7th MIM audio visual instructions


Speaker Ready Room

Load your presentation in the Speaker Ready Room on the first floor of the CICAD conference centre room 203.

Bring your CD or USB storage device to the Speaker Ready Room at least 24 hours prior to your session. If you are unable to do so, visit the Speaker Ready Room on the morning of your presentation as early as possible. Speakers can begin accessing the Speaker Ready Rooms on Sunday, April 15th at noon.


Duration of presentation during oral scientific sessions

Eight presentations are planned for scientific sessions, which lasts 105 mn each. It will be a 10+2 mn presentation for each talk. However the chairs have the possibility to rearrange timing of their sessions. For symposium, timing will be the one proposed and approved by the conference scientific committee.


Presentation format

The slide presentation format will be Widescreen HD Format (16:9 aspect ratio).


Audio-visual staff will be available in the Speaker Ready Rooms to answer questions about the slide presentation format or to assist in converting presentations to the widescreen HD format. Please note that slide presentations using the 4:3 aspect ratio will still display correctly, but black frames will appear on the sides of the screen.

Save your presentation as a Microsoft PowerPoint file in a format that is compatible with PowerPoint 2010 on Windows 7 or as an Adobe PDF file. Macintosh and PC versions of PowerPoint, Canvas and Keynote allow you to save presentations in a variety of formats that meet these specifications. Save your file in a PPTX format for both Macintosh and PC.

Test your presentation on a Windows machine running Windows 7 to ensure your presentation runs properly.

For Macintosh PowerPoint users, insert pictures using ‘insert’ – ‘picture’ – ‘from file’, rather than copying and pasting, to ensure they will display properly on a Windows PC.

All meeting rooms will be equipped with one Windows 7 computer with CD/DVD drive and PowerPoint 2010 software, screen, LCD projector display device, microphone and laser pointer. You will not be permitted to connect your own computer to the LCD projector. Your presentation will be run from the AV technician’s PC-based computer.

Embedded Videos

If your presentation includes video, it is imperative that you visit the Speaker Ready Room in advance of your presentation to ensure compatibility with meeting equipment. Then speak with the AV tech in the session room prior to the start of your session to ensure that your video will run correctly.

It is best to use a “MP4” format for embedded video, not QuickTime “mov”. You must upload your video files, as well as your PowerPoint file, for the videos to play.



Using the Submittal email address

An email will be sent to speakers in early April with instructions to use the Pre-Submittal address

Very important!! Even if you send your presentation to the Submittal email address, bring a copy of your presentation to the conference on a USB storage device (USB flash drive) or CD-R/W as a backup copy.


Saving Your Presentation File for Onsite Submission in Speaker Ready Room

Save your file(s) to a USB storage device (USB Flash Drive) or CD-R/W. If you create a CD, be sure to close or finalize your session. If you do not close or finalize your session, you cannot access the CD from any computer. Use the naming convention described above to name your file(s).

When building your presentation, all files (PowerPoint and external fonts) associated with your presentation must reside in one folder/location. When creating your media for transfer, copy the entire folder to the portable disk. To ensure success of your presentation, create a backup copy of your presentation on a separate portable disk and transport it in a separate piece of luggage.

If your presentation includes linked files, such as databases or spreadsheets, be sure to save those on the CD, as well.

Label your CD with the following information: Your name, MIM7th Conference Date and time of presentation?File name(s)

If you are speaking in more than one session, you must organize and clearly label your presentations in separate folders. Do not put more than one presenter’s files on the same disk. Each presenter must have his or her own media.

We recommend that you scan your USB Flash Drive or USB portable devices with your computer’s antivirus software. This procedure is the best precaution against spreading any hidden viruses or malware to other computers. Viruses can often cause presentations to run poorly or not at all, as well as affect the performance of the computers provided for the meeting.




8 Elements of Good Slides


1 – Strong Contrast

There needs to be a strong contrast between the slide background and text

2 – Repetition of Elements

Repeating elements of the design creates unity. On all your slides use the same font sizes, same background color, same fonts, same bullets as much as possible

3 – Perfect Alignment

Align all the elemnts on the slides so they do not look lost or like they are floating. This creates calm and order 

4 – Proximity of Similar Element

Place related items together and separate unrelated items. For example, you should place a caption near the visual to avoid any confusion as to what the caption relates to

5 – Appropriate Background

Its important to use a plain background. Anything else really interferes with the text

6 – Good Use of Color

Do not use colors just because you like them. It is good practice to use strong started colors. Remember colors have meanings associated with them

7 – Readable Text

The message has to be readable and be read quickly. Most people tend to scan slides and should be able to do this very quickly

8 – Great Visuals

Visuals are the second most important element next to the text. Visuals should support your text and should be relevant

9 – Other Considerations

If you use animation, never use sound and do not use animations such as fly in or float in. They may be great for e-learning but can be distracting in a face to face presentation.