Oral Presenter Information

Thank you for participating in the IEEE PVSC as an Oral Presenter!  As an Oral Presenter, the following lists your responsibilities:

  • Be sure to upload your manuscript (Download Manuscript Instruction / Stylesheet), following the guidelines on the PVSC website, by May 21, 2012.
  • Electronically sign the Copyright form and BRING A COPY WITH YOU
  • Upload your presentation at least 24 hours prior to your presentation following the guidelines on the A/V company's website (see below).  Bring your presentation on CD-ROM, Compact flash card, Memory Stick, Multi-media card, SD Card, and/or a laptop for transfer.
  • Even if you upload your presentation prior to the conference, be sure to check that it uploaded correctly by reviewing it in the Speaker Ready Room at the conference.  Bring your presentation on CD-ROM, Compact flash card, Memory Stick, Multi-media card, SD Card, and/or a laptop as a backup.
  • Attend the Author’s Breakfast on the morning of (each of) your presentation(s) for instructions, to meet your session chair, and to be sure all your materials have uploaded correctly. Author’s Breakfast will be at 7:00 AM.
  • Please arrive at your session at least 15 minutes before the scheduled start to coordinate with the session chairs, check that the presentation will display properly, and become familiar with the audio-visual equipment in your room.

REMEMBER: No Paper, No Podium

If your manuscript has not been uploaded, you will not be allowed to present.  If you (or a co-author) do not give your presentation, the manuscript will not be included in the proceedings.

Be sure to check the online program to confirm your presentation time and length!


Guidelines for Computer Generated Presentations

Each speaker can bring their presentation to the Speaker Ready Room on CD-ROM, Compact flash card, Memory Stick, Multi-media card, SD Card, and/or a laptop at least 24 hours prior to the scheduled time of their presentation. Also, speakers can submit their presentation via the PGR Upload Center web site, http://www.prgpresenters.com prior to the meeting.

Checking in to the Speaker Ready Room is the single most important action you will take to ensure your presentation is a success. All speakers are required to check into the Speaker Ready Room at least 24 hours before their presentation. The Speaker Ready Room will be open daily during the conference.

When reviewing your presentation, you should make sure all fonts appear as expected and all sound/video clips are working properly. You will be able to edit your presentation at this time. The file will then be transferred to the computer network at the meeting. When the presentation is to be given, the file will be accessed via the conference menu on the computer in the meeting room. Once the presentation is launched, you (the speaker) will control the program from the podium using a computer mouse. At the end of the meeting, all files will be destroyed, and the computer hard drives will be reformatted.

We recommend PowerPoint for all users. A web browser with typical plug-ins will also be available (Internet Explorer). If you plan to use something besides Flash, Shockwave or Windows Media Player, and for a comprehensive overview of our guidelines, please check with our Presentation Guidelines: http://www.prgpresenters.com/files/presentguidelines.pdf  to be sure your presentation will work properly.

The computers in the presentation rooms will be Windows-based PCs with Microsoft Power Point 2007 installed. All videos should be an .avi or .mpg (not .mov) format, so they will run properly on the computers provided. Presentations should be reviewed to be certain the fonts are displayed correctly.

For additional information on creating Power Point 2007 presentations or earlier versions, please see the Power Point Help website at http://office.microsoft.com/en-us/powerpoint/CH102247801033.aspx.

Media Supported

We recommend you bring at least 2 copies of your presentation to the meeting in case there is a problem with one of them. A CD-R, CD-RW, Compact flash card, Memory Stick, Multi-media card or SD Card will be supported.

Ability to Edit PowerPoint Files in Speaker Ready Room

All PowerPoint presentations can be reviewed and edited in the Speaker Ready Room. It is recommended that all presentations be reviewed and edited for final version no less than two hours prior to the beginning of the session in which you are presenting.


- Floppy drives and USB ports on the computers are disabled so no presentations can be copied.

- Cameras and video equipment are not permitted in the Speaker Ready Room.

- All files on the computers are deleted at the end of the conference.

Fonts: We can only support fonts that are included in the base installation of Windows (http://www.microsoft.com/typography/fonts/product.aspx?PID=148). Any font other than these will need to be embedded into your PowerPoint presentation. For information on embedding fonts see below. We suggest using the fonts such as Times New Roman, Arial 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.

You can embed the fonts into your presentation by following these steps:

Office 2000

  1. Click File, and then Save As.
  2. On the Tools drop down menu select Embed TrueType Fonts.

Office 2003

  1. On the File menu, click Save As.
  2. On the toolbar (Toolbar: A bar with buttons and options that you use to carry out commands; to display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab), click Tools, click Save Options, select the Embed TrueType Fonts check box, and then do one of the following:
    • To embed all the characters in the font set, select Embed all characters (best for editing by others).

Note: If you plan to have others review and edit your file, it's best to embed the full font set, though that creates a larger file.

Office 2007

- Click the Office button, and then PowerPoint Options.

- Select the Save Tab and Check the box to Embed Fonts in the file.

For general questions, please contact:

James Rut
Production Resource Group
Phone: (254) 722-4742
Fax: (866) 515-6911
E-mail: [email protected]


David Prows
Production Resource Group
Phone: (303) 598-6354
Fax: (866) 535-3045
E-mail: [email protected]