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Oral presentation

Instructions for Speakers and Upload of Talks

The Presentations

Visual presentations should be made electronically using the projection 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 well in advance of the conference.

Preparation of Talks

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


Visuals for oral presentations should be in Microsoft PowerPoint, version 2007 (.ppt or .pptx), LibreOffice3.4 (.odp) or Adobe Acrobat Reader 9.x (.pdf). Any animation or video files must be compatible with Windows  7 and Windows Media Player.

Please see information about codecs of Windows Media Player.


Possibly the most typical PowerPoint error is neglecting to embed the fonts into your presentation. If you do not embed fonts and the computer system showing your presentation doesn’t contain the fonts in your presentation, it will substitute another font, often with disastrous results. Together with making your presentation appear unprofessional, a change in font can easily have an impact on text wrapping and table spacing. You can keep this from taking place by using PowerPoint’s “Embed Fonts in File” capability, which assures that the font you used will display on a different computer even if that font has not been installed on the other machine.


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.

Upload of Oral Presentations

To ensure that presentations can be reviewed ahead of time to check for any display problems (fonts, readability, etc.), files must be submitted before the conference starts.  Upload your electronic presentation to the SPMS via their ICALEPCS2011 JACoW account (see below) as early as possible but at latest on the day before you are due to make the presentation.

Name the file with the programme code and "_talk" (for example MOMAU002_talk.ppt) and then upload in the same way as for papers through your ICALEPCS2011 JACoW account (select "Transparencies"). Any animations or video files referenced within presentations must be uploaded along with the PowerPoint file (select "Supporting Files") . You can find the programme code assigned to your presentation via this interface.

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.

Speakers can check that their presentations behave correctly on the laptops at the Internet Access point located close to the Auditorium.  These laptops will have the same configuration as that of the speakers laptops.


Note that the computers used for the presentations will be PC's with Windows 7 installed. Please note that all speakers must give their presentations from the computer systems set up in the conference rooms. Use of individual laptops cannot be accommodated.

At the Conference

Those speakers who have not uploaded their files in advance should deliver them 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 without further action on your part.

Official opening hours of the Speaker’s Office are to be determined.

You may check your presentation at any other time during the conference. In this case, please contact the Author Reception desk or Presentation Officer.

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 a laptop 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 screen located at the front of the stage.

Useful links and advice

Presentation zen

The PowerPoint FAQ - PowerPoint Help

Frequent mistakes when creating Powerpoint presentations

How to embed videos in your Powerpoint presentations

Powerpoint resources

Persistent PowerPoint Presentation Problems