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Preparing Your Presentation: Technical Specifications


Important changes are highlighted in yellow.

1. Design
Design your 'slides' in Microsoft PowerPoint on either a PC or a Mac.  All presentations will be transferred to a PC computer at the venue in advance of the meeting.

  • Use a standard font – either Arial or Times New Roman.

  • Slides must be sized for a 4:3 format.
    • "On-screen show (4:3)" is the default format used in all versions of Microsoft PowerPoint prior to 2013. (This setting can be found under the "Design" tab, far left of the ribbon, click "Page Setup" – in 2007 and 2010 versions).
    • If you are using PowerPoint 2013 or 365, you must change the slide format before you make any slides (or else your slides will be distorted when displayed at the meeting).
      • Go to "Design" tab.
      • On the far right of the ribbon you will see a button named "Slide Size."
      • Click "Slide Size" and select "Standard (4:3)."

2. Back-up copies
Bring several back-up copies of your presentation, on both USB flash drives and CDs. See #7 below, saving associated files, for important instructions on saving associated files.

3. Computers

  • A PC computer with projector will be provided in each lecture room.  
  • All presentations will be transferred to this PC computer in advance of the meeting.
  • You may not use your own laptop to give your presentation.  This applies to both Macs and PCs.
  • No computer or projector is provided for movement sessions.

4. Submitting your presentation

  • All presentations must be submitted electronically to the Annual Meeting Producer by Monday, September 28, 2015.
  • Any changes to your presentation must be submitted electronically to the Annual Meeting Producer by noon of the day prior to your session. No edits or updates will be accepted the day of your session.

5. PowerPoint compatibility

  • You may create your presentation on either a PC or a Mac.
  • Your presentation will be run on a PC with Microsoft PowerPoint at the meeting.
  • Please understand that the PC and Mac versions of Microsoft PowerPoint are not entirely compatible. Some details are described below.
  • Transferring your PowerPoint file back and forth from Mac to PC may introduce errors.  We recommend that you stay with one system to produce your presentation.

6. Special instructions for Mac users

  • If you create your presentation on a Mac, read these points to make sure that your graphics and videos work on the PC which will be used at the meeting:
    • If you are creating your presentation using PowerPoint for Mac, be sure to insert graphics (pictures, photos, diagrams, x-rays, etc.) by using 'Insert > Picture > From File' rather than 'dragging and dropping.' Otherwise, when you view your slides on a PC your graphics will not appear and you will get a message 'QuickTime and a - - - decompressor are required to view this picture.'
      This bug was reportedly corrected in Office for Mac 2008 Service Pack 1 (12.1.0) and all more recent versions.
      Suggestion: Test your presentation before the meeting on a friend's PC.
      Read the article at http://aricsblog.blogspot.com/2008/12/quicktime-and-decompressor-are-needed.html for more technical details.
    • Videos in .wmv format will be more likely to play correctly on a PC. Consider converting your videos into .wmv format.
  • Back-up CD's should be formatted so that they can be read on both PCs and Macs.
  • Please note: The instructions in #8 (compressing files) below may not be applicable for Mac versions of Microsoft PowerPoint.

7. PC users – Saving associated files

IMPORTANT:

  • If you use any audio, video or animation files within your PowerPoint presentation, be aware that saving your PowerPoint presentation (.ppt or .pptx) does not actually save the audio, video, or animation files, but simply provides a "link" to the files.
  • If you want to use audio, video or animation files, you must save each such file separately on your CD or USB flash drive.
  • Graphic files (pictures, photos, diagrams, x-rays, etc.) are saved within PowerPoint and you do not need to save these separately.
  • Create a separate folder and place your PowerPoint presentation (.ppt or .pptx) and all your audio, video, and animation files in this folder. Submit this entire folder to the Annual Meeting Producer. For back-up, copy the entire folder to your USB flash drive or CD.

8. Compressing your presentation file
Save a copy of your presentation with the graphic files compressed for screen resolution. This will make the file much smaller and easier to transfer. In Microsoft PowerPoint:

  • Select "File" then "Save As" then click the "Tools" pull-down at the upper right (2003) or to the left of the "Save" button (2007, 2010, 2013). Sample screen from 2007 shown below.
  • In PowerPoint 2003:
    Select "Compress Pictures" at the bottom of the pull-down menu.
    Select "Change resolution" = "Web/Screen"; select both Options ("Compress Pictures" and "Delete cropped area of pictures") and click "OK."
    If you get a "Compress Pictures" warning, click "Apply."
  • In PowerPoint 2007 (see sample screen below) or 2010:
    Select "Compress Pictures" at the bottom of the pull-down menu; then click "Options."
    Select both Options ("Automatically perform basic compression..." and "Delete cropped area of pictures").
    For "Target Output" select "Screen" (or "Print" for higher resolution).
    Click "OK" for settings then "OK" again to compress pictures.
  • Enter a NEW presentation (file) name -- so as not to overwrite your existing file -- and then click "Save."

PowerPoint 2007 Save As settings - Tool - Compress Pictures

9. Fonts
Use either Arial or Times New Roman for your presentation. Other fonts may not be supported on the PC at the venue and the formatting of your presentation may be distorted.

10. Electrical power

IMPORTANT:

  • You cannot use your laptop to give your presentation, but you still want to be able to use it.  Therefore, remember to bring the appropriate plug adapter and (if necessary) power converter.
  • Many power supplies and chargers are multi-voltage. Multi-voltage equipment will state somewhere on the product (usually on a label on the charging unit) "Input AC 100-240 V, 50-60 Hz." This equipment will NOT require a power converter, but MAY still require a plug adaptor.
  • 2015: The electric power in the USA is AC 120 V, 60 Hz. 
    The plug for the USA is Type A or B (below). Please see www.worldstandards.eu/electricity/plugs-and-sockets or similar external websites for details.
Type A Type B

IADMS Program Committee

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Rev. 8 Feb 2015

 
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