Guideline for Oral Presentation


Speaker Guidelines

We have 20-minute oral presentations, 30-minute oral presentations, and 5-minute oral posters.

If you give a 20-minute talk, you should allow 3-minute discussion within this alloted time. A 30-minute talk assumes 5-minute discussion within the allocated time. No discussion is assumed for 5-minute oral posters.

All oral presentations will be in the Main Convention Hall, and visual presentations should be made electronically using the beamer equipment provided by the EPOCHAL Convention Center.

The Preview/Testing Area is available for speakers in the Room 202A.

Speakers must upload their presentation to the LINAC10 SPMS server following the instruction below. Use of individual laptops cannot be accommodated. The deadline for the presentation upload is at 15:00 on the day before your talk for invited speakers and at 17:00 on Sunday September 12 for all the speakers in oral poster presentation.

Any special requirements concerning visual aids should be addressed to the local organizers (LINAC10 Presentation Manager, Nobuhiro Kikuzawa) well in advance of the conference.

See the Guidelines for Paper Preparation for information concerning file upload. Please note that in addition to the presentation we require a PDF file of the presentation for inclusion in the conference proceedings.

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

For PowerPoint files, use only TrueType fonts and embed them:

To embed fonts in PowerPoint 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 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.

The following software will be pre-installed on the computers for the presentations:

  • MS Office Home and Student 2007, Win Zip, Internet Explorer, Firefox and Acrobat Reader will be installed for Windows PCs.
  • MS Office Hoem and Student 2008, Safari, Firefox and Acrobat Reader will be installed for Macintosh.

Before the Conference starts

Please upload your electronic presentation to the LINAC10 SPMS server as early as possible but at latest by 15:00 on the day before the presentation (17:00 on Sunday for the speakers in the oral poster presentations). Name the file with the program code and "_talk" (for example MO104_talk.ppt) and then upload in the same way as for papers through your LINAC10 account. You can find the program code assigned to your presentation when logging into the LINAC10 SPMS server.

Those authors who are unable to upload to the server should copy the file to a CD or memory stick and bring it to the Preview/Testing Area in the Room 202A at least one day before the presentation.

Note that the computers used for the beamer presentations will be PC's with Windows 7 and Macintosh with Mac OS 10.6 installed. There will be no provision for authors to use their own computers and if this will cause you problems, please contact the Presentation Manager as soon as possible.

No overhead projector is planned. Please contact the Presentation Manager if this is a problem.

At the Conference

Those speakers who have not uploaded their files in advance should either upload from the venue, or deliver them (PowerPoint, PDF) to the Preview/Testing Area in the Room 202A. Here the presentations can be checked and loaded on the LINAC10 SPMS server.

Before your session, check back that everything has been loaded correctly. Slides that have been successfully captured will be published on the web version of the proceedings with your consensus.

Official opening hours of the Preview/Testing Area in the Room 202A:

  • Sunday 15:00 - 18:00
  • Monday 8:30 - 18:00
  • Tuesday 8:30 - 18:00
  • Wednesday 8:30 - 12:00
  • Thursday 8:30 - 18:00

If you find any problem, please contact the Presentation Manager at the Proceedings Office (Room 202B).

During the Presentation

The Scientific Secretary on the podium will help you with your presentation. Please contact him just before the session with your talk starts.

On the podium you will be presented with a laptop displaying your presentation, a powerful laser pointer and a simple remote to control your presentation.

The remaining time of your talk will be displayed on a small timer located on the podium.

Please do not hesitate to contact the Presentation Manager for further clarifications.