Speaker Instructions

The Presentations

Visual presentations should be made electronically using the beamer equipment provided by the conference center.

A speaker presentation computer will be located at the Registration/Information Desk to check presentations on the electronic preview system.

Speakers must upload their presentation to SPMS at the very latest on the day before their scheduled presentation time in order to allow verification and transfer to the conference center's system.

Any special requirements concerning visual aids should be addressed to the local organizers well in advance of the conference. 

Preparation of Talks

The following precautions should be adhered to, to ensure smooth running of electronic presentations:

For PowerPoint files, use only TrueType fonts and embed them:

To embed fonts in PowerPoint 2013:

1. On the File tab, click Options, and then click the Save title
2. Under Save options, select the "Embed Fonts in File" check box.

To embed fonts in PowerPoint 2007:

1. Select the Office button and select Power Point Options.
2. Under Save options, select the Embed fonts in the file checkbox and Embed only the characters used in the presentation.

To embed fonts in PowerPoint 2003:

1. On the Tools menu, click Options, and then click the Save tab.
2. Under Save options, select the Embed True Type fonts check box.

For PDF files, be sure to include all fonts when preparing the PostScript and PDF files, too.

The following software will be pre-installed on the computer for the presentation: Windows 7, MS Office 2010, Libreoffice, Internet Explorer, Firefox, Google Chrome, Win Zip, Adobe Reader, and Quick Time before the conference starts 

Upload of Oral Presentations

Speakers are encouraged to upload their presentation before the conference begins via their IBIC2014 (JACoW) account (see below).

Upload your electronic presentation to the fileserver as early as possible but at latest on the day before you are due to make the presentation. Name the file with the program code and "_talk" (for example MOCZB9_talk.ppt) and then upload in the same way as for papers through your IBIC2014 account. You can find the program code assigned to your presentation via this interface.

Authors who are unable to upload to the server should copy the file to a memory stick and bring it to the Registration/Information Desk at least one day before their talk.

Note that the computers used for the presentations will be PC's with Windows 7 installed. There will be no provision for authors to use their own computers and if this will cause you problems, please contact the Presentation Officer, Suzette Escobar, as soon as possible.

At the Conference

Those speakers who have not uploaded their files in advance should deliver them (PowerPoint, PDF) to conference staff at the Registration/Information Desk. Here the presentations can be checked and loaded on the conference computers. Before your session, check back that everything has been loaded OK. Slides that have been successfully captured will be published on the web without further action on your part.

You may check your presentation at any other time during the conference. In this case, please contact the Presentation Officer, Suzette Escobar.

During the Presentation

The Scientific Secretary on the podium will help you with your presentation. Please get in contact with him or her before the session with your talk starts.

At the podium you will be presented with a LCD screen displaying your presentation, a laser pointer and a simple remote to control your presentation.

In case of you have any problems, the Scientific Secretary will be in contact with the hotel technical staff that have complete control over your presentation.

The remaining time of your talk will be displayed on a countdown clock at the side of the stage on the Scientific Secretary's table.