How to make a PowerPoint presentation at DFC

Prepare your presentation using Microsoft PowerPoint, version 1997 or later. Microsoft has some useful suggestions that help keep file size down and increase efficiciency while decreasing the chance for problems. We strongly suggest following these suggestions. The projection resolution of the equipment at the meeting will be 1024 x 768.

When you are satisfied with the presentation, save the file as a PowerPoint Show: select File, Save As, change Save As Type to PowerPoint Show (*.pps). You should name the file using the last name of the first author of the DFC contributed paper. When you open this type of file, it starts as a slide show, and can still be edited within PowerPoint.

A cautionary note about videos and PowerPoint - when using video clips with PowerPoint you must use ftp to ensure that all the files get uploaded. PowerPoint will only upload the PowerPoint file and not the video files. The video files must be included or the video will not run. PowerPoint only embeds the first frame of the video clip as a place holder for the video. If the video file is not included we have no idea if there's supposed to be a video or if what we see when testing the file (perhaps just an image, and not a video) is what you intended or if there is supposed to be a video in its place. If your PowerPoint presentation includes a video, it is always best to let the person in charge of the presentations know this at the time the file is submitted (see the abstract submission form for this contact information).

You will transfer your completed presentation to a host computer by FTP. You must have internet access to use FTP. File Transfer Protocol (FTP) allows a user to transfer files from one location to another across the Internet. It works like the web, but instead of just viewing pages you can exchange files from your computer to the network computer hosting the FTP site, similar to using Windows Explorer on your PC. FTP has several advantages over sending large files as email attachments.

STEP 2a If you have a recent version of PowerPoint, you can simply save your file directly to the DFC host using FTP. While in PowerPoint, click File, Save As, then click the Save In arrow (as if you were going to change directories). Scroll down and select the last option labeled Add/Modify FTP Locations. Enter the following information in the dialogue box (case sensitive):

Once you have the information entered, click Add. Then select the site you just added under FTP sites, and click OK. After you have successfully connected to the DFC FTP site you will see several folders with date-based names (yyyymmdd), one for each day of the meeting. Select the appropriate folder for the day your talk is scheduled (look up your assigned time slot in the abstract database). Find and open the folder within that day for your specific talk (you can right-click or select the folder icon with an asterisk) according to the time for which it has been scheduled for presentation. Save your presentation file into the new folder with a filename that is the lastname of the first author on the paper.

OR

STEP 2b If you have a problem with Step 2a, have an older version of PowerPoint, or want to do other things with the files on the FTP site, an alternative is to use an FTP client, (ie, software program). This is a software program that allows you to transfer files using FTP. If you don't already have an FTP client, two simple shareware programs that are available for download from the web are: FTP Explorer and WS-FTPlite. Note that these programs are shareware, which means that you can try it free for a period of time, after which you must register it, and pay a fee to continue using it. There are also other FTP programs available. When you download the program file to your PC, it is in a zip file (compressed), that will need to be extracted to your PC's hard disk (using WinZip or similar program). For Macintosh there's Fetch ($25 or free reg for schools and agencies - http://fetchsoftworks.com/).

Once you have your FTP program downloaded, installed and running, you will connect to the DFC host computer by entering the information listed above (other fields can be left to the default settings). Now you can upload (ie, copy your presentation file from your PC to the DFC host computer) your PowerPoint Show file to the appropriate folder you created, as described above. Most FTP clients work similar to Windows Explorer to move files between your computer and the DFC host site. Depending on the size of your file and speed of your internet connection, this could take a few minutes. Once you have completed the upload, you can close the FTP program.

Final versions of files to be presented at the meeting must be sent by FTP to the DFC host computer by no later than the deadline for FTP as stated in each annual call for papers (meeting announcement).

Assuming you have completed STEPS 1 and 2 correctly, you can show up to the DFC meeting and your presentation will be ready for you when you step up to the podium. Computer, LCD projector and all controls necessary will be provided by the local host facility. A common computer will be available in a set-up area for you to preview your presentation before your talk is scheduled and a Projection Coordinator will be designated by the meeting organizers to upload PowerPoint files to the projection computer and manage the projection equipment and projectionists. Immediately upon arrival to the meeting and well before your talk is scheduled, please contact the Projection Coordinator to make sure your file is on the computer and ready for your presentation.

If you indicated when you submitted your abstract that you wanted your presentation published on the DFC website with the DFC Proceedings, you have until December 31 to notify the DFC Proceedings Editor (Dean Hendrickson - webmaster at desertfishes dot org). If the Editor receives nothing from you, your presentation will be published via a link from your abstract in the online Proceedings. Users of the Proceedings will then be able to download and view your presentation. If you wish to do this, please select the "embed viewer" option when saving your file in "show" (pps) format so the viewing software is included in the file itself. That way, end users do not have to have Powerpoint installed to view it.

Q&A's

How do I make "last minute" changes to my presentation?

Up until the dealine for FTP of files, you can make changes to your presentation and put new versions of your file on the DFC host computer using the FTP process. Be sure it is named to indicate it is the newer version since you won't be able to erase or overwrite earlier ones put there.

Changes may be made at the meeting up until the day before your scheduled talk. For example, if your talk is scheduled for 4pm on Friday, you may make changes to your presentation up until Thursday night, using the provided computer (or providing an updated copy of your file in an acceptable medium, see below). Changes can be made on the common computer at the meeting site or on your own computer and transfer an updated file to the DFC host site.

What if I can not use FTP to send my file to the DFC host site?

If you cannot use FTP, you may bring your file to the meeting, but be forewarned that the local hosts make no guarantees regarding their ability to read the file you bring with you. If you must bring the file, rather than delivering it via FTP, bring it either on a CD or a USB Key (Flash Drive). Other drives/formats (e.g. Zip, floppy) will not be available at the meeting. The file must be presented to the LCD coordinator at least the day before your talk is scheduled. You may work out alternative methods for file transfer (eg, snail mail a disk or email a file), at the discretion of the LCD coordinator.

Regardless of how you intend to get the file to the meeting, by the deadline for the FTP of files, you must notify the Projection Coordinator if you are planning to give a presentation using PowerPoint.

YOU WILL NOT BE ALLOWED TO USE YOUR OWN LAPTOP OR PROJECTOR FOR YOUR PRESENTATION, so save the PowerPoint file and find a way to get the file to the DFC host site. You are ultimately responsible for ensuring your presentation file is available at the time you give your talk.

What is the resolution of the computer and projector to be used at DFC?

For the meeting presentations, the computer and projector will be set at 1024 X 768 resolution. It is recommended that you compose your presentation at no greater than 1024 x 768. If there are more than one image on a slide, then the total image size should not exceed 1024 x 768. Huge, high resolution images may slow the presentation.

Can I use other digital formats, such as video?

For digital video it is recommended you use MPEG format. Other formats and digital presentations are possible but you should contact the the LCD coordinator to ensure compatibility and software availability well in advance of the meeting.

If you have questions not answered above or suggestions for the process or clarification of these instructions, please send them by email to the meeting host.

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This page last modified:  06 September 2007