Lecture Presenter Guidelines

Lecture Presenter Guidelines

For full information on formatting and uploading your presentation, please view the guidelines below.

Abstract Publication

Abstracts accepted by AASLD, AGA, and SSAT will be published in the April 2018 online supplement of Gastroenterology. Abstracts accepted for publication by ASGE will be published in the April 2018 online supplement of GIE: Gastrointestinal Endoscopy.

DDW Registration

All presenters (members and nonmembers) must register for DDW and pay the appropriate registration fees. Please note that early bird rates end April 18, 2018.

Register for DDW

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Review Your DDW Presentation Details and Invitations

Log into the speaker management system to review your speaking invitations. After you access an invitation, click the plus sign next to “Session Information” to view a full list of presentations and speakers scheduled during your session at Walter E. Washington Convention Center.

Prepare Your Slides

Photography Policy

Starting at DDW 2018, the photography policy has been revised to allow photos in session rooms for personal, social or non-commercial use; however, presenters have the right to request no photography, and in those situations, photography is strictly prohibited. In the presentation upload site, there is a “no photos” icon you can download for use in your presentation if you do not want attendees to take photos of your slides. You must include the icon to request no photography of that slide.

Supported Formats

DDW’s presentation management system is optimized for PowerPoint, whether created on a PC or Mac. To take advantage of advanced media support in PowerPoint, we recommend all PPT files be converted to the PPTX format. You can find the convert feature located under “File, Help” when you have your PowerPoint open. PDFs are also supported.

Mac users: Please note that Keynote files are not supported. Please export your presentation as a PowerPoint or PDF file for upload and be sure to review the result at Speaker Headquarters where there will be technicians available to assist you. Prezi files are not currently supported for upload.

Ratio

All meeting rooms will be equipped with a 16:9 aspect ratio screen. You have the option to build your presentation in 16:9 or 4:3. If you prefer to display your presentation in 4:3, please understand that the presentation will be "pillar boxed" with black bars on either side of the 16:9 screen. To change an existing 4:3 presentation into a 16:9 widescreen format, access the "Design" tab in PowerPoint 2013 and click on "Slide Size." In the drop-down box, select "Widescreen (16:9)." If you make this change on an existing presentation, your slides will expand to the new size. Any videos or photos in your presentation may need to be resized so they do not appear stretched. Check animations to ensure the elements line up correctly..

Videos

Please see this article for file formats supported within PowerPoint. Please consider compressing your videos. If you’ve authored your PowerPoint as a PPTX, there are tools within PowerPoint to do this automatically. Instructions can be found here.

If you will be converting or authoring videos, we recommend H.264 encoding at less than a five Mbps bitrate for best performance. The resolution in the meeting rooms will be 1280x720 for 16:9 presentations. A 1080p, maximum bit rate encoding will bloat the size of your presentation with no visual improvement and may actually hurt performance. If you plan to play a DVD as part of your presentation, please notify a technician at Speaker Headquarters so arrangements can be made for assistance in your meeting room.

Custom Fonts

Only fonts included with Office 2013 are supported. For a list of these fonts, see this article. If you plan to use a specialized font, it must be embedded in your PowerPoint presentation. Some licensed fonts may not embed and should be replaced with a font included with Office. Read more for an explanation of this process.

Links to Web Page

Meeting room computers are not connected to the internet. Links to web pages will not function and may cause issues if clicked accidentally during your presentation. We strongly recommend removing all links from your presentation.

Backup Your Presentation

Please bring a copy of your presentation along with you when you depart for your meeting. Copy your PowerPoint and all movies to a folder on a USB or CD-ROM. While PowerPoint 2010 and later will embed movies by default, you should still bring the videos just in case. Prior versions of PowerPoint will not embed movies. It is a good practice to keep a second copy of your presentation and movies in your luggage.

Upload Your Presentation to the Presentation Upload Site

Presentations can be submitted in advance of the meeting via the DDW Presentation Upload Site or at DDW in the Speaker Headquarters (Salon A/B/C). Presenters will receive further instructions and login information by email in April 2018 when the site opens.

Uploading Files

Important: When naming your file, please do not include special symbols (e.g., $ & + , / : ; = ? @ " < > # % { } | \ ^ ~ [ ] ‘) and limit the name to under 30 characters as this will prevent your presentation from uploading through the submission website..

  • Step 1: Use the link that was emailed to you to register and create your account. The minimum length for passwords is six characters.
  • Step 2: Search for your session.
  • Step 3: Click the green "Upload" button.
  • Step 4: Browse out to your upload file/files target location, select the file(s) to upload and click “Open.”
  • Step 5: If your upload is successful, you will receive a pop-up message indicating that the upload was successful and your files will appear listed under the appropriate session/presentation.

Browse Abstracts and Sessions: DDW Mobile App

With the DDW Mobile App, you will be able to search all sessions and posters, including full-text abstracts, to find the ones you want to attend. You will also be able to search for exhibitors and their products and services and locate their booths on a map. The full app, along with a desktop version, will be available for download in April 2018.

At the Meeting

Speaker Headquarters is located in Salons A/B/C of the Walter E. Washington Convention Center. Hours of operation:

  • Friday, June 1: Noon–8 p.m.
  • Saturday, June 2 to Tuesday, June 5: 6:30 a.m.–5:30 p.m.
All speakers must check in at Speaker Headquarters at least 24 hours prior to their scheduled presentations. If you do not submit your presentation in advance of the meeting via the DDW Presentation Upload site, it must be loaded at Speaker Headquarters to ensure the quality of your presentation(s) including fonts, bullets, outlines, animations, etc. While in the Speaker Ready Room, you may also pick up a speaker ribbon for your nametag.

Computers at Speaker Headquarters will be configured with the same hardware and software as those in the meeting rooms to allow you to verify that your file will display properly during your session. All presenters are required to submit their presentations no later than 24 hours prior to their presentation times.

When you enter Speaker Headquarters, you will be asked to log into the presentation management system. You may log in using the information that was emailed to you by PresentationManagement@freemanco.com. Or, if you do not recall your password, please click “Reset Password.” If you are logging in for the first time, click “First-time User.” It is imperative that you review your presentation at Speaker Headquarters where technicians can help resolve any compatibility or formatting issues and explain the in-room setup.

Speaker Practice Room

Located in Salon E, the Speaker Practice Room will be available for you to rehearse and prep for your presentation. The Speaker Practice Room is equipped with the same hardware and software as those in the presentation rooms. You will be able to reserve a time slot on-site.

In the Session Room

screen.pngPlease arrive at your designated meeting room 15 minutes before the start of your session. There will be a monitor at the lectern where you can follow your presentation (see image). To start your presentation, simply click your name on the display and then select the start button. Your presentation will begin automatically. At the end of your presentation, the display will return to the full list of presenters. Speak directly into the microphone in a normal voice and do not handle the microphone while speaking.

If you have any difficulties or need any assistance, click the REQUEST ASSISTANCE button (denoted by a red flag) and a technician will immediately be sent to your room.

More Meeting Information


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