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Conference Speaker Information

As a speaker at one of our upcoming conferences, we would like to give you some information about the audio-visual setup that will be available to use at the conference venue.

Should you have any special requirements, or questions after reading the information below, please contact Stewart, the Zing Audio-Visual Technician.

What computer can I use?

You can give your presentation at the conference either via your own computer or by using one of the Zing laptops that will be available at the meeting.

If you would prefer to use your own computer, please bring your laptop to the AV desk on the day prior to your presentation and check your computer works in harmony with the on-site equipment. If using your own computer, please provide any adaptors, if required, to connect to a VGA system (see photo below). Apple Mac users will usually require an adaptor.


Standard VGA Connector

If you would prefer to use a Zing laptop, please submit your presentation via a USB stick to the AV desk on the day prior to your presentation. At this time you will be able to preview your presentation and check there are no issues. The computers in the conference hall are PC laptops with Windows 7 installed. Presentations should be prepared for PowerPoint or in Adobe Acrobat PDF format.

Should your presentation include video(s), and you wish to use a Zing Computer, simply place the PowerPoint File and all audio/visual files included in the presentation into one folder and name it with the presenters surname.

Presentation Security

All presentations loaded onto Zing Computers will be dealt with in the strictest confidence. We understand the work being presented may be unpublished or confidential. At the end of every session, all the completed presentations will be permanently deleted from our system. Delegates can request to witness their files being removed. Under no circumstances will copies be made available to anyone, or files stored after the presenters session is complete.

What Size Format Should I Use?

The screen at the venue will be in the 4:3 format (please see picture below) and all presenters are requested to ensure their presentations are in this format. Presentations not in this format may display incorrectly.


Presentation Aids

Wireless slide advancers and laser pointers will be provided and can be demonstrated to you when reviewing your presentations at the AV desk. We also provide Session Chairs with a countdown timer which will show you the time remaining of your presentation slot.


Speaker Time Allocation

We request presenters pay particular attention to the time they have been allocated. Please check the conference programme regularly to be kept updated with your time allocation.

The timetable for presentations will be closely monitored and controlled by the session chair.

Each presenter should leave a few minutes free at the end of their allocated time for Questions & Answers (Q&A’s).

While each conference chair will confirm the exact time breakdown for the speakers, as a general rule, speakers allocated with 40 minutes should plan on a 35 minute talk leaving 5 minutes for Q&As, speakers allocated 30 minutes should plan on a 25 minute talk leaving 5 minutes for Q&As, speakers allocated with 15 minutes should plan on a 12 minute talk leaving 3 minutes for Q&As.

Presenting On First Day?

Delegates making presentations on the first day of the conference should proceed to the Zing registration desk, allowing plenty of time before the conference starts, and inform the Zing staff who will guide them to the AV desk to preview their work.

Further Questions?

If you require any further information, have any special requirements or require any assistance please feel free to get in touch. Please contact Stewart Whitehill