Congratulations on being selected to deliver your presentation at the 2019 Technology Exchange. Please follow these guidelines to make sure it is delivered successfully. If you have any questions or cannot comply with these guidelines for any reason, please contact email@example.com as soon as possible.
To ensure that your presentation can be processed appropriately and associated with the correct session, please name and submit your presentation according to these guidelines:
- Name your presentation file – Please name your presentation according to this example: YYYYMMDD-lastname-title, where YYYYMMDD is the year, month and day the presentation is scheduled; lastname is your last name, and; title is a shortened version of the topic or session title, lowercase. For example, a PowerPoint presentation on SDN given on 17 Feb 2016 by Matt Zekauskas would be named 20160217-zekauskas-perfSONAR-Update.ppt.
- Use an accepted format – Please save your presentation in one of the following formats: PowerPoint (ppt, pptx), Keynote (key), or Portable Document Format (pdf). Online applications like Prezi may be used, but if so, please make sure to follow the next step! Please note: All conference projectors support 16:9 (widescreen) format.
- Save a copy in PDF format – If your presentation is not already in PDF format, please provide a copy of your presentation in PDF format for online posting. This gives you a chance to review the converted copy and ensure that information and graphics appear as you intended.
NOTE: It is Internet2’s practice to make all presentations available as PDF files to ensure the highest accessibility for our online audience, and to help protect speakers’ copyrights. Both the presentation and PDF versions should have the same name (except for the file extension). If you would like your presentation to be posted online in PowerPoint format (for instance, because it includes some important animations that cannot be translated into PDF format), please include a note to that effect in your submission email message.
- Submit your presentation (and PDF copy) to firstname.lastname@example.org on or before Monday, December 2, 2019. Please note: Meeting support may contact you if you do not submit your presentation before the deadline.
Here are some simple tips to help make your presentation a success.
- Please practice giving your presentation before the meeting.
- Please confirm your presentation time with meeting support personnel.
- If your presentation includes a panel of speakers, please sit in your speaking order. The first speaker should sit closest to the podium.
- Indicate if you are the moderator of a panel and please notify meeting support if there are any speaker cancellations.
- Speak directly into the microphone at all times. Ask questioners to walk to the microphones provided to ask questions, or repeat the question into the microphone. Audience members will not be able to hear content delivered off-microphone.
- Presenters may bring a printed handout. The meeting support personnel or room monitor will be available to help you place them or hand them out to attendees.
- Presenters are required to use the podium laptop provided unless prior authorization has been obtained and arrangements with technical staff to swap in your own laptop have been confirmed.
Videoconferencing sessions have special technical requirements, and equipment and connections must be requested and tested before the conference to ensure a successful experience for meeting participants.
- Please fill out the by Friday, March 31, 2017 to request a videoconference connection to your session. Failure to fill out this request form by date/time above will result in the cancellation of the videoconferencing request and no equipment will be provided. Videoconference sessions that have submitted the required information but have not been tested by Friday, April 7, 2017, will receive the requested equipment, but the successful use of the technology will remain the responsibility of the session coordinators.
If you're delivering your presentation remotely, please review these tips to ensure a successful presentation.
- All remote speakers must be available a full half-hour before the start of the session to perform connection, lighting and sound checks (including muting and unmuting).
- Remote speakers may be on camera at any time during the entire duration of the meeting. Make sure you remain attentive for the entire duration of the session, even when you are not speaking, as you may still be on camera.
- Please mute your microphone when you are not speaking. (Make sure to test this before the start of the session.)
- Close the door to your remote presentation room and put a sign on the door to ensure you are not disturbed during the presentation.
- If you are remotely presenting with media or slides and need to share your screen during the presentation, please test this capability prior to presenting. We have Blue Jeans Network to facilitate this functionality, but a Blue Jeans Network Video Conference must be reserved and tested prior to the meeting.
- Please turn desk phone ringers down and turn cell phones completely off. Interference from muted cell phones can cause audio static.
- Please keep presentation area clear from debris.
If you have any questions or cannot comply with these guidelines for any reason, please contact email@example.com as soon as possible.