Presenters Instructions
Guidance to Speakers
The Speaker Preview Room laptop PCs and the laptop PCs in the auditorium are networked and all use the same shared folder. A presentation tested and saved in the preview room will automatically be picked up by the technician in the Conference rooms when it comes to your time to speak.
Technical staff will be on hand in the Speaker Preview Room to instruct you on the use of the audio-visual controls and set-up within the Main Lecture Theatre. If speakers have any doubts about procedures, always seek advice from the technical staff who will be happy to assist you.
Submitting your Presentation before the conference: For delegates presenting on Monday morning, please be prepared to submit your presentation at Sunday registration. If you will not be able to attend Sunday registration, please send your PowerPoint presentation to the Congress e-mail address (below) at least a week before the meeting. This means that your presentations can be stored ready for you before the Congress and also enables your presentation to be tested and for most technical glitches to be resolved before the event. There will be a short opportunity to make changes on Monday morning. For presentations at other times, please submit your presentation at the Speaker Preview Room the day before your presentation and not later than the interval before your presentation. Please also notify your Session Chair that you have loaded your presentation.
Please include your surname and the code in the Scientific Programme e.g. for the plenary address on Monday morning the PowerPoint file would be named: Schultz 26-H2-P.ppt
Practical Issues
The Lecture Theatre will be equipped with Laptop PCs running Windows XP with PowerPoint 2007. This is compatible with previous PowerPoint versions. Please do NOT bring any other presentation formats.
How many people will attend?
Hall 2 accommodates up to 375 people and the Barbour Room up to 150 people. We anticipate that over 200 delegates will attend the Congress.
Microphones
The lectern holds a fixed microphone that will be operated by the technician as necessary. If the speaker wishes to move around the stage a headset radio microphone is also available.
Lighting and Laser Pointer
The theatre lighting will be operated by the technician for the duration of the conference, including dimming of the lights for speaker presentations.
A laser pointer is on the lectern for use during presentations. The technician is able to hear you through the public address system at all times in case you need to make any requests.
Data Projector
PowerPoint slides are moved forwards/backwards in one of two ways:
- The speaker controls their presentation using a remote control handset from anywhere within the lecture theatre. This has a forward and back button, as well as an option to blank the screen.
- The AV technician controls the presentation on the instructions of the speaker.
All software is now standardised on PowerPoint presentations, using data projectors. These are much clearer and brighter than traditional 35mm slides. If you have any difficulty presenting your lecture on PowerPoint, please contact the Conference Office as soon as possible.
Using your own laptop
If your presentation contains a lot of video, then it is probably best stored on a CD-ROM or memory stick, copied onto the Conference computer, and run from there. It is wise in this case to attend early and have a practice run through to make sure that everything works. Due to the number of presentations at the Congress it will not be possible to use your own computer during for presentations. The Congress will not run smoothly if laptops have to be changed between every presentation. If it is not possible to run your presentation on anything but your own machine, please contact the Congress office. Thank you for your co-operation and contribution towards making the Congress a success for all attendees. Congress office contact e-mail: icmcf@ncl.ac.uk
Poster presentations
The Congress poster session is on Tuesday (27th July) evening from 6.30 to 10pm in the Northern Rock Foundation Hall. The poster boards will be linked and measure 1 x 2 m in portrait format. Boards will be numbered according to your entry in the abstract book, e.g. P1, P2 etc. We have the Hall booked all day, so you may set up your presentation early in the day so that delegates can take an early peak if they wish in the refreshment breaks in the day-time programme.
