Presentation Guidelines: Oral
Presentation Formats
We recommend PowerPoint for all users, but can accept .PDF documents. If you plan to use something else, please send an email to cstech@optica.org in advance of the meeting so that our IT staff can ensure your presentation will work properly.
The “pack and go” feature of PowerPoint may also be useful if there are video or sound files associated with the presentation. Select "File/Pack and Go". It will create a single compressed file, which will contain all the video and sound files. Once transferred to the meeting room computer, it can be unpacked in Powerpoint.
All video files should be .mp4 saved as H.264 format so they will run properly on the computers provided. Presentations should be reviewed once transferred to the meeting room computer to be certain fonts are displayed correctly.
Slide Design Considerations
- Projector ratio is 16:9.
- Make your presentation substantive, not commercial. Limit the use of company/product names. Focus on technical content. Avoid animation or flashy graphics that add no useful information.
- Corporate logos must not distract from content.
- Do not include proprietary or copyrighted material in presentations.
- For content, use at minimum a type size of 24 point and a sans serif typeface such as Helvetica or Arial.
- Avoid using more than three colors and types of fonts. Use color for emphasis only. White or yellow lettering on a blue background is attractive and easy to read. Avoid red and green text. Be considerate of those that are colorblind.
- Avoid using more than three styles of slide transitions or animations.
IMPORTANT NOTICE: Due to licensing restrictions, the use of music in presentations, including accompaniments to video presentations, is prohibited.
Audiovisual Equipment
Each session will contain the following audiovisual equipment:
- Laptop computer with Windows 11 and MS Office 2019 and PDF reader
- Podium microphone
- Projector for computer presentations
- Wireless slide advancer
- Laser pointer
- Projection screen
- Speaker timer
Uploading Your Presentation
Deadline to Upload: by 07:00 on Day of Presentation
All on-site presenters are required to upload their presentations onto the computer of their assigned presentation room no later than 07:00 on the day or their presentation. Presenters may upload their presentation by visiting the presentation room during breaks that are longer than 30 minutes or after the sessions have concluded for the day. You should review your presentation in advance of uploading to the computer to make sure all fonts appear as expected and all sound/video clips are working properly.
Save your file on a flash drive for easy transfer to the presentation room computer. A folder for each day of the meeting will be pre-loaded on the computer. Your presentation should be saved in the appropriate day’s folder by your presentation ID. Please make sure you have all power, video and networking adapters.
An audiovidual (AV) person will be in every meeting room no later than 15 minutes prior to the session to provide instructions on pulling up your presentation in the session computer to ensure a smooth integration of speakers. Be sure to arrive to your session no later than 15 minutes before the session start time to receive these instructions.
At the end of the meeting, all files will be destroyed, and the computer hard drives will be reformatted.
Withdrawing a Paper
Send an email to cstech@optica.org with the paper’s title, control number and reason for withdrawal.
Publication
Summary papers will be published in the exact format in which they were submitted three months after the meeting. Papers of unregistered authors will not be published on the Optica Publishing Group's platform.