Prepare to Present

Prepare your oral presentation

Instructions on preparing your slides for presentation are below. Oral speakers will attend the conference and present live to an audience. The presentations will be scheduled as follows:

• Oral Presentations: Each oral presentation will be allocated a 20-minute time slot, which includes time for questions and answers.

• Keynote Presentations: Keynote presentations will be scheduled for 50 minutes, including the introduction, questions, and answers.

• Invited Presentations: Invited presentations will be scheduled for 30 minutes, including the introduction, questions, and answers.

Create your slide presentation 

The most successful presentation slides are graphically rich presentations of your research that both highlight the main points and fill in the most interesting details.

Your presentation slides should include:

• All slides formatted for easy understanding of the information on each slide

• Explanations for each graph, picture, and table

• Media file(s) embedded in your primary presentation as a slide

• No automatic slide advance timings

Fonts

The session computer will have the standard font sets included in Windows 10, as well as PowerPoint. Please refrain from using custom or purchased fonts, as these will not be available and may impact how your presentation looks.

Aspect ratio

The meeting will be utilizing 16:9 aspect ratio projectors (widescreen). To utilize the full screen, you should create your presentation in widescreen format. The standard 4:3 format will work but it will not fill the entire screen when in presentation mode.

Media files

As a precaution, bring all media files with you to the meeting, even though you’ve embedded them in your slide presentation. While we can help with many aspects of your talk on-site, we can’t “fix” a missing media file.

Presentation file types

We accept the following file types, and there are no file size restrictions, but the preferred file format is PDF. The session computer will run Windows files natively. The computer has the following software installed.

• PowerPoint for Windows

• Adobe Reader for Windows

• Google Chrome for Windows

In PowerPoint, save your file as a .pdf or .pptx. Do not use .ppt, .pps, or other formats, as this will affect your file’s ability to open correctly. Presenter notes (if any) will be visible on the session computer.

Upload your slide presentation

All presenters must upload their slide presentation before the assigned session during the break. The use your own device for presentation is not a preferred option. Should you require assistance with uploading or presenting, technicians will be available. Always bring a back-up copy of your slide presentation and media files with you to your session onsite.

Present in person

• Bring a back-up copy of your presentation file and any media files to your session

• Arrive in the conference room at least 10 minutes prior to the start of your session

• Locate the session chair for your session and check in with them so they know you have arrived

• When it’s time to present, simply walk to the lectern and open your presentation

Audiovisual equipment in meeting rooms

• MS Windows 10 laptop computer with USB connection

• LCD projection - 16:9 aspect ratio; 1920 x 1080 resolution

• Lapel microphone

• Laser pointer and slide advancer

Prepare your poster

• Attend and present a printed poster at the meeting (each poster presenter must bring a printed version of their poster). Instructions on preparing your poster presentation and publishing your poster PDF are below.

Create and print your poster

The most successful posters are graphically rich presentations of your research that highlight and summarize the main points, with the poster presenter filling in the details in person at the session. The least effective poster format is an enlarged copy of your manuscript.

Your poster should include

• The paper title and all authors at the top of the poster

• A brief introduction, goals, experimental detail, conclusions, and references; presented in a logical and clear sequence

• Explanations for each graph, picture, and table

Size, fonts, and color

• The maximum poster size is 115 cm x 145 cm (Width x Height, portrait orientation).

• Use easily read type. Suggested minimum font sizes:

  • Title: 36 point type

  • List of authors: 25 point type

  • Body copy should be double-spaced text: 15 point type

• Choose your colors to provide strong contrast and avoid pairing red and green elements to assist those with red-green color blindness

Print a high-resolution copy of your poster to present onsite, size must not exceed 115 cm x 145 cm (Width x Height, portrait orientation).

Set up your poster in person

• Bring your high-resolution printed poster with you to the meeting, size must not exceed 115 cm x 145 cm (Width x Height, portrait orientation).

• Check the individual conference program to find your poster session location and timing

• Set up your printed poster before your session start time on the day you are scheduled to present

• Paper titles will be placed on the poster boards

• Find your paper title and put up your printed poster in the designated space

• Push pins, tape, or Velcro will be provided to hang your poster

Present your poster in person

• Each poster presenter is responsible for printing their poster and bringing it to the meeting.

• Each poster must have a unique presenter; one person should not present more than one poster

• Poster presenters are required to stand by the poster during the scheduled duration of the poster session to answer questions from attendees

• Presenters who have not placed their poster(s) on their assigned board prior to the start of the poster session, and attend to it for the duration of the poster session, will be considered a "no show," and their manuscript will not be published in the proceedings on the SPIE Digital Library

• Presenters must remove their printed posters after the poster session

• Organizers assume no responsibility for the printed posters and will not save posters left hanging after the end of the session.