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Speaker Instructions

Author notification letters will be sent by e-mail to the individual who submitted the abstract. The method of presentation and time assigned to a specific abstract can be found using the author index.

Important Note about Social Media: LPSC microbloggers will be tweeting during the oral sessions. If an individual speaker does not want his/her talk to be tweeted or otherwise reported on, it is the responsibility of the speaker to make that request at the beginning of the talk. We will not close an entire session to microbloggers.

Speaker Guidelines —

Oral presentations are scheduled for 15 minutes per talk: 11 minutes for speaking and 4 minutes for discussion and speaker transition. A two-minute warning will be issued at the 9-minute mark.

Audio-visual equipment provided will include PC and Mac laptops and an LCD projector. There is no option for dual-screen presentation.

Speaker-Ready Room —

Presentation validation will be in the speaker-ready room (Alden Bridge). Checking in oral presentations is the most important step presenters can take to ensure their presentations are successful.

Presentation check-in slip will be available outside the speaker-ready room and should be completed prior to checking in the presentation.

Those presenting on Monday morning should check in their presentations on Sunday between 4:00 p.m. and 8:00 p.m.

The speaker-ready room will be open during the following hours:
Sunday, 4:00 p.m. to 8:00 p.m.
Monday through Thursday, 7:00 a.m. to 5:30 p.m.
Friday, 7:00 a.m. to noon.

The deadlines for submitting electronic presentations are:

Presentation TimePresentation Submission and Laptop Validation Deadline
Monday a.m.**Sunday, 8:00 p.m. at Alden Bridge Room
Monday p.m.Monday, 12:00 noon at Alden Bridge Room
Tuesday a.m.Monday, 5:30 p.m. at Alden Bridge Room
Tuesday p.m.Tuesday, 12:00 noon at Alden Bridge Room
Wednesday a.m.Tuesday, 5:30 p.m. at Alden Bridge Room
Wednesday p.m.Wednesday, 12:00 noon at Alden Bridge Room
Thursday a.m.Wednesday, 5:30 p.m. at Alden Bridge Room
Thursday p.m.Thursday, 12:00 noon at Alden Bridge Room
Friday a.m.Thursday, 5:30 p.m. at Alden Bridge Room

** Presenters for Monday morning sessions must check in their presentations on Sunday night, March 15, between the hours of 4:00 p.m. and 8:00 p.m.

Presenters are required to verify their presentations on LPI-provided equipment at the time presentations are checked in. After readability is confirmed, presentations will be loaded in speaker order on session laptops. Revisions to presentations will not be accepted after the submission deadlines listed above.

Note: Conference room LCD projectors are configured for 16:9 aspect ratio display. Presenters must format their slides for 16:9 aspect ratio for best compatibility.

Two options for electronic presentations are offered at the 51st LPSC:

Option 1 —
Participant brings USB flash drive of electronic presentation to display on the PC or Mac laptop provided in the room.

Electronic presentations in PowerPoint, PDF, or Keynote format (see Software Specifications below) must be checked in on a USB flash drive to the speaker-ready room no later than the deadlines listed above.

Note: Participants who are unable to meet the presentation submission deadlines must contact the USRA/LPI Computer Center for assistance ([email protected]) no later than March 12 for instructions. Please include “LPSC Speak-Ready Room” in the subject line.

Hardware and Software Specifications —
Each oral session room will be equipped with the following hardware and software:

  • PC Hardware:
    PC laptop with Intel Core i7 2.2 GHz or better
    Memory: 16 GB
    Video: 1920 × 1080 (16:9)
  • PC Software:
    Operating System: Windows 10 Professional 64-bit
    Microsoft Office 2019
    Adobe Acrobat Reader
  • Mac Hardware:
    Apple MacBook Pro with Intel Core i7 2.0 GHz or better
    Memory: 16 GB
    Video: 1920 × 1080 (16:9)
  • Mac Software:
    Operating System: macOS Catalina (10.15)
    Microsoft Office 2019
    Adobe Acrobat Reader
    Keynote 9

Note: If the hardware and software listed above do not meet your needs, please use Option 2.

Option 2 —
Participant brings own laptop to connect to the LCD projector provided in the room.

Participant laptops must be tested with the LCD projector at the speaker-ready room according to the presentation submission deadline schedule.

Participants will be required to verify the following requirements:

  • Have the adapter necessary to connect their laptops to a standard HDMI cable
  • Can produce 1280 x 720 or 1920 × 1080 (16:9) video output from their laptops
  • Know the commands necessary to produce an HD signal from their laptops
  • Ensure their laptops have a functioning battery (no power connection at podium)

Upon verification of these requirements, the participant will be given a signed form to be presented to the audio-visual technician prior to the start of the session.

Technical Suggestions for Electronic Presentations —

These suggestions are not meant to deter creativity or use of the best data available, but to provide suggestions for optimum results.

Readability — Keep in mind that those sitting at the back of the room will have difficulty reading information that is not well presented. For the benefit of your entire audience, please keep the following tips in mind:

  • It is strongly encouraged that presentation files (PowerPoint, PDF, etc.) be much smaller than 150 MB.
  • Graphics should be simple, well-designed, and legible to everyone in the audience.
  • Presentations are most readable on a dark background with bright lettering. To make certain your slides are legible, view your slides at a distance of 8–10 feet from your computer screen.
  • Avoid using small fonts, which will be illegible from the back of the room. Break up a complex slide into a series of slides. Avoid including critical information at the bottom of the slide, which is not always easily seen from the back of the room.
  • Devote each graphic to a single fact or idea. Illustrate major points, not detailed data.
  • Avoid long or complicated formulas or equations.
  • Use the minimum number of words possible in titles, subtitles, and captions.
  • Use bold characters instead of fancy type.
  • When preparing graphs, avoid more than two curves on one diagram whenever possible. If three or four curves must be used, make certain they are well separated. Label each curve; avoid symbols and legends. Avoid data points unless scatter is important.
  • Colored graphs are very effective as color adds interest, attractiveness, and clarity to illustrations. Contrasting color schemes are easier to see.
  • An introductory and a concluding graphic can improve the focus of your talk.

PowerPoint — can display pictures and text generated with the program or inserted from other sources. If the outside source is a video file, the original file is not saved within the presentation. Source files meeting these criteria must be available on the computer on which the presentation is going to run. Presenters should copy any source video and sound files to the USB flash drive containing their presentation. When in doubt, include the file. Macintosh LZW compressed TIFF files may not display correctly with PowerPoint on a PC.

Fonts — should be standard fonts such as Times New Roman, Arial, or Calibri. If nonstandard fonts must be used, they should be embedded in the PowerPoint file. We recommend a minimum font size of 24 points.

Embedded charts, graphs, and object-oriented graphic files — can be difficult to work with. These file types usually are influenced by the version of the program used to create them, often making them translate strangely on a different system. We recommend that charts or graphics be inserted into presentations in a standard graphics format such as .gif, .jpg, or .bmp.

Movies — saved as MP4s have the best chance of success in PowerPoint. QuickTime’s best compression algorithm, the Sorenson CODEC, does not play within PowerPoint. To avoid problems, convert video files to MP4 format encoded with H.264 (aka, MPEG-4 AVC).

Internet Hyperlinks — will not work on the presentation computers. These computers will be isolated from the Internet for security purposes.

Download Instructions for Electronic Presentations

In addition to the technical tips given above, regardless of the number of talks you have given, we strongly encourage speakers to read this blog post written by Emily Lakdawalla following LPSC 2013: An Editorial on the LPSC 2013 Oral Sessions.