Presenter Guidelines

• Name your presentation file – Please name your presentation according to this example: YYYYMMDD-lastname-title, where YYYYMMDD is the year, month, and day the presentation is scheduled; lastname is your last name, and; title is a shortened version of the topic or session title, lowercase. For example, a PowerPoint presentation on perfSONAR given on 17 Feb 2021 by Matt Zekauskas would be named 20210217-zekauskas-perfSONAR-Update.ppt.”
  
  
• Use an accepted format – Please save your presentation in one of the following formats: PowerPoint (ppt, pptx), Keynote (key), or Portable Document Format (pdf). Online applications like Prezi may be used, but if so, please make sure to follow the next step! Please note: All conference projectors support 16:9 (widescreen) format.
  
  
• Save a copy in PDF format – If your presentation is not already in PDF format, please provide a copy of your presentation in PDF format for online posting. This gives you a chance to review the converted copy and ensure that the information and graphics appear as you intended.
  
  
  NOTE: It is Internet2’s practice to make all presentations available as PDF files to ensure the highest accessibility for our online audience, and to help protect speakers’ copyrights. Both the presentation and PDF versions should have the same name (except for the file extension). If you would like your presentation to be posted online in PowerPoint format (for instance, because it includes some important animations that cannot be translated into PDF format), please include a note to that effect in your submission email message.
  
  
• Submit your presentation (and PDF copy) to presentations@internet2.edu on or before Thursday, May 4, 2023. Please note: Meeting support may contact you if you do not submit your presentation before the deadline.

Delivering Your Presentation

Here are some simple tips to help make your presentation a success.

• Please practice giving your presentation before the meeting.
• Please confirm your presentation time with the meeting support personnel.
• If your presentation includes a panel of speakers, please sit in your speaking order. The first speaker should sit closest to the podium.
• Indicate if you are the moderator of a panel and please notify meeting support if there are any speaker cancellations.
• Speak directly into the microphone at all times. Ask questioners to walk to the microphones provided to ask questions, or repeat the question into the microphone. Audience members will not be able to hear content delivered off-microphone.
• Presenters may bring a printed handout. The meeting support personnel or room monitor will be available to help you place them or hand them out to attendees.
• Presenters are required to use their own laptops. Internet2 will provide an HDMI cable so you should bring your own HDMI-capable computer or dongle and be ready to plug it in.

Especially for Webcast Presenters

Webcast sessions have special technical requirements. This information will help ensure a successful experience for meeting participants.

• Deadline: Final versions of slides must be submitted by 12 p.m. (noon) EST the day before your presentation is scheduled. If no material has been received by this deadline, your presentation will be rescheduled.
• Unless you submit a Refusal to Record Request, your session will be recorded and made available to online attendees and offered for download on the event website as part of the conference proceedings.
• The webcast venues for the 2023 Community Exchange have not yet been identified; speakers at these sessions will be alerted by email once the room assignments are final. Speakers presenting in a webcast venue must use the podium laptop provided by Internet2.
• A clicker with a built-in laser pointer will be provided on the podium for your convenience. You may use it to advance your slides or to point out specific areas of interest on the screen.
• Podium laptop keyboard and controls remain active during presentations, so you can also use them to control your slides, or to navigate to a website URL with an installed web browser. If you need to run applications other than a browser, need to run multimedia files, or have any other requirements not covered here, please contact presentations@internet2.edu with your specific needs.
• If you are presenting in a webcast venue, and your presentation includes other multimedia files(video, audio, etc.), please inform presentations@internet2.edu when you submit your presentation and describe the additional files you’ll be using. You will be asked to provide these files in advance of the presentation, so they can be uploaded to the podium laptop.
• Please inform meeting support personnel of the session format. For example:
• Will one presenter speak at a time, followed by a panel discussion?
• Will you require the panel microphones to be activated during the presentation or will you move to the podium to answer questions?
• NOTE: Meeting support personnel must control microphone muting to protect against feedback. Please do not attempt to turn the mics on or off from the podium or the aisles!
  
  • Please turn cell phones completely off. Muted cell phones can still cause audio static.
  • Please keep the panel and presentation area clear of debris. We are broadcasting in high definition. The camera picks up everything.
  • Please remove your conference badge.
  • Panel members should not bring their laptops to the panel or use them during the presentation.
  • Laptops compromise the video image and cause distraction when opened, closed, or used from the panel during the presentation.

If you have any questions or cannot comply with these guidelines for any reason, please contact presentations@internet2.edu as soon as possible.