Organizers of Exhibition Theatre Panel Sessions

Quick Checklist

  • If needed, get a PowerPoint template here
  • Collect all your Exhibition Theatre Panel presentations
  • Upload all your Exhibition Theatre Panel presentations here until Friday, 06 March 2015 23:59:59 CET
  • At least half a day before the session visit Audio/Video Office to check all presentations


This document describes the guidelines to prepare and present audio-visual materials at DATE. Please read all instructions carefully and follow them strictly to maintain the highest possible standards. Even experienced speakers should read the following paragraphs, as they cover several problems that have arisen over the years.

General Rules for Preparing AV Material

When preparing your AV material, keep the time limit for your presentation in mind. All slides must use landscape format. Color should be used carefully and color combinations resulting in a low contrast (e.g. dark blue on black) should be avoided.

The first slide should contain the title of your paper and the author names, your affiliations and your company, university or funding logo (if applicable). This will be the only page where logos are permitted.

Please make sure that also index expressions are clearly visible and use an appropriate font size.

Keep your material simple and uncluttered. Program listings and very long equations should be avoided. Tables should be represented graphically, wherever possible. Do not use the valuable space on your slides for large company logos and other elements that do not help in motivation or understanding your work. Duplicates of slides should only be produced in case the same information is needed twice.

Each conference room will have the following equipment: video projector/screen, microphone, Microsoft Windows 7 Laptop running a presentation management system hosting your previously uploaded slides, Logitech R800 Presenter with bright green laser pointer and slideshow remote controls. Connection of private laptops is generally not allowed due to technical limitations. No exceptions.

The conference laptops are supporting Microsoft PowerPoint 2010 (PPT, PPTX) and all prior versions as well as Adobe Acrobat (PDF) v1.4 compatible without applied security settings. You can also create your presentation with your preferred program application, as long as you can save or export it in this specific file formats. To speed up your start, we provide a PowerPoint template presentation. You are encouraged to use this template to prepare your presentation. Press here to download the PowerPoint file. Macintosh users: please convert your file to PC format or PDF before you leave for the conference. Be aware that PowerPoint Mac-to-PC conversions can lead to unexpected results, especially with fonts, certain formats of embedded graphics, and special characters (ASCII characters 128 to 255). To avoid questions of PowerPoint compatibility, please embed all used fonts, covert them to vectors or use only compatible fonts (e. g. Arial, Courier New, Lucida Sans, Times New Roman, Verdana).

PowerPoint externally linked videos are not supported. Embedded video support is limited due to the variety of available codecs. If you have video content to show, please get sure that your codec is part of the Windows 7 Codec Pack. Audio is not supported. Several other video codecs may work (use at own risk). Limited video conversation capabilities are available via the A/V staff at the conference. The exact A/V room location will be announced at the conference and can be obtained from the registration desk.

Presentation Submission:

DATE will provide a centralized presentation management system for all speakers. All presentations need to be transferred to the notebooks used for presentations before conference start. Please collect presentations from all speakers of your session and upload them to the corresponding slot using the web-based upload service. Only one file per talk is allowed. The correct filename is set automatically by the server. The passwords required for upload as well as for presentation check at the conference location will be sent to the Organizers of Special Session some weeks before the conference starts. Please do not mix up the passwords. Each password is for the pointed presentation only. The upload service will close on Friday, 06 March 2015 23:59:59 CET. Depending on the available internet access on-site, the upload server might reopen again when the conference starts to provide last-minute updates. As a backup, you are required to take your presentation file with you to the conference (CD/DVD/Memory-Stick). You will not be allowed to use your own laptop for presentation. No exceptions.

At the Conference:

All presenters are required to meet with the local conference Audio/Video staff at least half a day before their talk to check their presentation at one of the conference computers. It is possible to advance the slides by using a remote control, the keyboard, or a mouse. As in previous years, you will need to be very careful with the use of animation. There may be a delay from when you push the button and when the next feature or slide appears, and multiple pushes may advance your presentation too far. Also, because of potential problems, pre-timed presentations will not be allowed. Please limit the file size to less than 25 Mbytes (except video content) to minimize problems with storage and access speed that can result in a distorted or incomplete presentation.

Presentation Preview:

Preview computer systems, identical in software and hardware to the one used for presentation, will be available in the Audio/Video office at the conference. This room can be used at any time during the conference for presentation concerns. Since this facility will be shared between multiple presenters, its use can be limited and it will not be available for editing presentations or for rehearsal. Please bring your own laptop if you want to edit your presentation on site.

Speakers or Special Session Moderators must check their presentation at least half a day before their talk. The notebooks for slide checks will be available from Monday morning. There will be technicians available at the conference to help in case of any technical problem.


Please be in the session room at least 20 minutes before the actual session starts. Make yourself familiar with the technical equipment. During your presentation you should keep in mind your time limit. The session moderator will stop your presentation if it takes more than your allocated time slot.