Oral Presentation Instructions
Thank you for presenting at the State of the Arctic Conference, 16-19 March 2010 in Miami, Florida, USA.
Please read the guidelines below for important details about your oral presentation for the State of the Arctic Conference. The details below include information about preparing your presentation, audio/visual capabilities, and how to submit and preview your presentation.
Presenters MUST visit the Speaker Ready Room (Terrace Level, Next to Registration) to upload and test their talk by 5:00 pm the day prior to your presentation. On Monday, 15 March the Speaker Ready Room will be open until 9:00 pm. If you need to make alternate arrangements, please contact kristin [at] arcus [dot] org (Kristin Timm), ARCUS.
Please use the checklist below to ensure that you have not missed any important steps in preparing for your oral presentation.
- Prepare your presentation
- Determine your audio/visual needs
- Upload your presentation
- At the meeting, check into the Speaker Ready Room (Terrace Level, Next to Registration)
- Give your presentation
After the meeting, all presentations submitted will be converted to PDF and available on the State of the Arctic website. If you DO NOT want your presentation slides available as a PDF online, please notify Speaker Ready Room staff or helen [at] arcus [dot] org (Helen Wiggins).
Preparing For Your Presentation
Acceptable formats for presentations:
MS Windows: Microsoft PowerPoint, Acrobat PDF
Macintosh: Microsoft PowerPoint, Acrobat PDF, Apple Keynote
State of the Arctic presenters are expected to explore the themes of the conference. As possible, speakers should draw connections between their presentation, other talks in the session, and the overall goal, which is to review our understanding of the arctic system in a time of rapid environmental change. Please review the State of the Arctic Program as you develop your talk.
State of the Arctic participants will be quite diverse in their scientific knowledge and interests. The audience includes researchers from many disciplines, policy makers, educators, federal agency staff, members of the media, students, and interested public. Although the majority of participants are from the U.S., the audience includes an international contingent. Attendance is expected to be over 350 participants. The participant list is updated daily.
All presentations may be photographed. Additionally, all plenary presentations will be video taped and presented to an Internet audience via a real-time webcast.
Determining Your Audio/Visual Needs
All oral session rooms are equipped with the following audio/visual equipment:
- 1 LCD projector
- 1 Computer (May be Macintosh or PC)
- 1 Projection Screen
- 1 Presentation Controller (Includes laser pointer, forward and reverse buttons, and vibrating timer)
- 1 Podium Microphone
- 1 Lavaliere Microphone
- In-room sound system connected to presentation computers
- Wireless microphones for audience questions
If you wish to show a video during your presentation, the MPEG-4 format is preferred, however, any format that is Perian compatible should run properly on the computers provided.
Presenters will have access to high-speed Internet during their presentations.
Uploading Your Presentation
Upload Before the Conference:
Presenters can pre-upload their presentations until 12:00 noon Eastern Time on Monday, 15 March 2010.
Online pre-submission is strongly encouraged. If you submit your presentation beforehand, you will save time in Miami waiting to upload and preview your presentation.
Instructions to Pre-Submit Your Presentation:
Save your presentation using your last and first name in the following filename format: Lastname_Firstname.ppt
Go to the ARCUS FTP Upload Site: http://www.arcus.org:2100
Login at the site using the following information:
Click on the folder named, "State of the Arctic Presentations"
In the left-hand menu, select "Upload File(s)"
Browse and find your presentation, and click "Begin Upload"
If you have problems uploading, please e-mail your questions to zeb [at] arcus [dot] org
ARCUS staff will receive an automatic notification that your presentation has been uploaded. We will check to make sure it opens and send you a confirmation email.
When you get to Miami, visit the Speaker Ready Room to preview your presentation. Even if you upload you presentation beforehand, you must check in at the Speaker Ready Room. The hours for the speaker ready room are listed below.
We recommend you bring at least two backup copies of your presentation to the meeting. The following media devices will be supported:
- Any USB storage device
- CD-R/RW, DVD-R/RW
Upload At the Conference
Starting Monday, 15 March 2010 at 1 pm, you may upload your presentation at the conference by visiting the Speaker Ready Room during the hours listed below.
Speaker Ready Room Hours:
Monday 15 March: 1:00 pm – 9:00 pm
Tuesday 16 March: 7:00 am – 5:00 pm
Wednesday 17 March: 7:00 am – 5:00 pm
Thursday 18 March: 7:00 am – 5:00 pm
Friday 19 March: 7:00 am – 9:00 am
We recommend you bring at least two backup copies of your presentation to the meeting in case there is a problem with one. The following media devices will be supported:
- Any USB storage device
- CD-R/RW, DVD-R/RW
Presenters MUST visit the speaker ready room to upload and test their talk before 5:00 pm the day prior to your presentation.
If you need to make alternative arrangements, please email Kristin [at] arcus [dot] org.
Check in at the Speaker Ready Room
IMPORTANT: Personal laptops cannot be used for your oral presentation during the plenary or parallel sessions. You MUST load your presentation from the Speaker Ready Room.
Presenters MUST visit the speaker ready room to upload and test their talk before 5:00 pm the day prior to your presentation. If you need to make alternative arrangements, please email Kristin [at] arcus [dot] org.
Speaker Ready Room Hours:
Monday, 15 March: 1:00 pm – 9:00 pm
Tuesday, 16 March: 7:00 am – 5:00 pm
Wednesday, 17 March: 7:00 am – 5:00 pm
Thursday, 18 March: 7:00 am – 5:00 pm
Friday, 19 March: 7:00 am – 9:00 am
When reviewing your presentation, make sure all fonts appear as expected and all audio/video clips are working properly. When you are finished reviewing your presentation and verifying it is ready, ARCUS personnel will queue your presentation to be loaded on the computer in your session's room.
A printer will be on hand in the Speaker Ready Room to print your slides/notes.
If needed, you may make edits or changes to your presentation outside the speaker ready room using a bank of public use computers.
Giving Your Presentation
Oral presentations will be held between five rooms across the conference facility. Please visit the conference program and map of the conference facilities to determine your room location.
Session conveners will provide a short introduction to each presenter and ARCUS staff will queue up your presentation on the in-room presentation computer. Once the presentation has started, the presenter will control the program using a wireless remote with forward and backward buttons and a presentation timer.
Session chairs and ARCUS staff will be on hand to time presentations and will alert presenters at the 5, 2, 1, and 0 minute intervals. Plenary presenters will also have a large podium timer.
For questions about presentation logistics, please contact kristin [at] arcus [dot] org (Kristin Timm). For questions about the sessions or the content of your talk, contact helen [at] arcus [dot] org (Helen Wiggins).