Audio Visual Instructions

Audio-Video Instructions

LCD projectors and computers will be available for use in all oral session rooms. Presentations are preloaded. You may NOT use your own disk or laptop; this will be strictly enforced. Please read the AV instructions to participate. Send questions to speakerready@aas.org or call Rick Mathews 703-573-6910, 703-569-6701.

Audiovisual Equipment

Audiovisual equipment MUST be ordered via email at least 24 hours prior to your presentation or personally handed to the American Audio Video technician in the speaker ready room.

• VCRs/Monitors: Must be ordered and cost $85. Payment may be made with registration and must be paid for by the start of the meeting.
• 35mm and Overhead Projectors: Free but must be ordered 24 hours in advance from the speaker ready room technician.
• LCD Projectors and Laptops: Provided in every oral session room, free of charge. YOU MAY NOT USE YOUR OWN. You do not need to place an order to use the LCD Projector, but the following requirements must be strictly adhered to:
• PRESENTATION: PowerPoint or Adobe Acrobat are the required formats. Your PowerPoint presentation must be compatible with Office XP (2003) for the PC. The computers in the sessions rooms will be Windows XP Professional with Office XP.
• MOVIES: Make movie files linked to your presentation rather than embedded inside it like a picture of drawing. When your presentation has linked files, you MUST copy the linked files as well as the presentation. QuickTime Movie Files (.mov) or uncompressed Tiff files do not work as linked movies in the PC version of PowerPoint. Please convert these files into MPEG (.mpg, .mpeg) or AVI (.avi) format if you wish to include them in you PowerPoint file.
• LABEL: The file must be labeled with the session number, including the speaker number, and your last name (i.e. 35.03_smith) Please check the file name before dropping off your file.
• DROP OFF: At least one day in advance of your session, bring your presentation on a CD-ROM or USB Flash Disk, PC formatted, to the Speaker Ready Room.
• SPEAKER READY ROOM: The computers in the Speaker Ready Room and in each of the breakout sessions are EXACTLY alike. If your presentation looks good in the speaker ready room, then it will look good in the session. Someone will be in the Speaker Ready Room all day to assist you. Do not hesitate to drop by and ask questions.
• IN THE SESSION: You will control your presentation on the computer provided in the session room. There will be a laptop for you to use. Please do not load your presentation on the computer in the session room yourself as it may be deleted remotely.

Questions: Prior to the meeting contact Rick Mathews with American Audio Video, speakerready@aas.org.