Speaker Guidelines

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

A speaker presentation office will be located at the Conference Centre to check presentations on the electronic preview system.

Speakers must submit their presentation at the very latest on the day before their scheduled presentation time in order to allow verification and transfer to the conference centre's system. Any special requirements concerning visual aids should be addressed to the local organizers (EPAC'08 Presentation Manager, Daniele Sertore) well in advance of the conference.

Speakers are encouraged to upload their presentation before the conference begins via their EPAC08 (JACoW) account (see below).

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 XP / 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 XP / 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.

To embed fonts in PowerPoint 2000:

1. On the File menu, click Save As.
2. Click the Tools menu in the toolbar at the top of the Save As dialog box.
3. On the menu that appears, select Embed TrueType Fonts.
4. Save the file as a PowerPoint Presentation.

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:

MS Office XP Professional, Win Zip, Adobe Reader, RealOne Player, Quick Time, Internet Explorer, Netscape

Before the Conference starts

You should upload your electronic presentation to our 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 MOXGM001_talk.ppt) and then upload in the same way as for papers through your EPAC'08 account. You can find the programme code assigned to your presentation via this interface.

Instructions about the upload of your file to our server is via JACoW Profiles.

Those authors who are unable to upload to the server should copy the file to a CD or memory stick and bring it to the Speaker’s Office or Paper Reception Office in the Conference Centre at least one day before their talk.

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

Print out a set of your slides as a backup (on transparencies).

If you wish to give your talk with a printed version of your slides (on transparencies), please inform the Presentation Officer Daniele Sertore to avoid any confusion.

At the Conference

Those speakers who have not uploaded their files in advance should deliver them (PowerPoint, PDF) to the Speaker’s Office. Here the presentations can be checked and loaded on the Conference centre’s computers. Before your session, check back that everything has been loaded OK. Slides that have been successfully captured will be published on the web and CD-ROM versions of the proceedings without further action on your part.

Official opening hours of the Speaker’s Office:

16:00 – 18:00
Monday to Thursday
10:30 – 11:15
12:30 – 13:15
16:00 – 17:00

You may check your presentation at any other time during the conference. In this case, please contact the author reception desk or Presentation Officer Daniele Sertore. Carry a color printout of your slides (on transparencies) with you to the podium in case there are problems.

During the Presentation

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

At the podium you will be presented with an LCD screen displaying your presentation, a powerful 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 Conference Centre technical staff who have complete control over your presentation.

The remaining time of your talk will be displayed on a second LCD screen located at the front of the stage.

In case there are any problems with your electronic presentation, an overhead projector will be available.

last update May 06, 2008, at 10:21 AM
by Christine Petit-Jean-Genaz