2016 AACRAO Technology & Transfer Conference


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PowerPoint™ Presentation Guidelines

Speaker Ready Room
ALL presenters must check into the Speaker Ready Room [Orange County 3, Anaheim Marriott) at least 4 hours PRIOR to your presentation. All meeting rooms will have presentation computers that will be networked to a central computer located in the Speaker Ready Room. Presenters are encouraged and expected to bring their own memory device or CD-ROM to the Speaker Ready Room, where they will have the opportunity to review their presentations or make any last minute changes.

Guidelines for Preparing PowerPoint Presentations
IMPORTANT: Please make sure that you include your contact information on the final slide (this slide can be either hidden or deleted on-site after you have checked in at the Speaker Ready Room). Please take a moment to read the following information completely even if you are an experienced presenter. If you have technical questions after you have finished please contact James Rut with Production Resource Group at (720) 440-8330.

Pre-show Logistics
You should make it a priority to go by the Speaker Ready Room prior to your presentation. This will allow you time to review, rehearse, and finalize your presentation. When building your presentation, make sure you include any external files utilized in the same folder as your presentation, e.g. movie files. When creating your media for transportation, copy the entire folder to the disk. To ensure the success of your presentation, remember to make a backup copy of your files and transport that media in a separate piece of luggage. If you have movies in your presentation, it is even more important that you verify the file in the speaker ready room well ahead of your presentation time.

If your PowerPoint presentation includes an embedded video (or videos) you MUST bring the presentation and video as SEPARATE files. If you are using PowerPoint 2010 (which allows for embedding of video into the PowerPoint), it is preferred that you bring the separate video files with you in case any problems are encountered.

Fonts: We can only supply fonts that are included in the base installation of Windows. Any font other than these will need to be embedded into your PowerPoint presentation. For information on embedding fonts see below. We suggest using the fonts such as Times New Roman, Arial, and Tahoma. Use of fonts not included in Windows can lead to words that bleed into graphics or bullets that may be the wrong style.

You can embed the fonts into your presentation by following these steps:

Office 2003

  1. On the File menu, click Save As.
  2. On the toolbar, click Tools, click Save Options, select the Embed TrueType Fonts check box, and then do the following: To embed all the characters in the font set, select Embed all characters (best for editing by others).
Note: If you plan to have others review and edit your file, it's best to embed the full font set, though that creates a larger file.


Microsoft Office 2007

  1. Click the Office button, and then PowerPoint Options.
  2. Select the Save Tab and Check the box to Embed Fonts in the file.

Office 2010 and 2013

  1. Click File, and then Options.
  2. Select the Save Button and check the Embed Fonts box.

Note: PowerPoint 2011 for Macs and other Mac versions of PowerPoint cannot embed fonts

Prezi Users
We do allow presenters to use Prezi if desired. If possible, use the Present Offline version, which does not require internet connectivity to operate. We ask that you come by the Speaker Ready Room in advance to test the presentation.

Apple Computers

If you are creating your presentation on an Apple computer, please be aware of the following issues.

  • Movies: QuickTime is not native to Windows computers. It is preferable to have your video files converted to .avi’s in order to allow for proper operation in PowerPoint for Mac or PC.
  • Pictures: Use common image formats that are cross-platform such as JPG, PNG, GIF
  • Fonts: Use common cross-platform fonts such as Times New Roman, Arial, and Courier. Many pre-installed and custom fonts will not translate properly on a Windows machine.
  • Animations: Use simple entry animation effects, such as fly in/out, appear, and dissolve.

The best way to ensure your success is to come by the Speaker Ready Room [Orange County 3, Anaheim Marriott). There are technicians there ready to assist you.

*These guidelines have been established by Production Resource Group to help ensure the success of your presentation.*