Presentation Instructions for Students

We are anticipating a large and exciting conference this year at SCCUR 2008 with over 400 presentations by students from Southern California and other parts of the United States.

Specific information follows for presenters. Please read all of it carefully--it's essential for a smoothly running conference. We may update some of this information over the coming days.

For Poster Presenters:

Poster presenters in the first session will be able to set up their posters after lunch; the conference will provide poster boards. If you plan on putting your poster together the day of the conference, be sure to bring sufficient thumbtacks. There will be storage available for posters at the conference.

For Oral Presenters:

We want to emphasize several things for those making oral presentations. As you know, these are to be no more than 15 minutes in length: please practice your presentation in advance, bearing in mind that the "real thing" will often take a few minutes longer than your rehearsals. Your session moderator will be instructed to ask presenters to keep inside their time limits, even if that means curtailing talks.

Cal Poly Pomona will provide computers, projectors, and screens for those of you planning to do PowerPoint presentations. Please do not bring your own computers, projectors, or screens. Your presentation must be in PowerPoint format. (Overhead projectors will also be provided for those who have requested them in advance.)

Here are some general rules for those making PowerPoint presentations. They probably will seem complicated and overwhelming, but they're necessary for ensuring the smooth functioning of all presentations, so please read them carefully!


BEFORE THE CONFERENCE

1. Test your presentation on a PC if you made it on a Mac. The conference computers use Windows XP and PowerPoint 2003. If you prepared your presentation on a Macintosh, test it carefully on a PC before coming to the conference. Pay close attention to any audio and video clips that you use as these are particularly problematic.
2. Test your presentation on another computer. Try your presentation on a different computer from the one that you regularly use. This is the best way to discover any technical problems ahead of time that could ruin your presentation. Again, pay close attention to any multimedia clips that you are using.
3. You may upload your presentation to us for testing. There will be very little time for troubleshooting on the day of the conference so we invite you to upload a draft of your presentation to ensure its compatibility with our systems. This draft need not be complete but should include any multimedia content that you’d like to use. You will receive a separate e-mail with instructions. To allow us the time to properly test your presentation, please upload your files by November 12th. If there are problems with your presentation, our technical staff will contact you by email.
4. Bring your presentation to the conference on a USB flash drive. These can be bought at any office supply store and are the quickest, easiest, and most reliable method of connection. If you like, you may bring a back-up copy on a CD or DVD, but note that there are occasionally burner compatibility issues, which can result in a CD or DVD that runs on your computer but won't run on another. Do not e-mail your files to yourself, bring an external hard drive, or bring your own laptop.
5. Test your presentation in its final form on your flash drive before coming to the conference.
6. Prepare a backup of visuals so that in the worst case situation (complete computer failure) you'll still be able to present your work. This might, for example, take the form of photocopied handouts of your slides. Most audiences will be in the range of 10-15, and in such an emergency you can ask audience members to share. It's better than having nothing at all to say.

ON NOVEMBER 22nd

1. Arrive well before your session time. This is particularly important if you're scheduled in the first session beginning at 8:45; if you're in this group, you should arrive at 8 at registration if possible.
2. There will be computers available for testing your presentation’s compatibility with Cal Poly Pomona’s computers, but you must arrive early for this. If your presentation involves audio or video clips, or was prepared on a Mac, you'll be asked to have it tested at registration by the conference's technical staff. This is a good idea for everyone but especially those who prepared their presentation on Macs or are using audio or video clips. Technical staff will be on hand to assist you with this testing.
3. Once you've registered, and once your presentation has been checked one more time if necessary, you should arrive at your presentation room at least fifteen minutes before the start of the session.
4. Presenters scheduled for the second and third sessions should arrive very early and take advantage of the lunch hour to have their presentations installed in the appropriate session room computers.

Technical help will be available throughout the day, but presenters should try to anticipate and avoid problems--even a delay of a few minutes caused by incompatible equipment or media can irreversibly spoil a presentation. In that spirit, we encourage you to upload your presentation early and to contact us with questions or requests for help.