IMS2012 International Microwave Symposium

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IMS2012 SPEAKER READY ROOM CHECK-IN PROCEDURES

Please come to the Speaker Ready Room (Palais de Congres, Room 514a) a minimum of 24 hours in advance of your talk. It benefits you to bring at least a preliminary version of your presentation as early as possible, to allow time to fix any problems that might arise. If necessary you can replace it with an updated version within the time frame listed below.

If you are attending the convention only for the day of your session, you should still come to the Speaker Ready Room as early as possible to upload your file(s) onto the presentation server and check to see that they are working properly on our systems. An audio/visual technician will be available to answer any equipment questions and to adjust lighting and sound levels to your requirements prior to the start of the session.
Upon arrival at the Speaker Ready Room, a technician will check you in, upload your presentation if necessary and then assign you to a preview station where you will be able to review and edit your presentation, and see exactly how it will appear in your session room. You may make any last minute edits to your presentation at this time.

Please make every effort to finalize your presentation for morning sessions by 1700 the day before and for afternoon sessions by 1130 that day.

Speaker Ready Room personnel are not responsible for your devices, i.e. memory cards, disks, laptops, etc.

Internet connectivity is not available in the speaker ready room and oral session rooms.

A special event upload site is being provided, where you may pre-submit your presentation. Pre-submission is not mandatory. The site will be open from Saturday, 14 April 2012 until Friday, 8 June 2012. After that time please bring your presentation to the Speaker Ready Room on-site. The site may be accessed from the following URL: http://www.projectionnet.com/ims/index.html. To login, please enter your email address and the initial password “Montreal”.

Under no circumstances will presenters be allowed to email presentations to Speaker Ready Room staff.

AUDIO/VISUAL & COMPUTER EQUIPMENT

Session room PC’s will be provided with at least the following configuration:

  • Processor: a minimum Core2 2.16 Ghz
  • 2 GB RAM
  • 1024 x 768 at 24 bit color depth
  • Microsoft Windows 7
  • Microsoft Office 2010
  • Windows Media Player (Version 10)
  • QuickTime (Latest Version)
  • Flash Player (Latest Version)
  • Adobe Acrobat Reader (Latest Version)

All electronic files must be submitted in the Speaker Ready room using one of the formats listed below:

  • PowerPoint 2010 or earlier version
  • Operating System: Media should be PC Formatted
  • Web Browser: Internet Explorer 8, Firefox 3.6
  • Plug-Ins: QuickTime 7, Adobe Acrobat 9
  • Video Playback: Windows Media Player 10; QuickTime 7
  • PDF Reader: Adobe Acrobat 9
  • Unix Users: Bring HTML Files or Adobe Acrobat 9

For best results, PowerPoint 2007/2008/2010 users should save their presentations in those versions’native .pptx format, and not in the PowerPoint ’97-2003 format.

If you are a Mac user, it is mandatory for you to come to the Speaker Ready Room at least 24 hours prior to your talk, to ensure that your presentation can be properly formatted to display on our presentation machines. Also, please bring a copy of your presentation in PDF format.

Be aware that embedded media clips are not saved as part of your PowerPoint presentation, the actual video or audio files need to be on the computer you will be presenting from. You will need to supply those files along with your PowerPoint file either when you upload or in the Speaker Ready Room.

*If your presentation contains any video or audio, please submit your files to the Speaker Ready Room AT LEAST 24 hours in advance, due to additional processing time that may be required.

Even if you have submitted your presentation in advance, please plan to bring the latest version of your presentation to the meeting on one of the following media types as a safety backup for your talk.

  • USB Flash Drive or Hard Drive (any brand that does not require drivers)
  • CD ROM (CD-R, CD+R)
  • DVD ROM (DVD-R, DVD+R)
  • CD+-RW and DVD+-RW (not recommended)
  • Memory Card (Memory Stick, MicroDrive, Secure Digital, Multimedia, Smart Media, Compact Flash)

Audio-Visual Equipment in each oral session room will include:

  • Minimum 3000 lumen LCD projector (1024 x 768 screen resolution)
  • 17" LCD Flat Panel preview monitor (connected to computer)
  • Audio Direct Box for computer audio connection to the meeting room PA system
  • Table Microphones
  • Podium Microphone
  • Projection Screen
  • Microphone Mixer

FOR MORE INFORMATION

Please review the ProjectionNET Style Guide at: http://www.projectionnet.com/Styleguide/PresentationStyleguide.aspx for more information about preparing your presentation, helpful hints for designing and presenting your talk, and tips to avoid incompatibilities and minimize potential challenges onsite.

If you have other technical questions, please contact us at IMS2012@projection.com and we will be happy to assist you.

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