COMMUNITY exchange Presenter Guidelines

Preparing and Submitting Your Presentation

Congratulations on being selected to deliver your presentation at the 2025 Community Exchange held Apr. 28-May 1 in Anaheim, Calif.

Please follow these guidelines to make sure it is delivered successfully and submit your presentation and a PDF copy by April 18. If you have any questions or cannot comply with these guidelines for any reason, please contact presentations@internet2.edu as soon as possible.

 

To ensure that your presentation can be processed appropriately and associated with the correct session, please name and submit your presentation according to these guidelines:
 

• Name your presentation file – Please name your presentation according to this example: YYYYMMDD-lastname-title, where YYYYMMDD is the year, month and day the presentation is scheduled; lastname is your last name, and; title is a shortened version of the topic or session title, lowercase. For example, a PowerPoint presentation on perfSONAR given on 17 Feb 2021 by Matt Zekauskas would be named 20210217-zekauskas-perfSONAR-Update.ppt.”
   
• Use an accepted format – Please save your presentation in one of the following formats: PowerPoint (ppt, pptx), Keynote (key), or Portable Document Format (pdf). Online applications like Prezi may be used, but if so, please make sure to follow the next step! Please note: All conference projectors support 16:9 (widescreen) format.
   
• Save a copy in PDF format – If your presentation is not already in PDF format, please provide a copy of your presentation in PDF format for online posting. This gives you a chance to review the converted copy and ensure that the information and graphics appear as you intended.
  
  NOTE: It is Internet2’s practice to make all presentations available as PDF files to ensure the highest accessibility for our online audience, and to help protect speakers’ copyrights. Both the presentation and PDF versions should have the same name (except for the file extension). If you would like your presentation to be posted online in PowerPoint format (for instance, because it includes some important animations that cannot be translated into PDF format), please include a note to that effect in your submission email message.
   
• Submit your presentation (and PDF copy) to presentations@internet2.edu by Nov. 27. Please note: Meeting support may contact you if you do not submit your presentation before the deadline.

Delivering Your Presentation

Here are some simple tips to help make your presentation a success.
 

• Please practice giving your presentation before the meeting.
• Please confirm your presentation time with the meeting support personnel.
• If your presentation includes a panel of speakers, please sit in your speaking order. The first speaker should sit closest to the podium.
• Indicate if you are the moderator of a panel and please notify meeting support if there are any speaker cancellations.
• Always speak directly into the microphone. Ask questioners to walk to the microphones provided to ask questions or repeat the question into the microphone. Audience members will not be able to hear content delivered off-microphone.
• Presenters may bring a printed handout. The meeting support personnel or room monitor will be available to help you place them or hand them out to attendees.
• Presenters in the Ballroom are required to use the Podium Laptop unless they have requested (and received permission) to use their own computer due to an unusual presentation requirement (e.g., a software- or demonstration-related issue). If you need to use your own laptop, please contact presentations@internet2.edu at least 24-hrs in advance of your scheduled presentation time.

All other presenters should be prepared to present using their own laptops. Connection cables will be available.

If you have any questions or cannot comply with these guidelines for any reason, please contact presentations@internet2.edu as soon as possible.

For Recorded Presenters

Recorded sessions have special technical requirements. This information will help ensure a successful experience for meeting participants.
 

• Deadline: Final versions of slides must be submitted by 12 p.m. (noon) PT the day before your presentation is scheduled. If no material has been received by this deadline, your presentation will be rescheduled.
   
• Unless you submit a Refusal to Record Request, your session will be recorded and made available to online attendees and offered for download on the event website as part of the conference proceedings.
   
• The recording venue for the 2025 Community Exchange is the Ballroom; speakers at these sessions will be alerted by email once the room assignments are final. Speakers presenting in the ballroom must use the podium laptop provided by Internet2.
   
• A clicker with a built-in laser pointer will be provided on the podium for your convenience. You may use it to advance your slides or to point out specific areas of interest on the screen.
   
• Podium laptop keyboard and controls remain active during presentations, so you can also use them to control your slides, or to navigate to a website URL with an installed web browser. If you need to run applications other than a browser, need to run multimedia files, or have any other requirements not covered here, please contact presentations@internet2.edu with your specific needs.
• If you are presenting in the ballroom, and your presentation includes other multimedia files (e.g., video, audio, etc.), please inform presentations@internet2.edu when you submit your presentation and describe the additional files you’ll be using. You will be asked to provide these files in advance of the presentation, so they can be uploaded to the podium laptop.
   
• Please inform meeting support personnel of the session format. For example:
  • Will one presenter speak at a time, followed by a panel discussion?
  • Will you require the panel microphones to be activated during the presentation or will you move to the podium to answer questions?
  • NOTE: Meeting support personnel must control microphone muting to protect against feedback. Please do not attempt to turn the mics on or off from the podium or the aisles!
     
• Please turn cell phones completely off. Muted cell phones can still cause audio static.
• Please keep the panel and presentation area clear of debris. We are broadcasting in high definition. The camera picks up everything.
   
• Please remove your conference badge.
   
• Panel members should not bring their laptops to the panel or use them during the presentation.
   
• Laptops compromise the video image and cause distraction when opened, closed, or used from the panel during the presentation.

If you have any questions or cannot comply with these guidelines for any reason, please contact presentations@internet2.edu as soon as possible.