GENERAL GUIDELINES:

In order to provide our attendees the best possible educational environment and ensure a smooth and efficient handling of audio-visual presentations, the following guidelines have been established for the COSM scientific sessions. 

Ø     Presentations with audio-visual must be done utilizing PowerPoint technology.   No 35mm slides will be allowed.

Ø     Session rooms will be equipped for single screen projection.

Ø     Title slides, if desired or utilized, should be included as part of each speaker’s presentation.   Title slides will NOT be shown separately on a second screen.

Ø     If videos are necessary, they should be included as an embedded video clip within the PowerPoint presentation.

EQUIPMENT PROVIDED:

The following audio-visual equipment will be automatically provided in the session room:

·       Computer equipped with Windows XP; capable of playing video & sound clips

·       Mouse & Computer Monitor Placed at the Lectern to advance your presentation 

·       1 Large Screen for Audience

·       LCD Data/Video Projector

·       Laser Pointer At Lectern

·       Microphones (1 lavalier, 1 lectern, 3 table and 2 floor)

·       Computer Assistant /Projectionist & Audio Technician

·       Speaker timer

Any requests beyond what is indicated above are subject to approval by the COSM Management Office. The COSM Management Office must be notified of any problems or additional equipment requests by Friday, March 26, 2010. 

ASSEMBLE YOUR PRESENTATION:

• Microsoft PowerPoint is preferred and must be PC-format.

• When building your presentation, all files (PowerPoint and external, i.e. movie files) associated with your presentation must be loaded separately and saved in the same folder as the rest of your presentation. 

• If you are speaking in more than one presentation, please organize and clearly label your presentations in separate folders specific to each presentation.  Do not put more than one presenter’s files on the same disk.   Each presenter must have his or her own media.

• Label your saved file with your name, date and time of your presentation.
• Save your file to a disk, CD or memory stick and label the outside of your CD or disk with the same information.   Do not have anything else saved on your media other than your presentation.
• If you feel that your presentation has something out of the ordinary (extensive files or video clips), please bring your laptop to the meeting as back-up.
• If you require a title slide, include that slide as part of your presentation.  The meeting organizers will not have separate title slides for each presenter.

 

COSM Audio Visual Guidelines for Program Presenters

·       Your presentation must be turned into THE SPEAKER READY ROOM at least four (4) hours prior to the start of your scheduled session.   Individual laptops will not be allowed at the podium.

·       Any updates to your presentation MUST BE MADE in the Speaker Ready Room and not your session room.

·       Each computer station will have folders on the computer desktop labeled with the society name, session room, and session date and time. Your presentation must be saved in the correct folder in order to ensure that it will be loaded in the correct scientific session.

·       All presentations will be loaded by a technician onto the presentation computer at the back of the session room.  

·       If you have embedded video in your presentation, you MUST test that your presentation can be “read” properly in the Speaker Ready Room prior to your presentation (preferable 24 hours in advance of your presentation).    The Speaker Ready Room will be staffed with a technician for assistance. 

·       It is the presenter’s responsibility to collect his or her own media (if applicable) at the conclusion of the session.

SPEAKER READY ROOM:

·       A Speaker Ready room will be available for reviewing, editing and loading your presentation.  All presentations must be handed in to the technician in the Speaker Ready Room at least four (4) hours prior to the start of your scheduled session.

·       The Speaker Ready Room will be located in Bronze 1 on the Casino Level 1 in Bally’s North Tower.

      Hours of operation are the following:

Tuesday, April 27            11:00 am – 7:00 pm                       

Wednesday, April 28            7:00 am – 6:00 pm

Thursday, April 29            6:00 am – 6:00 pm

                  Friday, April 30            6:00 am – 6:00 pm

                  Saturday, May 1      6:00 am – 6:00 pm

                                                                   Sunday, May 2                        7:00 am – 10:00 am*

                        *Presentations turned in after 10:00 am on Sunday, May 2 should be handed in to the tech in the back of the session room in which you are presenting.

QUESTIONS:

If you have any questions regarding audio-visual, please contact Rick Smith at 800-922-2848 or RSmith@audiovisualone.com.