Speakers - Audio/Visual Presentation Guidelines
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Audio/Visual Guidelines
All speakers delivering computer-based presentations must check in at the Speaker Ready Room with their presentation.

Check-in Instructions:
•Bring two copies of your presentation, in case of storage or media failure.
•Provide your presentation on a USB Thumb Drive.

A technician from our audio/visual company will be available in the Speaker Ready Room to assist you with placing your presentation on the laptop computer.  Your presentation will then be available in your session room in time for the start of your session.

Your Scheduled Check-In Time
Below are scheduled check-in times for speakers.  Please review and make note of these times.*

If Your Presentation Date/Time is…..                   Then Your Scheduled Check-In Time is…

Sunday, November 5 between 8:00 am – 12:00 noon

Report prior to 6:00 pm on Saturday, November 4

Sunday, November 5 between 1:30 pm – 5:00pm

Report prior to 11:00 am on Sunday, November 5



Monday, November 6 between 8:00 am – 12:00 noon

Report prior to 5:00 pm on Sunday, November 5



Tuesday, November 7 between 8:00 am – 12:00 noon

Report prior to 5:00 pm on Monday, November 6

Tuesday, November 7 between 1:30 pm – 5:00 pm

Report prior to 11:00 am on Tuesday, November 7



Wednesday, November 8 between 8:00 am – 12:00 noon

Report prior to 5:00 pm on Tuesday, November 7

Wednesday, November 8 between 1:00 pm – 5:00 pm

Report prior to 10:00 am on Wednesday, November 8

*All pre-meeting workshop presenters are to report to their meeting room thirty (30) minutes in advance of the beginning of the session.  They do not need to check-in at the Speaker Ready Room.  All other speakers’ need to report to the Speaker Ready Room (does not apply to poster presenters).


The Speaker Ready Room will be open at the following times:

Saturday, November 4

12:00 noon – 7:00 pm

Sunday, November 5

7:00 am – 6:00 pm

Monday, November 6

7:00 am – 6:00 pm

Tuesday, November 7

7:00 am – 6:00 pm

Wednesday, November 8

7:00 am – 11:30 am

Arrive at least 15-20 minutes prior to your session (not your presentation time) in order to become familiar with the meeting room.  There will be a technician from CMI Communications checking in with you at the session room.  There will not be a technician in the meeting room during the session, but they will be available on call.

Check-in with the session chair so that she/he knows you are present.

The following audio/visual equipment will be available in your meeting room:

  • LCD projector
  • Laptop computer (PC)
  • Screen sized to the meeting room
  • Laser pointer/wireless mouse
  • Podium microphone
  • Lavaliere microphone
  • Aisle microphone (for questions)
  • PC audio adapter (for use with presentations containing audio)

If you do not want attendees to post your slide content on social media, please add the words "Do Not Post" to each of your slides.

There is no hard-wired internet connection in the meeting room. There is a wireless connection, but the bandwidth may not be strong.  Do not count on being able to access the internet as a part of your presentation.

If your presentation contains video, be sure to inform Jane Shepard at ACVP (meetings@acvp.org) well in advance so that our Speaker Ready Room technician can check the playback to confirm that there are no issues. Please place all your video files in the same folder with your PowerPoint presentation. This will insure that they are all copied into the presentation PC onsite. 

Available Software:
The following software will be available on all presentation computers:
Operating System: Windows 7 Professional (x64 Bit) Service Pack 1

Microsoft Software Installed:
•Microsoft - Office Professional Plus 2010* (or greater)
•Microsoft Word 2010
•Microsoft Excel 2010
•Microsoft PowerPoint 2010

Additional Software Installed:
Apple QuickTime 7.7.2 or Later Apple iTunes 10.6 or Later Adobe Acrobat Reader 10.1 or later Adobe Shockwave Flash Player 11 or Later VLC Media Player 2.0 or Later K-Lite Video Codec Pac (32 & 64 Bit) Google Chrome

*This version of MS Office will operate files from earlier editions.

Preparing Your Presentation
Please review the following guidelines for preparing your presentation.

Design Tips:

A.  Make sure that you can read your slides from at least ten feet from your computer screen. If you can't read it from there, people in the back of the room won't be able to read it either.  A constant complaint from attendees is too much information on a slide.

B.  Use contrasting colors for the text and the background so the text will be easy to read. Dark backgrounds and white text works best when projected.

C.  Use font size large enough to be seen from the back of the room where the presentation will be held. A font size of 24-point or larger is recommended.

D.  Avoid using non-standard fonts.  Standard fonts include Geneva, Times New Roman, Helvetica.

E.  Use short phrases and sentences to convey your message.

F.  Use simple or no slide transitions. Too many different transitions will distract your audience from the subject of the presentation.

G.  Avoid cluttering the slides with too much text or graphics. Your audience should hear what you have to say and not be distracted by a busy screen.

H.  Keep text simple and easy to read by not using many different text effects such as bold, italics, underlining, larger font size for emphasis within a sentence, or a different font all on the same slide.

I.  If there is a video attached to your presentation, make sure that it is embedded in PowerPoint and not on your desktop. You should also arrive at your session room well in advance to confirm your video is playing properly. PowerPoint will only play a .WMV file format. You may need to convert or play a .MOV file outside of PowerPoint.

Tips for Macs
If you are preparing your presentation on a Macintosh computer please take care to ensure the following:

1)  Add the file extension .ppt to your presentation.

2)  If you are using Apple's application "Keynote" or the older "AppleWorks" be sure to save your presentation either as a PowerPoint compatible file, or as a PDF document. Keep in mind that if you save your presentation as a PDF file you will not be able to edit it on site.

3)  If you plan to use your own MacBook onsite for your presentation, please make sure you have your monitor adapter with you; Mini-Display Port to VGA or DVI to VGA depending on which model MacBook you use.

If you have any questions about the audio/visual aspect of your presentation, please contact Jane Shepard at meetings@acvp.org or +1-608-443-2466, ext. 137.


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