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Preparing Your Presentation: Technical Specifications

1. Design
Design your slides in Microsoft PowerPoint on either a PC or a Mac. Please note all presentations will be run on a PC designated for the lecture space.

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

  • If you use other fonts your slides may not appear as you intend since those fonts may not be installed on the conference laptops.
    • 2017/Houston-specifics: Slides are best sized as 16:9 to match the conference projector. Slides already created with a 4:3 ratio will also display properly and need no further adjustment. 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 newer, 16:9 is the default ratio.  If you wish to change your slides to 4:3, you must change the slide format before you make any slides (or else your slides will be distorted when displayed at the conference).
      • 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 will not be able to run presentations from your own laptop or Mac at the conference.

4. Submitting your presentation

  • To insure that the conference runs smoothly, presentations will be compiled into Master decks and loaded on the venue computer in advance.
  • All presentations must be submitted electronically to the Annual Conference Producer by September 25 September 15, 2017.
  • Any changes to your presentation must be submitted electronically to the Annual Conference 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 slides on either a PC or a MAC, but the software must be PowerPoint, and the fonts must either be Times New Roman or Arial. Your presentation will be run on a PC at the meeting.

6. Saving associated files


  • 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 Conference Producer. For back-up, copy the entire folder to your USB flash drive or CD.

7. 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

8. 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.

IADMS Program Committee

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