Oral presentation instructions

Preparing your oral presentation

Oral speakers will attend the conference and present live to an audience. After your live presentation is finished, your presentation recording will be made available for on-demand viewing for conference participants on the SPIE.org program, as well as published and archived in the conference proceedings on the SPIE Digital Library.

As an oral presenter, you will submit a pre-recorded presentation video of your talk by the deadline and SPIE will use it as your presentation for publication. By submitting a presentation video for publication, you can control what is available for on-demand viewing by conference participants and archived in the conference proceedings while having more liberty over what is presented live. If you do not submit a pre-recorded video presentation, SPIE will publish the in-person recording of your talk (slide capture with audio, no video). Note however, for this option, the presentation video of your talk may not be published until after the meeting ends.

Instructions on creating your slide presentation and preparing your presentation video recording are below.

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

In this section

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, and bring a backup of all media files with you onsite.

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

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 on-site, we can’t “fix” a missing media file.

Presentation File Types

Your 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, please 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. Also please make sure that your file does not have automatic slide advance timings.

Present in person

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
Pre-load your presentation file(s) to the computer in the folder for your session
When it’s time to present, find and open your presentation slides

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

Publishing your presentation

To give enhanced onsite meeting experience for attendees, SPIE will be publishing all pre-recorded presentation videos to be viewed on demand in the SPIE.org programs, as well as archiving all presentation recordings in the conference proceedings on the SPIE Digital Library
The published version of your talk will be available for on-demand viewing after you give the in-person presentation
We offer two options for publishing your presentation:

You can submit a video presentation recording before the conference, giving you the liberty to remove any content from your talk that you are not allowed to publish (must be received by the deadline, ~3 weeks before the meeting)
2. If you do not submit a video presentation recording, SPIE will publish the in-person recording of your talk (slide capture with audio, no video). Note however, for this option, the presentation video of your talk may not be published until after the meeting ends

SPIE retains rights to distribute and market the official SPIE recording of the presentation and/or poster, but the presenter retains copyright of all presented content.

Video presentation pre-recording

All in-person speakers will submit a pre-recorded video of their presentation for publication.

By submitting a presentation video for publication, you can control what is available online and archived in the conference proceedings, while having more liberty over what is presented live
This is especially advantageous for authors who have content that they are allowed to present but not publish, as you will have the freedom to exclude that content from the video presentation recording that you submit for publication

Create your video

The most successful presentation videos are well narrated, graphically rich presentations of your research that both highlight the main points and fill in the most interesting details. The least effective presentation video is a simple reading of your slides or manuscript.