Speaker Guidelines

Speaker Guidelines

Presentation Information and Instructions

All speakers must visit the Speaker Ready Room (see below) at least 4 hours before their presentation. Standard meeting room setup for all sessions will include a data projector, a PC computer, a laser pointer, a microphone, and a screen.

New for 2016… 16:9 High Definition Projection in all session rooms

AAI will be providing computer systems and projectors that display at 1920 x 1080 resolutions. This high definition display will enhance the quality of your presentation by providing a bright and clear display of your presentation in the session room.

Please note that in order to take full advantage of the widescreen displays you should create your presentation in 16:9 aspect ratio. From within PowerPoint, click on the “Design” tab. Click “Page Setup.” PowerPoint will default to Slides sized for: “On-screen Show (4:3).” Change the setting to “On-screen Show (16:9) and click OK. (See below)Presentation Size

If you do not format your presentation in 16:9, the presentation will display with black bars to the left and right and will not fill the screen properly.

Speakers should arrive in the session room at least 10 minutes before their session begins. AV technicians will be present at every session. Please note: presentation computers do not have internet access.

When preparing the presentation, use standard fonts (e.g., Times New Roman, Arial, Verdana, and Tahoma).

PC computers will be provided in all of the session rooms. If speakers have presentations prepared on a Mac, the A/V Team will work with them in the Speaker Ready Room to transfer their presentation to the PC to make sure it is functional. This must be done at least 4 hours prior to presentation, and MUST BE DONE IN THE SPEAKER READY ROOM, NOT THE SESSION ROOM. MAC users who wish to use their personal laptops for their presentations are not required to visit the Speaker Ready Room. They must arrive at the session room at least ten minutes before the session start time and the A/V technician in the room will connect their MAC to the projector.

All presentations should be brought on a flash drive or a CD-ROM/DVD. Any external files utilized, e.g. movie files, must be included in the same folder as the presentation.

Speakers should test their presentations on a PC computer prior to attending the meeting to ensure that the fonts are standard and components such as movies are included rather than merely linked in the presentation.

The operating system on the session-room PC will be Windows 2010, and software will include: Microsoft Office, Adobe Acrobat Reader, QuickTime*, Flash Player.

*Due to additional processing time that may be required, ALL QuickTime users must come to the Speaker Ready Room at least 24 hours before their session to test their presentation.

We recommend that speakers bring a backup of all presentations on an alternative storage medium to cover the possibility of luggage loss, theft, and/or incompatibility.

With the exception of MAC users, speakers will not be permitted to use their personal laptops for presentations.

Speaker Ready and Practice Room
Room 613-614
The Speaker Ready Room will be open:

  • Friday, May 13: 12:00 PM – 6:00 PM
  • Saturday, May 14: 7:00 AM – 6:00 PM
  • Sunday, May 15: 7:00 AM – 6:00 PM
  • Monday, May 16: 7:00 AM – 6:00 PM
  • Tuesday, May 17: 7:00 AM – 12:00 PM

All speakers are required to check in at the Speaker Ready Room to upload their presentations. Once your presentation is uploaded in the Speaker Ready Room, it will automatically be sent to your assigned presentation room.

Although we recommend all speakers visit the Speaker Ready Room 24 hours before your presentation, please plan to check in at least 4 hours in advance of your session to upload your presentation and ensure that the presentation displays correctly on the equipment provided.