Instructions For Submitting PowerPoint Files

All presentations will need to be compatible with PowerPoint 2003. To ensure proper display onsite, use these instructions. These instructions refer to the Office 2003 or PowerPoint 2003 version. If you have a different version of PowerPoint, these instructions may not reflect exactly what you see.

Upload Deadlines
Before You Start
Fonts
Embedding Fonts (PC users)
Images and Objects (Photos, Graphics, Charts, Etc)
Slide Animations and Transitions
Video and Sound
Saving Your Presentation - PC Users
Saving Your Presentation - Mac Users
Uploading Your Presentation

Tips for Effective Presentations
Avoiding Common Presentation Mistakes

 

Presenation Upload Deadlines

Deadline for presentations given on Sunday, July 9 / Monday, July 10 / Thursday, July 13
June 26 11:59 PM, Central Daylight Time

Deadline for presentations given on Tuesday, July 11 / Wednesday, July 12
June 27 11:59 PM, Central Daylight Time

Before You Start

If you haven't already, launch PowerPoint and create a new presentation.  Follow these steps to prepare your PowerPoint presentation:

  1. Click “Page Setup”in the “File” menu.
  2. In the drop-down box for “Slides sized for” make sure “On-screen Show” is selected.
  3. Do NOT change the values in the “Width” or “Height” boxes.
  4. In the “Orientation” frame, the “Landscape” should be selected for “Slides”
  5. Click the “OK” button.

Go to the Next Section: Fonts

Fonts

What fonts you can use depends on whether you are using a PC or a Mac.

Go to the Next Section: Embedding Fonts (PC users)

Embedding TrueType Fonts (PC users)

TrueType fonts are the only fonts that may be embeddable, but not all TrueType fonts are embeddable.  To test whether PowerPoint can embed the fonts you would like to use, follow these steps:

  1. Create a test PowerPoint presentation that includes some text in each font that you would like to test.
  2. Click “Save As…” in the “File” menu.
  3. In the “Save As” window, click the “Tools” button near the top right edge of the window, and then click "Save Options".  At the bottom of the "Save Options" window, make sure “Embed TrueType Fonts” is checked and check "Embed All Characters". then, click "OK" to close the "Save Options" window.
  4. Enter a filename and choose a location for the file (arbitrary) and click the “Save” button.
  5. If a window with the title “Save with Fonts” appears, then not all of the fonts that you used can be embedded.  The column “Cannot be saved:” will list the fonts that cannot be embedded.  You will not be able to use these fonts in your presentation.  Click the “Cancel” button.
  6. If no window appears and the file saves, then all of the fonts that you tested can be used.  You may delete the test file you have just created.

Sometimes Powerpoint files include fonts that don't seem to appear anywhere in the presentation, especially if you are reusing an old presentation. These fonts may not be used by any text in your new presentation, but they may still cause errors when the presentation is opened. To remove such fonts, follow these steps:

  1. In Powerpoint, go to the Format menu and click "Replace Fonts..."
  2. In the window that opens, the first drop-down box contains all of the fonts found in the presentation. For each font that you want to remove, select the font in the top box and in the second box select one of the fonts that you intended to use in the presentation, and click the Replace button.
  3. If you get a message "You selected a single-byte font to replace a double-byte font. Please select a double-byte font.", choose the font "Arial Unicode MS" for the "With" font in the second box and try again.
  4. If there was any text that was displayed in the fonts you just replaced, it will now be displayed in the font(s) that you used to replace the old fonts. You should look over your presentation to make sure all of the text is displayed correctly.

Go to the Next Section: Images and Objects (Photos, Graphics, Charts, Etc)

Image and Objects (Photos, Graphics, Charts, Etc)

You must embed all images and objects.  Linking must NOT be used.  Also, when saving your image from the source application, do NOT use Quicktime compression.

You should limit your images to the following file formats as the use of any other format may result in the image being not able to display:

Go to the Next Section: Slide Animations and Transitions

Slide Animations and Transitions

Any slide animations or transitions that are standard with PowerPoint 2003 or older may be used.

Go to the Next Section: Video and Sound

Video and Sound

The presentation rooms will NOT be set up for playing sound from the presentation computer.  Video clips can be used within presentations, but keep in mind that they will play without sound.  Video clips cannot be “embedded” in PowerPoint presentations.  If you are using a PC and you include video clips, you will need to use the “Pack and Go” function before you send us your presentation (see the “Saving your presentation” section below).  Video clips should be in MPEG-1 (.mpeg, .mpg, .m1v) or Windows Media Video (.wmv) formats.  You can use the AVI format ONLY if you use the Cinepak or Indeo 3.2 codecs.  You can also include a video clip in Quicktime (.mov) format, but you must insert it as a hyperlink (see the instructions below).

