk, or the day before if presenting in the first morning session. Bring a copy of your presentation on a USB device in case you decide to make changes.

Bring your USB device to Speaker Check-In at least two hours before your session or the day before if presenting in the first morning session. Enter your name at one of the automated upload kiosks and follow the step-by-step instructions to upload your file(s). Here you may view your presentation and make any last-minute edits. Technicians will be available onsite to assist you.

See conference program for Speaker Check-In location(s).

If you've uploaded your presentation in advance, visit Speaker Check-In at least two hours before your session begins or the day before if presenting in the first morning session, and you can review and practice your talk. If you've uploaded your presentation onsite, you will be prompted to proceed to a practice kiosk where you can review and practice your talk. When you are finished previewing, your presentation will be accessible to you in the conference room during your session only. Bring a back-up copy of your presentation to the meeting room.

No. LaunchPad will automatically rename your file(s).

We require all uploads to be submitted at least two hours before your session or the day before if presenting in the first morning session.

The system handles just about any kind of presentation file (Keynote, PowerPoint, Prezi, etc.), whether you made it on a Mac or PC. (Please note: LibreOffice files are not supported.)

If your presentation is web based (e.g., Google Presentations), instead of using the upload portal below you may email the publicly accessible link to your presentation to spie-upload@warpspeedtech.com. We will send you a confirmation email letting you know that your presentation is successfully uploaded and accessible. Note: If you are using Prezi, your presentation should be downloaded for offline viewing and the zip file should be uploaded in advance via spieuploads.com or at Speaker Check-In onsite.

There are no limits on file size.

To utilize the full screen, you should create your presentation in “widescreen” format (16:9 aspect ratio). If you’ve already made your presentation and do not want to change it, it will still work; however, you will simply have black bars on either side of your slides in the meeting room (similar to watching old TV episodes on your new flat screen).

LaunchPad supports any media file type, and once again there are no size limits. We recommend including your media files into your primary presentation as a slide. An important note: please bring all media files with you when you upload your talk, even if you’ve embedded them in your talk. While we can help with many aspects of your talk onsite, we can’t “fix” a missing media file.

Yes. You may re-upload as many times as you would like onsite at Speaker Check-In.

In the session room there will be a list of the presentations on the room laptop. Just click on the one with your name on it.

Your presentation file is wiped from our upload system once the meeting is complete.

If you’ve elected to be published, your presentation recording will be published on the SPIE Digital Library. If you have questions or would like to change your publication preference, please contact your program coordinator or visit Chair Check-In onsite.