INSTRUCTIONS FOR ELECTRONIC PRESENTATIONS

NSTRUCTIONS FOR ELECTRONIC PRESENTATIONS

Two options for electronic presentations are being offered at the 48th LPSC. Please read the following

detailed instructions for each option. Tips for preparing an effective electronic presentation are included at

the end of this document.

*** NOTE: Conference-room LCD projectors will be configured for 16:9 aspect ratio display. Presenters must

have their slides formatted for 16:9 aspect ratio for best compatibility. ***

OPTION 1 —

Participant brings USB flash drive of electronic presentation to display on PC or Mac laptop provided in

the room. Electronic presentations must be turned in on USB flash drive to the USRA/LPI computer desk in the

Alden Bridge Room at The Marriott Woodlands Waterway Hotel and Convention Center NO LATER THAN the

following times:

Presentation Time Presentation Submission and Laptop Validation DEADLINE

Monday a.m.** Sunday, 8:00 p.m. @ Alden Bridge Room

Monday p.m. Monday, 12:00 noon @ Alden Bridge Room

Tuesday a.m. Monday, 5:30 p.m. @ Alden Bridge Room

Tuesday p.m. Tuesday, 12:00 noon @ Alden Bridge Room

Wednesday a.m. Tuesday, 6:00 p.m. @ Alden Bridge Room

Wednesday p.m. Wednesday, 12:00 noon @ Alden Bridge Room

Thursday a.m. Wednesday, 5:30 p.m. @ Alden Bridge Room

Thursday p.m. Thursday, 12:00 noon @ Alden Bridge Room

Friday a.m. Thursday, 6:00 p.m. @ Alden Bridge Room

** NOTE: PRESENTERS FOR MONDAY MORNING SESSIONS MUST TURN IN THEIR PRESENTATIONS ON SUNDAY NIGHT, MARCH 19,

BETWEEN THE HOURS OF

4:00 AND 8:00 P.M.

Presenters will be required to verify their presentations on LPI-provided equipment at the time it is turned in.

After readability is confirmed, presentations will be loaded in speaker order on session laptops. Revisions to

presentations will not be accepted after the submission deadlines mention above.

The speaker-ready room will be open during the following hours:

Sunday, 4:00–8:00 p.m.; Monday, 7:00 a.m. to 5:30 p.m.; Tuesday, 7:00 a.m. to 6:00 p.m.; Wednesday,

7:00 a.m. to 5:30 p.m.; Thursday, 7:00 a.m. to 6:00 p.m.; Friday, 7:00 a.m. to noon.

OPTION 1 — (continued)

* Participants unable to meet the deadlines listed above MUST contact the USRA/LPI Computer Center

Assistant Manager, Brian Fessler (e-mail: bfessler@hou.usra.edu; phone: 281-486-2184), no later than

Thursday, March 16, for instructions.

HARDWARE AND SOFTWARE SPECIFICATIONS —

Each oral session room will be equipped with the following hardware and software:

PC Hardware:

PC laptop with

Intel Core i7 2.2 GHz or better

Memory: 16 GB

Video: 1920 × 1080 (16:9)

PC Software:

Operating System:

Windows 7 Professional 64-bit

Microsoft Office 2016

Windows Media Player 12

Adobe Acrobat Reader

Mac Hardware:

Apple MacBook Pro with

Intel Core i7 2.0 GHz or better

Memory: 16 GB

Video: 1920 × 1080 (16:9)

Mac Software:

Operating System:

macOS Sierra (10.12)

Microsoft Office 2016

QuickTime X

Adobe Acrobat Reader

Keynote 7

*Note: If the hardware and software listed above do not meet your needs, please use OPTION 2 below

and bring your own laptop.

OPTION 2 —

Participant brings own laptop to connect to the LCD projector provided in the room.

Participant laptops must be tested with the LCD projector at the LPI computer desk in the Alden Bridge

Room at The Marriott Woodlands Waterway Hotel and Convention Center, according to the schedule

provided on the previous page.

Participants will be required to verify the following requirements:

• that they have the adapter necessary to connect their laptop to a standard HDMI cable, and

• that they can produce 1280 x 720 or 1920 × 1080 (16:9) video output from their laptop, and

• that they know the commands necessary to produce an HD signal from their laptop, and

• that their laptop has a functioning battery (no power connection at podium).

Upon verification of these requirements, the participant will be given a signed form to be presented to

the audio-visual technician prior to the start of the session.

TECHNICAL SUGGESTIONS FOR ELECTRONIC PRESENTATIONS —

These suggestions are not meant to deter creativity or use of the best data available, but provide

suggestions for optimum results.

Readability — Keep in mind that those sitting at the back of the room will have difficulty reading

information that is not well presented. For the benefit of your entire audience, please keep the

following tips in mind:

• Graphics should be simple, well designed, and legible to everyone in the audience.

• Presentations are most readable on a dark background with bright lettering. To make

certain your slides are legible, view your slides at a distance of 8–10 feet from your

computer screen.

• Avoid using small fonts (these will be illegible from the back of the room). Break up a

complex slide into a series of slides. Avoid including critical information at the BOTTOM

of the slide (which is not always easily seen from the back of the room).

• Devote each graphic to a single fact or idea. Illustrate major points, not detailed data.

• Avoid long or complicated formulas or equations.

• Use the minimum number of words possible in titles, subtitles, and captions.

• Use bold characters instead of fancy type.

• When preparing graphs, avoid more than two curves on one diagram whenever possible.

If three or four curves must be used, make certain they are well separated. Label each curve;

avoid symbols and legends. Avoid data points unless scatter is important.

• Colored graphs are very effective as color adds interest, attractiveness, and clarity to

illustrations. Contrasting color schemes are easier to see.

• An introductory and a concluding graphic can improve the focus of your talk.

• It is strongly encouraged that presentation files (PowerPoint, PDF, etc.) be much smaller

than 150 MB.

PowerPoint — can display pictures and text generated with the program or inserted from other

sources. If the outside source is a video file, the original file is not saved within the presentation.

Source files meeting these criteria must be available on the computer on which the presentation is

going to run. Presenters should copy any source video and sound files to the USB flash drive containing

their presentation; when in doubt, include the file. Macintosh LZW compressed TIFF files may not

display correctly with PowerPoint on a PC.

Fonts — should be standard fonts such as Times New Roman, Arial, or Courier. If nonstandard fonts

must be used, they should be embedded in the PowerPoint file. We recommend a minimum font size

of 24 points.

Embedded charts, graphs, and object-oriented graphic files — can be difficult to work with. These file

types usually are influenced by the version of the program used to create them, often making them

translate strangely on a different system. We recommend that charts or graphics be inserted into

presentations in a standard graphics format such as .gif, .jpg, or .bmp.

Movies — saved as MP4s have the best chance of success In Powerpoint. QuickTime’s best

compression algorithm, the Sorenson CODEC, does not play within PowerPoint. To avoid problems,

convert video files to MP4 format encoded with H.264 (aka MPEG-4 AVC).

** A webserver or Internet connection will NOT be available, so plan accordingly. **