Presentation Information and Guidelines  

Poster Presentations

Poster boards should be in the horizontal format (landscape layout).

Poster boards measure 4 ft by 8 ft physically, so posters can be as large as that (1.2 metres by 2.4 metres).

Poster boards are covered with a Braelock surface that accepts push pins or Velcro attachments. Push pins will be provided.


Waited last minute to print your conference materials?

These folks might be able to help:

DocuMart Copies and Printing
101 S.W. Main St., Suite 130
Portland, OR 97204
Phone: 503.228.6253

Website: http://www.documart.com

Contact: Lesley Lane
Email: onemain@documart.com

Quality Services are the DocuMart Difference! When it comes to business communications services, we've got it covered. We can provide virtually any product or service imaginable to communicate with your clients, employees, stockholders, or vendors. We're experts at corporate identity pieces. But that's only the beginning. To learn more about the many products and services we offer, please contact one of our representatives.

Premier Press
5000 N. Basin Ave.
Portland, OR 97217
Phone: 503.223.4984

Website: http://www.premierpress.com

Contact: Scott Kendig
Email: scottk@premierpress.com

Premier Press, a women owned business, provides design, digital, offset and wide format printing services in Portland. Join customers like Nike, Oakley and KEEN and enjoy our quality and service. For the event planner we print and install large banners and posters printed on paper, linens, plastic, and metal. We create collateral such as brochures and sell sheets on digital and offset presses. G7 certification ensures color consistency across all printing technologies. As you’d expect from an Oregon company, the environment is very important to us. We are FSC and SGP certified, we even get our electricity from the wind!

Alpha Graphics
1510 S.W. Sixth Ave.
Portland, OR 97201
Phone: 503.221.1876

Website: http://www.alphagraphics.com

Contact: Nora Stevens
Email: us243@alphagraphics.com

We are a full service printer committed to providing exceptional quality conference materials while staying on budget and on time. We can take your digital output and create stunning presentation materials, full color copies, and large format posters, even sign boards and deliver them to your conference or business. We can assist with pre-conference planning brochures, postcards and direct mail. We provide promotional products: Lanyards to Stress balls - Luggage tags to Tote Bags. We can also help you with business cards, graphic design, and document creation projects. Call for estimates.

FedEx Office Print & Ship Center
1605 NE 7th Ave
Portland, OR 97232
Phone: 503.284.2129

Website: http://www.fedex.com/us/office/

Contact: Perry Dustin
Email: usa5139@fedex.com


Oral Presentations

Supported Formats

PPT, PPTX & KEY: The Presentation Management system at Iavcei 2017 is optimized for PowerPoint and Keynote files. To take advantage of advanced media support in PowerPoint, we recommend all PPT files be converted to the PPTX format. You can find the convert feature located under “File, Help” when you have your PowerPoint open.

PDF: Supported.

Prezi files are currently unsupported for upload. Please ask for assistance in the Speaker Ready Room.

Presentation Formats

The projector system is going to be set up for 16:9 aspect ratio for oral presentations. The newest versions of powerpoint handle that (and some default to that). If people prepare presentations in the older 4:3 aspect ratio format, they will still work but there will be more 'black border' around them.

For best presentation results please build your presentation on a 16:9 aspect ratio. If you are using Powerpoint for your presentation, you can be sure to create the correct format by going to the
“Design” tab – select “Page Setup” – select the drop down arrow for “Slides sized for” and select
“On-screen Show “16:9”.

Video and Audio Support

Please consider compressing your videos. If you’ve authored your PowerPoint as a PPTX, there are tools within PowerPoint to do this automatically.

If you will be converting or authoring videos, we recommend H.264 encoding at less than a 5Mbps bitrate for best performance. Typical resolutions in the meeting room will be 1920x1080i for 16:9 presentations. A 1080p, maximum bit rate encoding will bloat the size of your presentation with no visual improvement and may actually hurt performance.

Considerations for custom fonts

We only supply fonts that are included with Office 2013. If you need a specialized font, it should be embedded into your PowerPoint presentation. Some licensed fonts may not embed and should be replaced with a font included with Office.

Links to Web Pages

Please do not use direct links to the internet in your presentation. There will not be internet service for presentations in the meeting rooms and links may interfere with the Speaker Ready Software that is supporting your presentation.

Before You Depart, Backup

Please bring a copy of your presentation with you on a USB as a backup. While PowerPoint 2013 and later will embed movies by default, you should still bring any videos just in case. Not all prior versions of PowerPoint will embed movies.

At the Conference

We suggest you upload your talk a minimum 2 hours prior to your scheduled presentation. The computers in the Speaker Ready Room will be configured with hardware and software exactly like the ones in the meeting room. If you upload your talk online, you can review your presentation in the Speaker Ready Room if you wish. IF THE PRESENTATION DOES NOT PLAY PROPERLY IN THE PRESENTATION ROOM, IT WILL NOT PLAY PROPERLY IN THE MEETING ROOM. If your presentation was created on a Mac or converted from another program into a PowerPoint or PDF file, we STRONGLY recommend you review it in the Speaker Ready Room. This is where our technicians can help resolve any compatibility or formatting issues and explain the in-room setup.

Giving Your Presentation

Please arrive at your designated meeting room 15 minutes before the start of your session. At the lectern, there will be laptop where you can open your presentation. Simply click your name on the display and your PowerPoint, Keynote, or pdf will launch automatically. At the end of your talk, close your presentation and the display will return to the list of presenters.

Rooms will include a power point remote, laser pointer, PC Laptop and Mac Laptop, (PLEASE OPEN KEYNOTE FILES ON THE MAC) and a wired microphone at the podium which you can use at your discretion.

Talks will be limited to 12 minutes to allow 3 minutes for questions and answers.


Speaker Ready Room

The speaker ready room (Oregon Convention Center room A104) will be open as follows for presenters to load their oral presentations:

Sunday, August 13: 2:00 – 6:00pm

Monday, August 14: 7:00am – 5:00pm

Tuesday, August 15: 7:00am – 5:00pm

Thursday, August 17: 7:00am – 5:00pm

Friday, August 18: 7:00am – 2:00pm


Online uploading of oral presentations

You can upload your talk ahead of time through an online submission website. The submission website will be open August 1st through August 10th.  Alternatively, at the conference itself, you will be able to upload your talk in person by visiting the Speaker Ready Room (Rm. A-104) in the Oregon Convention Center beginning Sunday August 13th at 2:00pm. You are able to replace an earlier file with an updated one via the Speak Ready Room. The final version of your talk must be uploaded AT LEAST 2hr prior to your presentation.

To upload your presentation, please go to:  http://submission.occproduction.com/

Username: The email address you received your presentation confirmation in
Temporary Password: Submission1

Once you are logged in, you will be asked to change your password by selecting three password recovery questions.

Once your new password is created, follow the prompts to upload your presentation.  

If you need support or have any questions about uploading your presentation, please email: iavcei@oregoncc.org.


A/V Training for Volunteers and Session Conveners

A/V training session for volunteers and session conveners will be held 3pm Sunday, August 13, room A105, Oregon Convention Center.