AUDIO VISUAL GUIDELINES FOR CLINICAL CONGRESS 2019 PROGRAM PRESENTERS

CC2019 will be utilizing a Presentation Management system that allows for advance submission of presentations, review of presentations in the Speaker Ready Room, and a networked transfer of presentations into each session room. Speakers will run presentations from the podium using the Presentation Management software.

EQUIPMENT PROVIDED:

The following audio-visual equipment will be automatically provided in each session room: • Presentation computer at tech table equipped with the following: Intel i7 processor with 4GB Ram, Windows 10, MS Office 2016, Adobe Acrobat Reader, Player, and Quick Time Player • Confidence monitors at podium and at head table • Wireless Clicker (for slide advancing and use as screen pointer) at podium • LCD projector(s), screen(s) and podium/table microphone(s) and audience Q&A microphone(s) (depending on room setup) • Projection screen(s) for 16:9 display aspect ratio

ASSEMBLE YOUR PRESENTATION:

Please see the PowerPoint Presentation Creation Guidelines at the end of this document for detailed information regarding the assembly of your presentation. PowerPoint is required and all versions of PowerPoint (.ppt & .pptx) will be supported. Conversion from Mac to PC is possible onsite if you don’t have time to do this in advance. Please arrive in the Speaker Ready Room 24 hours prior to your session for this conversion.

When building your presentation, all files (PowerPoint and any external, i.e. video files) associated with your presentation must reside in the same folder. If you are speaking in more than one session, please organize and clearly label your presentations in separate folders.

The Presentation Management system being utilized currently does not support upload of Prezi files. The session room computers are not online and will not have Prezi Desktop installed. Presenters who wish to use Prezi must bring it on a USB flash drive in the offline portable Prezi format to be tested in the Speaker Ready Room. This requires that you have a Prezi Pro account and instructions to do so are detailed on the Prezi site at this link: https://prezi.com/support/article/sharing/download-a-portable-prezi/ .

IMPORTANT - SLIDE FORMATTING:

Below are instructions for creating or converting your presentation to this format: -Within PowerPoint, go to the “Design” tab at the top of the page. -On the “Design” tab, click the “Page Setup” icon located on the left top corner of the screen. -A pop up window will appear. Under “Slides sized for”, click on the drop down menu and select “On-screen Show (16:9)” -Click “OK”.

If you start with this step in the creation of your presentation, then just assemble the PowerPoint as you normally would. If you are converting an existing slide show, then please check all of the slides for format accuracy.

A widescreen format should not cause any issues with text in your presentation, however some images may be stretched. If your presentation has multiple images, a suggested way to transition to widescreen format is to save a copy of your 4:3 formatted PowerPoint under a different name, then convert to widescreen, and cut and paste the images from the original version into the widescreen version.

ADVANCE SUBMISSION OF PRESENTATIONS:

We are requesting that presentations be submitted IN ADVANCE of the meeting to avoid lines and wait times in the Speaker Ready Room onsite. Presenters will be emailed a notice when the website is available for submissions. Further instructions regarding loading presentations to the submission website will be included with the notice when the system is live and ready to accept presentations. If you are MAC user please submit your presentation 24 hours in advance. **Exceptions: Speakers for the General Surgery Review Course and the Video Sessions will not be required to submit presentations through the Presentation Management System.

Multiple Presenters: Please do not combine multiple presenters’ presentations into one file and then submit under one name. The system manages presenters individually and any co-presenter will not be able to log-in to edit the combined presentation.

How to make changes to your presentation: If you need to make changes to a presentation that you submitted, you may resubmit the files on the website using a new file name and delete the earlier submission. You may also make changes to your presentation in the Speaker Ready Room on site at the meeting.

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BACK UP COPY OF PRESENTATION:

Although we take every precaution to ensure files are not corrupted during the file upload, it is recommended that a backup copy of your presentation is brought with you on USB flash drive. PowerPoint 2013 will embed videos by default (prior versions of PowerPoint do not), however you should bring the videos as a backup.

SPEAKER READY ROOM (SRR):

Presentation files cannot be submitted in the session rooms. Presentations must be finalized and reviewed by the presenter in the SRR prior to the presentation time. Speakers who have already submitted presentations via the advance submission website are advised to verify the integrity of their presentations in the SRR. It is imperative that presentations created on a or that contain video be reviewed.

The SRR will be located in Hall D, Moscone Convention & Exhibition Center and open during the following times: Saturday, October 26 7:30am - 4:00 pm Tuesday, October 29 6:30am – 6:00pm Sunday, October 27 7:00 am - 5:00 pm Wednesday, October 30 6:30am – 6:00pm Monday, October 28 6:30 am - 6:00 pm Thursday, October 31 6:30am – 11:00am

The SRR computers are configured with the same hardware and software as those in the meeting rooms. When completed reviewing and/or editing your presentation and before checking out, inform the SRR technician of any changes so the new file can be properly labeled, saved and uploaded to the server. This will ensure that your presentation is sent to your session in a timely manner.

SPEAKER DISCLOSURE SLIDE:

In accordance with the ACCME Accreditation Criteria, all speakers must disclose all financial relationships with any commercial interest. Speakers are required to disclose any conflicts on a slide at the start of the presentation.

DURING YOUR PRESENTATION:

Please arrive at your session meeting room at least 15 minutes before the start of your session. To launch your presentation, simply click your name on the display monitor at the lectern. A wirless clicck will be available at the lectern for you to control/advance your slides during the presentation (left click advances; right click moves back). The clicker can also be used in lieu of a laser pointer (note: there will be multiple screens in some rooms, in which case laser pointers are ineffective). At the end of your presentation, the display will return to the list of presenters for your session.

