Information for Speaker

Please stay strictly within the speaking times allotted to enable a lively academic discussion. The chairpersons are required to insure speaking times are not exceeded. Important note: The designated time includes the discussion! So please prepare the length of your presentation so that there will be some space for questions and discussion. It is planned that presentations will be made by means of a Powerpoint presentation on the presenters' own laptops or the PC provided.

Submitting Media
If you will not be using your own computer for the presentation, please submit it in room Planton 3. There are Windows XP computers there for downloading your files and provide a pre-flight test of your presentation. It is also possible to make corrections there to presentations submitted beforehand. Your files will be checked for viruses and downloaded with the other presentations belonging to your session on to the computer in the appropriate lecture room. In order to avoid compatibility problems, your PowerPoint file should be saved as PowerPoint 2005 version or earlier. Furthermore, identically configured PCs will be used in each lecture room provided by the company, HTMed. No provision has been made for the inclusion of slide or overhead projectors. Submit media at least two hours before the session begins. It is not possible to directly use your CDs in the lecture room. If you are planning to use your own Apple Notebook for your presentation, please check the following points as precisely as possible the evening beforehand. While doing so, be sure to check whether the VGA outlet is activated and the resulting display is as desired. Screen resolution should be set at 1024x768 to afford optimal projection. Unfortunately, we can only offer technical support in the media submission room and not in the lecture rooms.

Data transfer from following media carriers:
- USB storage media (flash drive) compatible with Win XP
- (ZIP files or floppy disks will no longer be accepted)

Operating system:
Microsoft Windows XP

Only programme allowed:
Microsoft Power Point (up to Office 2005)
((PowerPoint (and all other Office products): 2002 = XP with Service Pack 3))
Adobe Acrobat Reader; please save all special fonts in the presentation as embedded fonts.
Please save all integrated video clips as separate files; use standard Windows XP codecs.

Allowed video formats:
standard formats (e.g. *.wmv, *.mpg, *.avi) playable with Windows Media Player in the standard installation for Windows XP.

Having videos integrated into the presentation often lead to problems. If you do not want to do without videos, please be sure that they are copied separately on the media and are saved in the same folder as the lecture. Please test the CDs with integrated videos on different, separate computers to assure the video's integration. As a rule, problems arise through the use of special compression encoding programmes (codecs). In case of doubt, please store the codec used on the data carrier.

If your presentation includes audio components, please inform us before the event.

Recommendations for the Presenters:
Please create a separate folder to hold all of the files relating to each lecture ((e.g. presenter's name _ time of presentation or presentation number (list is posted) and your last name: V23 smith.ppt))

((Internal note: number presentations in submission room))

In addition to the PowerPoint file, we recommend also creating a computer independent version with "Pack & Go" (found in the menu "File") and saving it on the CD just to be on the safe side.

Save linked images, videos and charts as separate files in the above mentioned folder. Save the complete folder on a media carrier (see above). Please use only standard Windows fonts or embed other fonts in the PowerPoint
presentation file. Please avoid file sizes in excess of 30 MB (such large files are only created when a large number of uncompressed images are embedded in the presentation). If you want to work on your presentation while travelling or during the conference, please do not forget to take along your own media carrier.

Tips on special hardware configuration

Older Macs require a special adapter to connect the computer to a 15-pole VGA plug.
Be sure to have such an adapter on hand.
1. Connect all cables before turning on the electricity
2. Turn on the projector
3. Start the Macintosh

We will gladly assist you, if requested in advance; prior (at least 60 min.) to the beginning of the session. If this does not work, check whether your monitor resolution is set at 1024x768 (standard), 800x600 or at least 640x480. You should also check whether the monitor control panel is set to “mirroring.” If it is an older Powerbook, it might not support “mirroring.” It might possibly have a feature called "simulscan", which is essentially the same thing. Some Mac models must be rebooted after the projector has been connected.

Tip: reboot your laptop while it is connected to the projector in the AV previewing room and switch it to 'sleep mode.' After being rebooted, your Mac should still have that setting.

Depending on the version of system software you have, the standard video setting could be a 'parallel configuration' of the monitor window. (This is the case if you see no menus or cursor on your desktop; when the cursor is moved, the projected image switches to your monitor screen image.) Go to 'Control Panels, Monitors, configuration' and pull the larger window onto the smaller one. This produces a mirror image of the screen image on your laptop's screen. Depending on your system software, your system will automatically recognize the projector's resolution and frame rate or you will have to set it manually. If you have not set a normal resolution, the projector might possibly not display a picture. Test the resolution and colour intensity before your presentation in the AV previewing room. (Do not waste precious time by having to readjust your settings during your


Check if your computer has a standard VGA outlet (15-pole DIN socket). Some computers require an adapter. You will have to switch the video display at the latest when your computer is connected to the projector. Most PCs use function keys denoted by a small video monitor symbol. Some systems require complicated key combinations to activate this feature. You will find information on this in your laptop's owner's manual.

Test the resolution and colour intensity before your presentation in the AV previewing room. (Do not waste precious time by having to readjust your settings during your presentation.)


Most Linux laptops have a "CRT/LCD" function key or two symbols representing a computer and a projector. Often there is a switch to toggle between screen and projector, but in some cases this can cause the computer to crash. To avoid this, boot into the BIOS and look for a box marked CRT/LCD (or something similar). This box can be set to "both" in order to additionally have the picture signal always aligned to the VGA outlet. This way the image appears directly on the connected projector without pushing a key. As soon as this works, it should then also work again after the computer has been restarted.