If you want to include one or more Quicktime video clips (.mov) and/or you are using a Mac, follow these instructions:

  1. Save you presentation.
  2. Copy the video clip(s) to the folder where the presentation was saved.
  3. You must now add some text or an image to the presentation to which the video clip should be hyperlinked.  Once you have done this, select the text or image and use the “Insert►Hyperlink” menu command.
  4. In the window that appears, click the “File…” button under “Browse for:” (or the “Select” button if you are using a Mac) and locate the video clip in the folder with the presentation.  Click the “OK” button (or “Open” button if you are using a Mac) to select the file, and then click the “OK” button to create the hyperlink.

We cannot guarantee that your video clips will play correctly, but if you are planning to include clips in your presentation it is recommended that you send your clips to us for testing in advance of uploading your presentation.  This will result in a much greater chance of your video clips playing correctly.

Go to the Next Section: Saving Your Presentation - PC Users

Saving Your Presentation - PC Users

When you are ready to save your presentation for the final time before uploading it to us, follow these instructions to save your presentation in a format that will be compatible the meeting presentation systems.

PC users (if you have NOT included any video clips or other linked objects)

  1. Use the “File►Save as…” menu command.
  2. In the “Save As” window, click the “Tools” button near the top right edge of the window.  In the drop-down menu, if the text “Embed TrueType Fonts” does not contain a checkmark next to it, then click that text; otherwise click the “Tools” button again to close the menu.
  3. Choose a location to save the file.
  4. Click the “Save” button.
  5. If a window with the title “Save with Fonts” appears, then not all of the fonts that you used can be embedded.  The column “Cannot be saved:” will list the fonts that cannot be embedded.  You will not be able to use these fonts in your presentation.  Click the “Cancel” button and remove those fonts from your presentation.  Once you have done this, go back to step 1.
  6. Upload the .ppt file you just saved.

PC users (if you have included video clips or other linked objects)

  1. Use the “File►Pack and Go…” menu command.  The Pack and Go Wizard window should appear.
  2. Click the “Next” button to go to the “Pick files to pack” step
  3. Leave “Active Presentation” checked and click the “Next” button to go to the “Choose Destination” step.
  4. Select the “Choose Destination:” option and click the “Browse” button.  Create a new folder and choose the new folder as the save location.  Click the “Next” button to go to the “Links” step.
  5. Make sure there is a checkmark next to both “Include linked files” and “Embed TrueType fonts”.  Click the “Next” button to go to the “Viewer” step.
  6. Make sure the “Don’t include the Viewer” option is selected.  Click the “Next” button and then click the “Finish” button.
  7. Zip the contents of the new folder created in step 4 using a program such as WinZip.  This zip file is the file that should be uploaded.

Go to the Next Section: Saving Your Presentation - MAC Users

Saving Your Presentation - MAC Users

Go to the Next Section: Uploading Your Presentation

Uploading Your Presentation

Unless you are an invited speaker and did not upload an abstract, follow these instructions to upload your presentation:

  1. Go to the FASS Abstracts site at http://www.fass-abstracts.org/meetinginfo.asp?meetingcode=111
  2. Click the “Login and Manage Abstracts” button, enter your email and password, and click the “Login” button.
  3. Locate the abstract for which you are uploading the presentation in the table and click the “add/manage documents” link for that abstract.
  4. Read the notices and warnings on that page and then use the “Browse” button to locate the PowerPoint (.ppt) file or the zip/archive (.zip or .sit) file for your presentation.  Click the “Upload Document(s)” button.
  5. Once the upload is complete (this may take several minutes depending on the file size and your internet connection speed), you should see the file that you just uploaded listed at the bottom of the page.  If it is there, you have uploaded your presentation successfully and you are finished!

If you are an invited speaker AND you did not upload an abstract, go to http://www.fass-abstracts.org/invited_papers/?meetingcode=111, fill in all fields, and click the UPLOAD PRESENTATION button.

Go to the Next Section: Tips For Effective Presentations

Tips For Effective Presentations

1. Titles should be 35 – 45 points – make sure each slide has one.
2. Short, concise titles are best.
3. Use only 24 point fonts or larger for body copy.
4. Contrast title and body text by color and font size.
5. Do not use bold, italic and all capital letters too much.
6. Remember that italics are hard to read
7. Keep wording on charts to a minimum – labeling only
8. Make sure charts stand on their own and can be understood
9. Sans serif fonts maximize clarity

Go to the Next Section: Avoiding Common Presentation Mistakes

Avoiding Common Presentation Mistakes

1. 6 words per bullet, 6 bullets per slide, 6 lines per slide.
2. Each slide should have a title.
3. Keep the color scheme the same throughout the presentation.
4. Include graphics to give readers a break from all the text.
5. In lieu of graphics, use bullets to break up text.
6. Keep fonts, bullets, color, and graphics consistent in the presentation.
7. You have 7 seconds to educate the audience on each slide

 

If you have any questions about these instructions, contact web@assochq.org