Please carefully review the information below to ensure that you have not missed any important steps in preparing for your presentation at the Meeting of the Americas.

Prepare Your Presentation

Acceptable formats for presentations:

  • PowerPoint (.ppt .pptx)
  • Keynote (Keynote files will need to be compressed (Zip)*
  • PDF

Apple Macintosh Users: *Individuals using Apple Keynote will need to compress (Zip) their keynote file in order to upload it to the pre-submission website. To compress (Zip) your keynote file right click the file and choose “Compress”. You will now have a ‘.zip’ version of your keynote file that can be uploaded to the pre-conference website.

  • Graphics must be well designed, simple, and legible to everyone in the audience.
  • Use as few graphics as possible for the time allotted. As a general rule, use one graphic for each 1 or 2 minutes of presentation time.
    • Presentations are most readable on a dark background (blue, for example) and bright lettering (yellow or white). It is helpful to step 8-10 feet back from your computer screen and make sure your slides are legible. Avoid using small fonts that will be illegible from the back of the room, and break up a complex slide into a series of slides.
      • Devote each graphic to a single fact, idea, or finding. Illustrate major points or trends, not detailed data.
      • Avoid long or complicated formulas or equations. Each graphic should remain on the screen for at least 20 seconds.
      • Use the minimum number of words possible in titles, subtitles, and captions.
      • Standard abbreviations are acceptable.
      • Use bold characters instead of fancy fonts.
      • Table preparation: Use not more than three or four vertical columns or more than six or eight horizontal rows. Information is hard to read with more columns or rows. Avoid vertical or horizontal rules as they distract the eye and clutter the graphic. Whenever possible, present data using bar charts or graphs instead of tables.
      • Graph preparation: Avoid more than two curves on one diagram; a maximum of three or four curves may be shown, but only if well separated. Label each curve; Avoid symbols and legends. Avoid data points unless scatter is important.
      • Colored graphs are very effective. Color adds attractiveness, interest, and clarity to slide
      • and view graph illustrations and should be used whenever possible. Contrasting color schemes are easier to see.
      • Examine every graphic and view each under adverse light conditions before presenting at a meeting. It is not often possible to provide excellent lighting at meetings.
      • An introductory and a concluding graphic can greatly improve the focus of your talk.
      • Upload your presentation by Friday, 10 May at

         Determine Your Audio/Visual & Equipment Needs

        All oral session meeting rooms are equipped with the following audiovisual equipment:
        (1) LCD projector
        (2) Computers (2 Windows-based PCs)
        (1) Screen
        (1) Laser pointer
        (1) Speaker timer
        (1) Podium microphone
        (1) Wireless lavaliere microphone

        Computers in the oral session rooms have the following configurations:

        List of Preferred Media (Video/Audio) Formats: (.wmv) (.mpg) (.avi) (.mov). Please try to keep the video files size to less than 20MB if possible. Use short video segments when needed.

        List of Specific Compatible Codecs:

        Microsoft – RLE, Video1, Windows Media Series 8 and 9 Divx 3/4/5
Intel Indeo Video

        <= v.5.11
TechSmith Screen Capture Codec

        Huffyuv Lossless Codec
Asus Video Codec, On2VP3, ATI VCR and YV12 Codecs

        Cinepak, MJPEG

        Please contact the technical support team at with specific questions not covered in the style guide. When contacting the support team, please include the Operating System and Presentation software version numbers you are using on your computer along with any specific information you have on video/graphic file types you would like to use. Also, please include your paper number in any correspondence.

        Presentations should be reviewed in the Speaker Ready Room to be certain the fonts are displayed correctly.

        Create a Backup Copy of Your Presentation

        We recommend you bring at least two copies of your presentation to the meeting in case there is a problem with one.

        Speaker Ready Room

        Coba Lounge, Level 2, Cancun Center
        Hours of Operation
        Monday, 1:00 PM-7:00 PM
        Tuesday-Thursday, 7:00 AM-6:00 PM Friday, 7:00 AM-3:00 PM

        All speakers are required to check into the Speaker Ready Room at least 24 hours before their presentation. It is recommended that you visit the Speaker Ready Room in the building where your presentation is scheduled.

        Checking in at the Speaker Ready Room is the most important step you will take to ensure your presentation is a success. ALL speakers are required to check into the Speaker Ready Room. Those presenting on Tuesday, 14 May must check in Monday, 13 May between 12:00 pm and 7:00 pm. We strongly suggest that presenters scheduled for Tuesday, 14 May use the pre- submission option:

        When reviewing your presentation, make sure all fonts appear as expected and all audio/video clips are working properly. You may edit your presentation at this time. When you are finished reviewing your presentation and verifying it is ready, audiovisual personnel will queue your presentation.

        The file will then be transferred to the computer network at the meeting. When the presentation is to be given, the file will be loaded on the computer in the oral session room. Once the presentation has started, the speaker will control the program using a computer mouse. At the end of the meeting, all files will be destroyed.

        Laptop Support

        Personal laptops cannot be used in meeting rooms while giving your oral presentation. You must load your visuals from the Speaker Ready Room. Speaker Ready Room personnel are not responsible for your devices, i.e., memory cards, disks, laptops, etc.

        In order to support presenters who want to review and modify their presentations while at the Meeting of the Americas, there will be support for file transfers. If you plan to do this, bring a backup of the presentation on alternate media, including CD-ROM, DVD, or USB storage device, in case there is a problem transferring the file from the laptop. The AV support personnel will attempt to transfer the file from a laptop to the network. This may include connecting a flash drive or external hard disk to the laptop, or configuring a network card. If you have a network card, bring it with you. Plan extra time in order to be certain the files can be transferred. Please make sure you have all power, video, and networking adapters.


      • You will be required to provide identification in order to submit your presentation and also to access it in the Speaker Ready Room.
      • Presentation media is returned to the speaker.
      • Floppy and CD/DVD drives on the computers are disabled so no presentations can be copied.
      • External storage devices will not function on the meeting room computers.
      • Cameras and video equipment are not permitted in the Speaker Ready Room.
      • Give Your Presentation

      • Be considerate of other speakers and the audience by staying within your allotted time.
      • The time allotted for your presentation includes 5 minutes for discussion and changeover to the next speaker. Session chairs will hold you to the allotted time. This is essential to ensure adequate time for questions and discussion as well as adherence to schedule.

      • Please discuss the material as reported in the abstract.
      • Prepare your presentation in advance so that your ideas are logically organized and your points clear.
      • Take time to rehearse your presentation. If your presentation runs longer than the allotted time, eliminate the least essential material and rehearse again.
      • Give an opening statement to acquaint the audience with the nature and purpose of the study. Speak slowly and clearly. Word choice should be simple: use active words and short sentences.
      • Use the public address system, and speak into the microphone and toward the audience.
      • When using the microphone clipped to your lapel, it is difficult for the audience to hear if you turn your head away from the microphone. If you need to see what is on the screen, have copies at the podium.

      • If you have special needs such as ramp access to the riser or a modified lectern height, please contact
      • PSAV Contact Information:


        For questions regarding the online submission website, please email: or call 214-210-8006.