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Preparing Your Presentation: Technical Specifications


Important changes are highlighted in yellow.

1. Design
Design your 'slides' on the computer presentation software of your choice. Microsoft PowerPoint is recommended to ensure compatability with the computers at the venue.

  • Use a standard font – either Arial or Times New Roman. If you use other fonts your slides will be distorted unless you follow the detailed instructions in #9 below, saving your fonts.
  • 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, 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 computer (PC) with projector will be provided in each lecture room for presenters.
  • You may not bring your own laptop, unless your presentation was created and will be run on a Mac.
  • If you create your presentation on a Mac and will be using a Mac laptop to give your presentation, you must inform the Annual Meeting Producer by September 1, 2014.

4. Submitting your presentation

  • To insure that the meeting runs smoothly, presentations will be loaded on the venue computer in advance.
  • All PC presentations must be submitted electronically to the Annual Meeting Producer by Monday, October 6, 2014.
  • 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

  • Please understand that the PC and Mac versions of Microsoft PowerPoint are not entirely compatible. Some details are described below.
  • Transferring your PowerPoint (.ppt or .pptx) file back and forth from Macs to PCs may introduce errors.
  • We recommend that you stay with one system to produce your presentation.

6. Special instructions for Mac users

  • If you plan to use your Mac laptop at the Annual Meeting:
  • If you create your presentation on a Mac and plan to use the PC at the Annual Meeting, read these points to make sure that your graphics and videos work:
    • 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 Annual 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 PC's and Macs.
  • Please note: The instructions in #8 (compressing files) and #9 (fonts) 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 the 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 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 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). Then 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 PCs at the venue and the formatting of your presentation may be distorted.

If you wish to use non-standard fonts, you must save your presentation to include the fonts. This will insure that your slides will appear correctly when your presentation is displayed on another computer. In Microsoft PowerPoint:

  • 2002 and 2003:
    • Select "File" then "Save As" then click the "Tools" pull-down at the upper right.
    • Select "Save Options" and then the "Save" tab.
    • Under "Font options for current document only" (last item) put a check in the box next to "Embed TrueType Fonts."
    • Click "OK" and then click "Save."
  • 2007, 2010, 2013:
    • Select "File" then "Save As" then click the "Tools" pull-down to the left of the "Save" button
    • Select "Save options..."
    • Near the bottom, check "Embed fonts in the file"
    • Click "OK" and then click "Save."

10. Electrical power

IMPORTANT:

  • Remember to bring the appropriate plug adaptor and (if necessary) power converter for your Mac laptop computer, if you will be using it for your presentation.
  • Check the power supply on your laptop – many 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.
  • Information for the 24th Annual IADMS Meeting, Basel, Switzerland, October 2014: The electric power is AC 230-240 V, 50 Hz. Please note that a power converter is necessary to avoid damage to computers that are designed specifically for 120 V.

The plug is known as Type J, or the "Swiss 3-Pin." It is similar to the Type C "Europlug." Swiss sockets can accept Type J or Type C plugs. Please see www.electricaloutlet.org/type-j or similar websites for details.

Type JType C

IADMS Program Committee

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Rev. 2 Mar 2014

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