Speak directly into the lectern microphone in a normal voice at a comfortable distance from the microphone. Do not handle the microphone while speaking. Be cognizant of not turning away from the microphone, as the audience then may not hear you speak.

If you encounter a problem with your presentation, please click the “ASSISTANCE NEEDED” button at the podium or notify the technician in your session room.

POWERPOINT PRESENTATION CREATION GUIDELINES:

General Computer Software Guidelines: • Microsoft PowerPoint is the designated presentation format. You may create the presentation in either Mac or PC format, although PC is preferred. Conversion from Mac to PC is possible on-site if you don’t have time to do this in advance. Please arrive 24 hours prior to your session for this conversion. PCs will be used in the session rooms; please note that use of personal laptops is not permitted. • Videos: Please be aware of the size of your video files and in most cases, lower resolution videos are sufficient. The preferred format is Windows Media Video (WMV). While some conversion may be necessary, videos created as MP4 (ideally MPEG4 but H.264 codecs as well), AVI (DivX, , or WMW codecs), MPG (MPEG1 & MPEGS2) and Videos (H264 &MPEG4) can also be accepted. Please remember to your video as it will load faster during your presentation with no distinguishable loss in quality.

If there are videos as part of your presentation, they need to be inserted into your PowerPoint file BEFORE uploading. This allows for the best video playback options.

How to insert a video into PowerPoint: 1. Select Insert Menu < Movies and Sounds < Movie from File. 2. Find the movie file in your folder and double-click on it.

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• Pictures: Images inserted into PowerPoint are embedded into the presentation. Images that are created at a dpi setting higher than 75 dpi are not necessary and will only increase the file size of your presentation. Try to avoid overloading your presentation with unnecessary images. JPG images are the preferred file format for inserted images. • Fonts: We only supply fonts that are included with Office 2016. Fonts other than these should be embedded into your PowerPoint presentation. Suggested fonts to use are Times New Roman, Arial, Verdana and Tahoma. Use of fonts not included in Windows can lead to words that bleed into graphics or bullets that may be the wrong style. Microsoft provides a utility to determine if a Font can be embedded, found here: http://www.microsoft.com/typography/property/property.htm?fname=%20&fsize

Fonts may be easily embedded into your presentation by following these steps: Office 2016 1. Click on File, and then on Options. 2. Click on Save in the left hand side of the box that appears. 3. At the bottom of that menu, you will see the option to embed fonts in the file. Check the box. 4. Underneath that, select the Embed all characters (best for editing by other people) option. Office 2016 1. Click Save As. In the Save As dialog box, click Tools, and then click Save Options. 2. Click Save on the left side of the dialog box that appears. 3. Click to select Embed fonts in the file check box under Preserve fidelity when sharing this presentation, click OK.

Users of Macintosh Computers: • If transferring a presentation from a Macintosh environment to PC platform, it is imperative that you review your presentation in the Speaker Ready Room. All supplied computers will contain and QuickTime for Windows, however, this does not guarantee a successful presentation on a PC platform. • Keynote Users: Please export your presentation as a PowerPoint or PDF. The following website offers instructions for this process: https://support.apple.com/kb/PH16971?locale=en_US . • Images: Use common image formats that are cross platform compatible such as JPG, PNG, GIF, and BMP. • Fonts: Use common cross platform compatible fonts such as Times New Roman, Arial, Verdana and Courier. Many custom Mac fonts will not translate properly onto a Windows computer.

• Animations: Use simple entry animation effects, such as fly in/out, appear, and dissolve. Do not use exit animations as these are not supported in Windows PowerPoint. • File Extensions: If your Mac version of office does not append the file extension, be sure to include it in your filename. Use .PPT for PowerPoint files and .PPS for PowerPoint show files. • Pictures: If you use a version of PowerPoint prior to 2008, please embed pictures that are not TIFF format as these images will not appear in Windows PowerPoint. With PowerPoint 2008 for the Mac, this is no longer an issue, and any inserted image will be compatible. • Videos: PowerPoint 2010 or higher supports playback of Videos. The best compatibility for Video playback is to use MPEG4 as your codec, in some cases H.264 will also work. If you are using an older version of PowerPoint, please export Video files to Windows Media WMV with QuickTime 7 Pro. If you cannot convert the files or have a considerable number of Video files, please check with a technician in the Speaker Ready Room who can make arrangements to convert videos. QuickTime Pro 7 can natively export Videos, DV, QT, or MP4 files as Cinepack codec AVI files. While the resulting file is Windows compatible, there are add on products to QuickTime that will give a better result. NOTE: QuickTime X does not support conversion using third-party plug-ins. For Snow Leopard users, we recommend installing QuickTime 7. DivX offers a plug-in for QuickTime 7 Pro that will convert all QuickTime movie formats to Windows compatible DivX files. It is available at the following website: http://www.divx.com/en/software/divx-plus/converter. Another option is Studio. This plug-in for QuickTime 7 Pro converts QuickTime movie formats to Windows compatible WMV files. Find it at: http://dynamic.telestream.net/downloads/download-flip4macwmv.htm

• It is imperative that you test your “new” presentation on an actual Windows PC for verification. If your video does not work please contact [email protected] or bring the videos and PowerPoint onsite to the SRR.

Thank you and we look forward to your participation at CC2019!

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