Oral Abstract Preparation

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Oral Presentation Submission Procedures
Speaker Ready Room Check-In Procedures
Speaker Ready Room Hours
Audio/Visual and Computer Equipment
More Information 

Oral Presentation Submission Procedures

All abstract presenters must register as an attendee.

For those presenters that prefer to pre-submit their presentations via the web prior to arriving in Washington, DC, you may do so by visiting the IDWeek Presentation Pre-Submission Site which will be available in September of 2019.

IDWeek highly recommends that you follow the Speaker Ready Procedures noted below even if you pre-submit your presentation through the web. If you submit your presentation through the web you will still need to visit the Speaker Ready Room to confirm that all fonts read correctly and all embedded videos play correctly within your presentations. Technicians will be on hand in the Speaker Ready Room to assist you should you have any problems with your files. The Speaker Ready Room is located adjacent to room 103A in the Walter E. Washington Convention Center. 

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Speaker Ready Room Check-In Procedures

Please come to the Speaker Ready Room a minimum of 24 hours in advance of your talk. It benefits you to bring at least a preliminary version of your presentation as early as possible, so there will be time to fix any problems that might arise. If necessary you can replace it with an updated version within the time frame listed below. The Speaker Ready Room is located adjacent to room 103A in the Walter E. Washington Convention Center. 

If you are attending the convention only for the day of your session, you should still come to the Speaker Ready Room as early as possible to load your files onto the presentation server and check to see they are working properly on our systems. An audio/visual technician will be on duty in each individual workshop room to ensure a smooth transition between speakers in meeting rooms, to answer any equipment questions and to adjust lighting and sound levels to your requirements.

Upon arrival at the Speaker Ready Room, a technician will check you in, upload your presentation if necessary and then assign you to a preview station where you will be able to review and edit your presentation, and see exactly how it will appear in your session room.

Please make every effort to finalize your presentation for morning sessions by closing time the day prior, and for afternoon sessions by 11:30 a.m. that day.

Speaker Ready Room personnel are not responsible for your devices, i.e. memory cards, disks, laptops, etc.

Internet connectivity is not available in the speaker ready room and oral session rooms.


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Speaker Ready Room Hours

The Speaker Ready Room  will be open during the following hours:

Tuesday, October 1 2 – 6 p.m.
Wednesday, October 2 7 a.m. – 6 p.m.
Thursday, October 3 6:30 a.m. – 6 p.m.
Friday, October 4 6:30 a.m. – 6 p.m.
Saturday, October 5 6:30 a.m. – 6 p.m.
Sunday, October 6 6:30 a.m. – 6 p.m.

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Audio/Visual and Computer Equipment

16:9 High Definition Projection in all session rooms

Computer systems and projectors will display at 1920×1080 resolution. This high definition display will enhance the quality of your presentation by providing a bright and clear display of your presentation in the session room.

Please note that in order to take full advantage of the widescreen display you should create your presentation in 16:9 aspect ratio. From within PowerPoint, click on the “Design” tab. Click “Page Setup”. PowerPoint will default to slides sized for: “On-screen Show (4:3)”. Change the setting to “On-screen Show (16:9) and click OK.

If you do not format your presentation in 16:9 then the presentation will display with black bars to the left and right and will not fill the screen properly.

PowerPoint 2013 defaults to a 16:9 aspect ratio, so your presentation should already be in the correct aspect ratio.

Session room PC’s will be provided with the following configuration:

  • Processor: a minimum Core i7 3.4 GHz
  • 16 GB RAM
  • Microsoft Windows 10
  • Microsoft Office 2016
  • Windows Media Player (Version 10)
  • Flash Player (Latest Version)
  • Adobe Acrobat Reader (Latest Version)

All electronic files must be submitted in the Speaker Ready Room using one of the formats listed below:

  • PowerPoint 2016 or earlier version
  • Operating System: Media should be PC Formatted
  • Plug-Ins: QuickTime 7, Adobe Acrobat PDF
  • Video Playback: Windows Media Player 11; QuickTime 7
  • PDF Reader: Adobe Acrobat PDF

For best results, PowerPoint 2007/2008/2010/2013/2016 users should save their presentations in those versions’ native .pptx format, and not in the PowerPoint ’97-2003 format.

Be aware that embedded media clips are not saved as part of your PowerPoint presentation, the actual video or audio files need to be on the computer you will be presenting from. You will need to supply those files along with your PowerPoint file either when you upload or in the Speaker Ready Room.

*If your presentation contains any video or audio, please submit your files to the Speaker Ready Room AT LEAST 24 hours in advance, due to additional processing time that may be required. Even if you have submitted your presentation in advance, please plan to bring the latest version of your presentation to the meeting on one of the following media types as a safety backup for your talk.

  • USB Flash Drive or Hard Drive (any brand that does not require drivers)
  • CD ROM (CD-R, CD+R)

Audio-Visual Equipment in each workshop session room will include:

  • Minimum 4200 lumen LCD projector (1920 x 1080 screen resolution)
  • Projection Screen
  • 21″ LCD Flat Panel preview monitor (connected to computer)
  • Audio Direct Box for computer audio connection to the meeting room PA system
  • Digital Speaker Timer
  • Perfect Cue Slide Cueing System
  • HDMI Switcher at the Head Table
  • Laser Pointer
  • CD Player
  • Wireless Audience Microphone
  • Three Wired Table Microphones
  • Podium Microphone
  • Microphone Mixer

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More Information

Please review the ProjectionNET Style Guide for more information about preparing your presentation on a Mac, helpful hints for designing and presenting your talk, and tips to avoid incompatibilities and minimize potential challenges onsite. Please alert the Speaker Ready Room Technician if your presentation has been created on Apple’s Keynote presentation application. Special arrangements will be made for these specific presenters to utilize their own laptops for their talks.

If you have other technical questions, please contact us at idweek@projection.com and we will be happy to assist you.

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