Speaker Guidelines

Visual presentations should be made electronically using the beamer equipment provided by the Conference Centre.

A Speaker Presentation Office will be located in Room H at the Conference Centre to check presentations on the electronic preview system.

Speakers are invited to upload their presentation at the very latest on the day before their scheduled presentation time in order to allow verification and transfer to the Conference Centre's system. Any special requirements concerning visual aids should be addressed to the Presentation Manager, Takashi Kosuge, well in advance of the conference.

See the Guidelines for the Submission of Contributions for information concerning file upload. Please note that in addition to the presentation we require a PDF file of the presentation for inclusion in the conference proceedings.

The following precautions should be adhered to, to ensure smooth running of electronic presentations:

For PowerPoint files, use only TrueType fonts and embed them:

To embed fonts in PowerPoint XP / 2007:

1. Select the Office Button and select Power Point Options.
2. Under Save options, select the Embed fonts in the file checkbox and Embed only the characters used in the presentation.

To embed fonts in PowerPoint XP / 2003:

1. On the Tools menu, click Options, and then click the Save tab.
2. Under Save options, select the Embed True Type fonts check box.

To embed fonts in PowerPoint 2000:

1. On the File menu, click Save As.
2. Click the Tools menu in the toolbar at the top of the Save As dialog box.
3. On the menu that appears, select Embed TrueType Fonts.
4. Save the file as a PowerPoint Presentation.

For PDF files, be sure to include all fonts when preparing the PostScript and PDF files, too.

The following software will be pre-installed on the computers for the presentations:

MS Office 2007, Win Zip, Internet Explorer, Firefox and Acrobat Reader will be installed for Windows PCs. Office 2008, Firefox and Acrobat Reader will be installed for Macintosh.

Before the Conference starts

Please upload your electronic presentation to our fileserver as early as possible but at latest on the day before the presentation. Name the file with the programme code and "_talk" (for example MOXMH01_talk.ppt) and then upload in the same way as for papers through your IPAC'10 account. You can find the programme code assigned to your presentation when logging into your IPAC Author Account.

Those authors who are unable to upload to the server should copy the file to a CD or memory stick and bring it to the Speaker Presentation Office or Author Reception in Room H at least one day before the presentation.

Note that the computers used for the beamer presentations will be PC's with Windows XP and Macintosh with Mac OS 10.5 installed. There will be no provision for authors to use their own computers and if this will cause you problems, please contact the Presentation Manager Takashi Kosuge as soon as possible.

No overhead projector is planned. Please contact the Presentation Manager Takashi Kosuge if this is a problem.

At the Conference

Those speakers who have not uploaded their files in advance should either upload from the venue, or deliver them (PowerPoint, PDF) to the Speaker Presentation Office. Here the presentations can be checked and loaded on the Conference Centre’s computers. Before your session, check back that everything has been loaded correctly. Slides that have been successfully captured will be published on the web version of the proceedings without further action on your part.

Official opening hours of the Speaker Presentation Office:

16:00 – 18:00
Monday to Thursday
10:30 – 11:15
12:30 – 13:15
16:00 – 17:00

You may check your presentation at any other time during the conference. In this case, please contact the Presentation Manager or Author Reception.

During the Presentation

The Scientific Secretary on the podium will help you with your presentation. Please contact him just before the session with your talk starts.

On the podium you will be presented with an LCD screen displaying your presentation, a powerful laser pointer and a simple remote to control your presentation.

In case of problems, the Scientific Secretary will be in contact with the Conference Centre technical staff who have complete control over your presentation.

The remaining time of your talk will be displayed on a small timer located on the podium.

Please do not hesitate to contact the Presentation Manager Takashi Kosuge or the Scientific Secretariat Christine Petit-Jean-Genaz for further clarifications.

last update April 21, 2010, at 04:22 PM
by Christine Petit-Jean-Genaz