CX will only accept presentations in PowerPoint format (versions 2007/2010/2013/2016).
Due to the limited time between speakers, the playback of presentations from personal laptops at the lectern will not be allowed. All presentations must be run via our playback system, and therefore we need copies in advance.
If your presentation has been created in PowerPoint for Mac, we recommend you test it in advance using a Windows version of PowerPoint. We also recommend that you use fonts common to both systems (Arial, Courier, Georgia, Times New Roman, Trebuchet MS, Verdana) as our playback system is Windows-based.
If your presentation includes audio, videos, images or animations, our playback system requires these to be embedded within the PowerPoint presentation itself, rather than provided as separate files (known as “linked” items). This is only possible if the presentation is saved in the pptx format rather than the older ppt standard. If you are unsure of how to check this, our production staff can provide assistance via email at firstname.lastname@example.org. Instructions are also included in the Guidance Notes below. This will be checked by staff in the Speaker Ready Room before your presentation is uploaded to our systems. Please ensure that you bring a backup copy of all audio, videos, images or animations with you on a USB stick so that we are able to correct any issues with embedded files.
Our preferred video format is MP4 (usually a file ending .mp4 or .m4v), however the following file formats are also acceptable.
|Windows Media file||.asf|
|Windows Video file||.avi|
|MP4 Video file (preferred)||.mp4, .m4v, .mov|
|Movie file||.mpg or .mpeg|
|Adobe Flash Media||.swf|
|Windows Media Video file||.wmv|
Please email your presentation to Cathy Mowat – email@example.com – by the 16th April.
When you send your slides, please ensure you put the name of speaker, date, time and location of the talk in the email.
We have over 300 faculty so this is crucial as it will enable our AV team to quickly and correctly allocate the file.
In order to ensure compatibility of your presentation with our systems, please bring bring a copy of the PowerPoint file (along with any embedded files) on a USB stick, on the day on which you are speaking at least 2 hours in advance of your presentation to the Speaker Ready Room. This will be open from 7:00am each morning, and will also be open on Monday, 25th April from 2:00pm to 6:00pm. The Speaker Ready Room is in the Grand Hall on the right-hand side, near the Faculty Lounge. Staff will be on hand to direct you.
Technical guidance notes
- Ensure you lay your presentation out within the “title safe area” of the screen. Essentially, this means that you should not place text, graphics or logos close to the edge of the screen.
- Aim to use font no smaller than 24pt where possible.
- Check that all audio, video, images or animations are embedded within the presentation, and not linked. (File – Info – Related Documents – Edit Links to Files – Select all Files, then click “Break Link”). If the “Edit Links to Files” option is not shown, then your presentation has no linked files.
- Use PowerPoint’s facility to compress pictures for screen shows to keep file size down. This allows presentations to load and run quicker. (File – Save As – Tools – Compress Pictures).
- If using non-standard fonts, please embed them within the presentation. (File – Save As – Tools – Save Options – Embed fonts in the file – Embed all characters).
- When saving your presentation to USB stick, please use the “Package Presentation for CD” option to ensure that all audio, video and animation files are captured. (File – Export – Package Presentation for CD – Package for CD – Copy to Folder). This ensures that any erroneously linked files are also saved along with the presentation, allowing us to to correct the issue in the Speaker Ready Room.
- All instructions provided above are based on PowerPoint 2016 for Windows (the latest version). If you have any questions regarding the compatibility of your presentation with our systems, please email firstname.lastname@example.org for assistance.
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