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The Society for Vascular Surgery is pleased to have your active involvement during the 2024 Vascular Annual Meeting, June 19-22. The guidelines provided here will enable our technical team to support you effectively to ensure your presentation runs smoothly.

Speaker Ready Room Hours, McCormick Place, West Building, Level 1, W180

• Tuesday, June 18: 2:00 pm - 5:00 pm
• Wednesday, June 19: 6:00 am - 5:00 pm
• Thursday, June 20: 6:00 am - 5:00 pm
• Friday, June 21: 6:00 am - 5:00 pm
• Saturday, June 22: 7:00 am - 12:30 pm

Faculty
All faculty must check in at the Speaker Ready Room, preferably the day before your session, to submit and preview your presentation. If you are checking in on the day of your session, please come by at least four hours prior to the start of your session. Presentations will not be accepted in the session rooms and must be submitted through the speaker ready room onsite or via the Orchestrate Portal that will open on Monday, May 20th, more information to come.
*VQI Tuesday faculty must upload via the Orchestrate Portal by Friday, June 14th prior to coming onsite to ensure their presentations are ready for Tuesday's sessions. 

The computers in the Speaker Ready Room will be configured with hardware and software exactly like the ones in the meeting room. It is imperative that you review your presentation in the Speaker Ready Room. This is where our technicians can help resolve any compatibility or formatting issues and explain the in-room setup.

Please note: If your presentation is in Dropbox, Google Drive, email, or on your phone, PLEASE DOWNLOAD AND COPY IT TO A FLASH DRIVE before coming to the Speaker Ready Room.

How It Works
Please arrive at your designated meeting room 15 minutes before the start of your session. Most presentation rooms will be staffed with an audiovisual (A/V) person, who will assist in launching each presentation. At the lectern there will be a monitor set in front of you where you can follow your presentation. Simply click your name on the display, select the start button, and your PowerPoint will launch automatically. “Presenter View” speaker notes will be available upon request. Please let the technician in speaker ready know you would like to see your notes. At the end of your presentation, the display will return to the list of faculty.

If you have any difficulties or need any assistance, just click the “ASSISTANCE NEEDED” button and a technician will be immediately sent to your room.

Format Guidelines
We are currently using PowerPoint 2019 (PPTX) on our computers. This version will accept files created in earlier versions of the software. Presentations created in Keynote, Prezi, or other presentation software will not be accepted. We will accept your presentation on a USB flash drive, CD-ROM or an external hard drive.

Before you arrive at the event:
Make sure your slides are in Widescreen format (Design/Slide Size/Widescreen 16:9). Our PCs have only default Windows fonts installed. Please review your presentation in Speaker Ready to ensure your slides are projecting correctly.

Widescreen 16:9 presentations will completely fill our projection screens, as shown here:

If you wish to use the standard 4:3 slide size, you may do so, but please note how your slide will appear on our widescreen projection screens – left and right sides of the screen will be blank:

Embedded Videos
It is recommended that you bring copies of all videos, even those embedded in your presentation. This will, if necessary, allow us to edit and/or re-import the video file, to ensure your presentation runs smoothly. Internet access will NOT be available on the presentation laptops in the session rooms, so links to online videos will not play.

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 1024x768 for 4:3 presentations and 1280x720 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.

MAC/Keynote Users
Please export your presentation as a PowerPoint file (.pptx). When saving your presentation, DO NOT select “PowerPoint 97-2004 Presentation (.ppt)”. This will change your embedded videos to pictures, and your file will not work. Saving as a regular PowerPoint .pptx file is the best method. Be sure to review your presentation in the Speaker Ready Room to ensure that fonts, charts and tables appear correctly.

Important Reminders

• There are no connections at the podium for speaker’s laptops.
• Internet access will NOT be available on the presentation laptops in the session rooms.
• Please include a Disclosure Slide - the slide following your title slide should contain text about relationships and affiliations disclosed in your conflict of interest information.

Faculty hereby grants permission to allow the text and images of their presentation to be posted on the SVS website after the meeting. Faculty will have the opportunity to delete or provide replacement slides (if necessary) within 7 days of the presentation. Faculty are responsible for obtaining all releases for any copyright-protected or proprietary content that is in the material being presented.

Should you have any questions not addressed in this document, please email: Orchestrate@freemanco.com.