©2018 by Hong Kong Radiographer and Radiation Therapist Conference. All right is reserved.

GUIDELINES FOR SPEAKERS

 

Preview Room

The Preview Room is intended to support all speakers for preparing their presentations.

 

The opening hours are as follows:

Friday, 14 June 14:30-17:00

Saturday, 15 June 8:30-18:00

Sunday, 16 June 8:30-14:00 

 

IMPORTANT: All speakers must check-in at the Preview Room at least one hour before the start of their session.

Please check-in at the welcome desk of the Preview Room and then proceed to a preview workstation to upload, check and if necessary edit your presentation.

Presentation Material: PowerPoint Presentation Upload

All PowerPoint presentations must be uploaded prior to the session, as it is not possible to run them directly from a personal laptop in the session rooms.

Presentations should be saved on a USB memory stick or an external hard disk (CD/DVD-ROM are not accepted), brought to the Preview Room and should be uploaded at least one hour prior to the start of the session. The presentations will then be uploaded to the session room and made available at the time of your presentation. The uploaded material remains the property of the speakers.

 

Technical Requirements for Presentations

The conference computers will run MS PowerPoint 2013. Only MS PowerPoint (*.ppt or *.pptx) presentations with supported video formats will be accepted. The pre-installed font types available in MS Office 2013 should be used as standard font types.

Movies and video files

If your presentation contains links to video files, it is essential that you bring not only your PowerPoint file but also your video files to the Preview Room. Most video file types (e.g. .MP4, .AVI, etc.) are accepted. Place all movie files linked with the presentation into a single file folder (e.g. when transferring the presentation from your hard disk to removable drives such as USB sticks or when uploading it). Do not use any passwords or encryption for your files.

All videos linked to PowerPoint slides must be tested and checked in advance in the Preview Room to be sure they will work properly.

 

Flash-animations and Macros

Flash-animations are not supported.

Do not use Macros within your presentation.

Presentation format

Please use 16:9 as presentation format.

 

Presenter View

Due to technical reasons, the presentation cannot be viewed in presenter-mode (personal notes are not shown).

 

File size

There is no size limit for presentations uploaded onsite at the Preview Room (it is however recommended that presentations do not exceed 500 MB).

 

Fonts

Best practice is to use common fonts that come packaged with the required PowerPoint version. Otherwise, there could be problems with displaying your presentation. You should keep an eye on this when you check your presentation onsite at the Preview Room.

 

Special characters

To avoid any compatibility problems, please use only regular characters (a-z, A-Z, 0-9, spaces, underscore and dots) and do not use special characters (accents, symbols, etc.) to name your presentation or video files.

For mathematic symbols, please use only characters that are listed under 'Latin fonts' (Unicode or DOS: Western Europe).

 

If you use a Macintosh Computer

Please note that PowerPoint.mac and Keynote (*.key) presentations are not accepted. Even if you have transferred your presentation to a Windows format, you must check your presentation in the Preview Room to ensure that it is fully compatible with the conference computers.

 

Presentation:

  1. Arrive in the room leaving sufficient time before the session. Introduce yourself to the moderator(s) and to the room assistant. Make the moderator familiar with the pronunciation of your name and institution. This is critical in order for the moderator to run the session smoothly, to evaluate how fluent your English is, and consequently, if you may need any help in reformulating questions from the audience when difficult to understand.

  2. Walk on the stage to become familiar with the system, microphone and pointing device (the mouse).

  3. The moderator may ask you in advance for a specific topic you would like to address to complement your presentation, in case there are no questions from the audience. Do not hesitate to prepare for it. The moderator may also propose a question of her/his own.

  4. When the previous presentation is over, and before the moderator calls you, stand up and approach the stage sideways in order to be ready, but not to disturb the ongoing discussion. Approach the room assistant, who will help you set the microphone.

  5. Strictly follow the instructions of the moderator(s), especially regarding the time allotted for your talk.

  6. Speak directly into the microphone in a normal voice and do not touch the microphone.

  7. It is recommended to use the mouse as a pointer and to follow the arrow on the monitor in front of you. This will prevent you from turning your head, speaking away from the microphone, and not looking into the direction of the audience. This will be much more pleasant for the attendees.