Logistics for Oral Presenters

Giving an oral presentation allows you to share your research with a broad audience. Oral sessions are typically 12 minutes long (10-minute talk, plus 2 minutes for Q&A). Giving an oral presentation allows the speaker to communicate their entire story from start to finish, as opposed to a poster presentation (which is open for questions).

Presentation Equipment

All rooms will be equipped with:

  • LCD projector
  • Screen
  • Lavalier microphone
  • Laser pointer

Depending on the meeting, you will either need to upload your PowerPoint presentation to the presentation system in advance, or you will need to connect your laptop to the projector.

If you are required to bring your own laptop computer, please remember to bring the power cord, and any proprietary cords required for your computer—particularly if you have a new computer. The session room will have an HDMI input and a VGA input available.

Successful Presentation Setup

During the March Meeting, visit the Speaker Ready Room to test your presentation before your session begins. At the April Meeting, you MUST visit the Speaker Ready Room at least two hours prior to the start of your session to upload your presentation slides.

If you have difficulties, consult with the AV technicians in the room. The responsibility for a technically trouble-free presentation ultimately rests with the presenter. Session times are strictly adhered to, so please arrive at your session room 10 minutes early.

Special Instructions for March Meeting: For March Meeting only, APS does not provide presentation software. The necessary software needs to be installed on your laptop. Arrive early to connect your laptop to the LCD projector, and keep your computer turned on and ready to go.

Equipment Rental

If you require additional equipment, it can be rented through the official APS audiovisual vendor, Freeman AV. Contact the APS Meetings Manager, Vinaya Sathyasheelappa (sathyash@aps.org), to inquire. The cost of additional AV equipment will be covered by the speaker. Speakers are not permitted to bring their own projection equipment for use at the meeting.

During Your Presentation

Wear the lavalier microphone 6" below your chin. Often, microphone problems are merely a matter of having the lapel microphone placed too close or too far from the speaker's mouth.

Conclude your presentation and remove your laptop and other equipment when signaled by the Session Chair.

When you leave the session, take your laptop, accessories, and papers with you. Please note that APS is not responsible for the security of personal computers and other belongings.

Helpful Tips

Before the Meeting:

At the Meeting:


Presentation Specifications for APS Meetings

  • Presentations must be in Microsoft PowerPoint (.ppt, .pptx).
  • All presentations should use a 16:9 aspect ratio.
  • See an example.