ON-SITE AUDIO/VISUAL GUIDELINES AND SPEAKER INSTRUCTIONS
This activity has been planned and implemented in accordance with the accreditation requirements and policies of the Accreditation Council for Continuing Medical Education (ACCME) through the joint providership of the Case Western Reserve University School of Medicine and the Society for Investigative Dermatology (SID). The Case Western Reserve University School of Medicine is accredited by the ACCME to provide continuing medical education for physicians.
As a presenter, you have an important role in helping to comply with the ACCME Standards for Integrity and Independence. The SID requires that the content of its accredited CME activities provide balance, independence, objectivity, and scientific rigor. Planning and development of the clinical content and format must be free of the influence or control of an ineligible company and must promote improvements or quality in healthcare and not a specific business interest of any commercial interest (e.g., no commercial bias).
Presentations must give a balanced view of therapeutic options by using generic names rather than trade names in order to maintain impartiality (e.g., use trade names from several companies, not just a single company). Educational materials that are part of a CME activity such as slides, abstracts, and handouts cannot contain any advertising, trade names without generic names, or product-group advertising. In compliance with HIPAA, any individual identifiable health information is not to be included in the presentation.
Please note that due to CME Guidelines, all oral presentations must include a disclosure slide at the beginning of your presentation. If there is a real or perceived conflict of interest pertaining to your work, an announcement must be made prior to your oral presentation and displayed on your poster.
A/V Room Set-Up:
The meeting rooms will be furnished with a standard Audio-Visual set which includes the following:
- Screen, Projector
- (1) 24″ Confidence Monitor or (2) 55″ LED Confidence Monitors (Oregon Ballroom 201-202 only)
- Podium Lecture with Wired Microphone
- One (1) Wireless Microphone (handheld or lavalier)
- Wireless Power Point Presenter/Slide Advancer
- Laser Pointer
- AV Technician in Room
- Speakers for Sound
- Laptop at Podium – The laptops will be Windows-based PCs with Microsoft PowerPoint (Office 2019), the latest versions of Adobe Acrobat Reader, VLC and Google Chrome.
- Head Table with Two (2) Table Microphones
The tips below will help ensure that little, if any, issues will need to be addressed, allowing you to quickly review your presentation in the Speaker Ready Room. These tips are for Windows users. As all the provided laptops will be PCs, Mac users should review considerations for Mac Users at the end of this document.
Presentation Aspect 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 your preference is to display your presentation in 4:3, please understand that the presentation will be “pillar boxed” (black bar on either side of the screen) on the 16:9 screen.
To change an existing 4:3 presentation into a 16:9 widescreen format, on the “Design” tab in PowerPoint, 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. If you have any videos or photos in an existing PowerPoint, they might need to be resized so they do not appear stretched. Check animations to ensure the elements line up correctly.
Speaker Ready Room Related:
The Speaker Ready Room will be located in Room A103, located on the lower level of the Oregon Convention Center (OCC)
The room will be available to all presenters during the following hours:
- Wednesday, May 18, 2022 12:00 pm – 6:00 pm
- Thursday, May 19, 2022 7:00 am – 6:30 pm
- Friday, May 20, 2022 7:00 am – 6:30 pm
- Saturday, May 21, 2022 7:00 am – 12:15 pm
Please arrive at your assigned meeting room at least 10 minutes before the start of your session. Take time to familiarize yourself with the setup at the lectern. A laptop will be located on the lectern so you can easily see your presentation. Speak directly into the microphone in a normal voice, and do not handle the microphone while speaking. If you turn away from the microphone, the audience may not hear your voice.
Considerations for MAC Users:
Movies: PowerPoint 2019 (PC) supports MOV files. Use H.264 with AAC audio for the best compatibility. If you are using a version of PowerPoint prior to Office 2013, please export DV, QT, or MP4 files to MP4 or MOV with Quicktime X.
If you cannot convert the files or have a considerable number of files, please check with a technician in the Speaker Ready Room who can make arrangements to convert the videos.
Keynote: Keynote is not supported on the PC. If you wish to show your Keynote file, you can do one of the following; export your keynote file as a *.ppt file or export your Keynote as an interactive QuickTime movie in the share section of Keynote. To ensure your Keynote is a single file go to File > Advanced > Change File Type and make sure Single File is selected. You can export the Keynote as Keynote 08 file or compress the Keynote as a .zip file before uploading.
Slide Size: To change an existing Keynote talk into a 16:9 widescreen format, open your Keynote file and then open the “Inspector” tool. On the first tab toward the bottom, set the resolution of your presentation to “1280×720” or “1920×1080”
If you are creating a new Keynote file, select “16:9” in the “Theme Chooser” window.
Should you have any additional questions, please email them to email@example.com.