Exhibitor Manual - SIOP 2012, 44th Congress of the International ...

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Speaker preview room – Speaker guidelinesSpeakers are requested to bring theirPowerPoint presentations to the SpeakerPreview Room at least 4 hours before theirsatellite symposium begins.LanguagePresentations as well as all audio-visualmaterial should be presented in English.General instructionsAll presentations are held in MicrosoftPowerPoint on a PC running Windows.If you are using other software than MicrosoftPowerPoint on a PC running Windows(example : Open Office, PowerPoint for Mac,Keynote) please make sure your presentationis converted to Microsoft PowerPoint forWindows PCs before you travel to thecongress (preferably by trying the convertedpresentation on a Windows PC).Presentations in Acrobat PDF format or Wordformat are not accepted.Speakers are kindly requested to respect theallotted time to guarantee a smooth running ofthe sessions.Computer projection will be available. Neitherslide (35mm) projections nor personal laptops(MAC and PC) will be used in the congressrooms. A single computerized system willmanage all projections and will send thepresentations to the assigned congress roomsautomatically. This method guarantees aneasier management, a higher quality ofprojection and a quicker and smoother runningof the presentations. The use of personallaptops (MAC and PC) for presentations willnot be allowedIn the Speakers Preview Room, a technicianhelps the speaker to transfer his or herpresentation into the central congress network.When the transfer is complete, the technicianperforms a quick run of the presentation withthe speaker to check whether the presentationruns correctly and all parts of the presentationare copied.Desktop computers will be available at thespeaker’s secretariat for last minute changesand reviewing your presentation.No more changes can be made inside thesession rooms where the session takes placeIn each presentation room, a technicalassistant starts each presentation at the righttime using the computer connected to thecentral congress network. When thepresentation is launched, the speaker hascontrol and can navigate with a remote device.Technical instructionsDuring the congress, presentations will run onPowerPoint 2010 with a projector resolution of1024 x 768 pixels in 4:3 format (not 16:9).Your presentation should be prepared inPowerPoint 2003, 2007 or 2010. APowerPoint template will be sent to you withthe Last Information Letter. You may use thisfor your slides if you wish.Preferred page setup is landscape orientationwith high-contrast lettering and readable fonts(minimum font size = 24)Use high-contrast colours: light text on darkbackground or vice versaA maximum of 7 lines / slide and 5 words / linewill improve the communication value of yourslide.PowerPoint presentations on USB memorystick (preferred medium) disk or CD Rom mustbe delivered at the Speaker Preview Room atleast four hours before the beginning of thesessionSuggestions to improve a PowerPointpresentation• In general: the smaller yourPowerPoint presentation (in size) theeasier to handle it.• Any movie/image file must be in thesame folder of the Power Pointpresentation and must be copied in thefolder before being included in thepresentation. (1) Alternatively use"Pack and go" or "Package toCD/DVD/USB" in PowerPoint 2003and 2007. For ease of possibleassistance if there is a problem withyour movies (not playing on standardmachines because codecs underwhich the movie was recorded areunknown and uninstalled on standardmachines) we recommend not to usethe new feature in PowerPoint 2010 toEMBED the movies inside yourpresentation. We advice to LINK to themovie file.35
• We suggest putting maximum onemovie per slide.• The following media are recommendedto facilitate the presentation downloadat the Slide Centre: USB memorysticks (preferred medium), CD-ROMsand DVD. It is also possibleto download the presentation from apersonal laptop at the Slide Centre,provided that the speaker stops at theSlide Centre at least four hours beforethe beginning of the session.• Only single projection is available inthe congress rooms, as the Organizerdoes not foresee the doubleprojection.Transitions:• Please don’t use timer controlledtransitions. Timer controlled transitionsare transitions that will switch to thenext slide after x seconds or minutes.This will interfere with our cue lightsystem and confuse you during yourtalk.Pictures:• Do NOT save the picture as BMP orTIFF (size is too big)• Images with .gif and .jpg extensionsare recommended to obtain a lightpresentation (other kinds of extensions- recognizable by Power Point - will beaccepted all the same).• Save the pictures used in yourpresentation on your USB-stick ,CD, orDVD (In case of problems we can reinsertthe original).Video:• Movies must not exceed 50 MB each(50MB is not necessary the limit, wecan handle larger movies without anyproblems but the video may not showup smoothly). Always bring yourmovies on USB-stick, DVD or othersupport, and inform the technicians atthe Slide Centre the day before thepresentation.• MPG (MPEG), WMV or AVI are theonly acceptable video formats• When using videos in (Apple)QuickTime : convert them to MPG orAVI before inserting the video in yourpresentation. QuickTime (MOV, MP4)cannot be played in PowerPoint andthus are not accepted• Save the videos used in yourpresentation on your USB-stick CD orDVD (In case of problems we can reinsertthe original).HTML:• If you use hyperlinks to websites inyour presentations, please downloadthe website to your USB-stick CD orDVD. Try to avoid many differentfolders on the medium.Graphics:• Save the graphics or spreadsheets(Excel) used in your presentation onyour USB-stick CD or DVD (In case ofproblems we can re-insert the originalgraphics or spreadsheets).Fonts:• Try to avoid use of non StandardWindows fonts. If you are usingspecific, non Standard Windows fonts(or if you are using Apple fonts notknown on Standard Windows) then:include the fonts you have used onyour USB-stick CD or DVDApple:• Please give your filename anextension “.PPT”.• Check your presentation on aWindows (preferably Win7 withPowerPoint 2010 ) machine before youbring it to the Congress. This will avoida lot of stress at the Congress: you willnot have to fix things that are notworking after the conversion fromApple to Windows at the CongressAlways try the medium with your presentationon another PC before bringing it to theCongress. And as always make an extra copyof your USB stick or CD/DVD.NOTE (1)Example: create the folder "PRESENTATION"and copy the necessary files for thepresentation in it; then create the Power Pointpresentation including the films that were in the"presentation" folder. Finally save everything inthe "presentation" folder.36
Page 9 and 10: TECHNICAL DATA• The exhibition ac
Page 11 and 12: Responsibility to neighbouring stan
Page 13 and 14: Stand flooringThe stand floor is al
Page 15 and 16: Smoking banSmoking is prohibited in
Page 17 and 18: STAND ACTIVITY AND PROMOTIONEach ex
Page 19 and 20: Prohibited activitiesExhibitors are
Page 21 and 22: DIRECT DELIVERIESOnly material whic
Page 23 and 24: Unloading/ Reloading scheduleform f
Page 25 and 26: Additional exhibitor badgesIf the n
Page 27 and 28: FREE CONGRESS MATERIALEach exhibiti
Page 29 and 30: DISPLAY AREADisplay Material Order
Page 31: EXTERNAL ACTIVITIES GUIDELINES & ME
Page 34 and 35: • Signposting at the Congress ven
Page 38: SERVICES Europa International and B
Page 41 and 42: CONDITIONS OFHIRE1. Europa Internat
Page 43: CONDITIONSOF HIRE1. Europa Internat

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