Presentation Submission Guidelines

Presentations can be submitted to AAES staff via email at [email protected] until Monday, May 12, 2025. After this deadline, all presentations must be submitted directly to the AV technician in the Speaker Ready Room.

Presenters may update their slides or materials up to one hour before the start of their scheduled session. Please note that AV technicians will not accept any changes submitted less than one hour before the scheduled session begins.

Speaker Ready Room

An AV technician will be available in the Speaker Ready Room for technical support during the following hours:

• Saturday, May 17: 9:00 AM - 5:00 PM
• Sunday, May 18: 6:30 AM - 6:00 PM
• Monday, May 19: 7:00 AM - 11:00 AM

To submit slides or do a final run-through of your slides, please arrive at the speaker-ready area, located just outside the main entrance of the presentation room (Grand Ballroom D), no later than one hour before the start of your scheduled session.

Audiovisual Best Practices 

Here are some quick tips to help ensure your presentation runs smoothly:

• Slide Design & Readability
• Keep slides concise - avoid overloading them with too much text.
• Use large, clear fonts. The presentation room is spacious, and some attendees will be seated far from the screen.
• Use stock fonts whenever possible.
• If you must use a non-stock font, download the font file onto the same flash drive as your PowerPoint.
• Non-stock fonts may not display correctly and can cause formatting issues or cut-off text. Be prepared to adjust formatting, sizing, and layout on site if needed.
• Preparing Your Files
• Embed all videos directly into your PowerPoint - do not link to online streaming platforms.
• Double-check video formatting and playback settings before your session:
• Click on the video and navigate to the "Video Playback" tab in PowerPoint to confirm settings.
• Save all necessary files - PowerPoint, videos, and fonts - to a single flash drive.
• Remove all unrelated files from the flash drive to help the AV technician easily locate your presentation.
• Using the Speaker Ready Room
• Arrive early to preload and test your presentation.
• Arrive at least one hour before your scheduled session to ensure all files are transferred properly.
• Don't forget to save the final version of your presentation before handing it off to AV in the speaker-ready area.
• Edits or changes to your slides will not be accepted less than one hour before your scheduled session.
• Other Helpful Tips
• If your presentation is stored in the cloud, allow extra time to log in, download, and prep your files.
• Confidence monitors will not display presentation notes. Be sure to print your notes if you plan to use them during your session.

Audiovisual Setup by Room