Sign In

Remember Me

Speaker Presentation Guidelines

We look forward to your presentation in Tucson. The following information is offered to help you prepare for your talk. Please read prior to submitting your presentation.

Presentation Format

  • Presentations should be in Microsoft Office Powerpoint 2013 or 2016. No other formats will be accepted.
  • The projectors in the breakout rooms can support the 16:9 aspect ratio, so you can use the default slide size in powerpoint.
  • REQUIRED FILE NAME: DayofWeek_Room_24hourTime_LastName
    • Ex: Wed_SalonF_1320_Smith
    • Note: day of week = first 3 letters only, 24 hour time has no colon
    • Days, times and rooms for all presentations are posted on the Schedule webpage.
  • If you plan on playing a video file in your PowerPoint, make sure this file is embedded correctly into the Powerpoint (how to link). The most common and recommended format is an MP4 Video file (.mp4, .mpv, .mov). Other forms of video players like Quicktime, VLC, etc. will not be available.
  • The meeting space has free wifi. However, we suggest you limit the use of internet during your presentation and have a back-up plan in case the internet is slow or cannot support your needs. If you have questions, please email 

Loading Your Presentation: Two Options

  1. Online: This is the preferred method–it is quicker for you and for our volunteers who are managing more than 350 presentation files! This option is available until the end of the day, Sunday, November 17. After that time, you’ll need to come see us onsite at the Presentation Loading Station.
  2. Onsite: Upload from a thumb drive at the Presentation Loading Station at the event. We require that speakers have their final presentation submitted by the time the loading station closes the day before their presentation at the latest.
    • The Presentation Loading Station is located in Coronado, near registration in the foyer. 
    • Hours
      • Monday, Nov 18: 6 to 8 pm
      • Tuesday, Nov 19: 7 to 8:30 am; 4:30 to 5:45 pm
      • Wednesday, Nov 20: 7 to 8:30 am; 4:30 to 5:45 pm 

A note about presentation uploads

  • We understand that occasionally emergencies happen and we will work with you the best we can in that situation. If you are unable to load your talk by the time loading station closes the previous day, please go directly to your presentation room and work with the moderator to load your presentation to the computer before the session starts. You should arrive early, as to not take time from other presenters, or be prepared to use a portion of your 20 minutes to load your talk. If the file doesn’t load properly, you may need to give your talk without your prepared visuals.
  • Please do not email your presentation to us, especially after the conference begins as we may not see your message before your presentation time!

Presentation Length

  • The conference runs promptly with 20-minute time slots, which includes time for questions and transition time for speakers and for attendees to move between presentations.
  • Please plan for 18 minutes total for your presentation and questions, as this allows a couple of minutes for room travel and set-up before the next speaker. We suggest having a 15-minute presentation and saving 2-3 minutes at the end for questions and comments.
  • Moderators will hold up a sign when there are 5 minutes, 3 minutes, and 1 minute remaining in your 15-minute presentation. Please make sure to look for these signs, as you will be asked to finish when you are out of time.  At the 15-minute mark, moderators will stand up, thank the speaker, and ask for 2-3 minutes of questions.  Moderators will end each talk promptly at 18 minutes.

  • It is very important that we adhere to this timeline, as small overruns throw off the schedule for everyone. If one speaker goes a few minutes over, the session will not match the other sessions and it will impact another speaker’s time. If a few speakers run over, it may eliminate someone’s speaking time. As well, attendees who leave after a session that runs over will interrupt the room they are entering. Every room has a moderator who will keep the program moving. For all these reasons, this moderator has strict instructions to keep everyone on time.

In the Room

  • A moderator will help keep the presentations on time and introduce speakers. Student volunteers are available to assist you in every room with AV concerns.
  • Speakers need to sit close to the podium.
  • Please introduce yourself to the moderator in your room prior to speaking and help them with the pronunciation of your name if needed.
  • Speaker introductions will be very short, limited to the presenter’s name, affiliation, and the title of the presentation.

Registration Requirements

  • All presenters should be registered for the conference and paid in full before October 1, 2019 to guarantee your speaking spot and be listed in the conference program. We understand some presenters are waiting on travel approval; if this is your situation, please register as soon as you know you can attend.