The registration desk/help desk will be located in front of Jefferson
Ballroom (Salon C) in the Omni Hotel and will be open on the following dates and
times:
Saturday, 6pm-9pm (located in the Atrium),
Sunday, 8:30am-5pm,
Monday, 8:30am-6pm,
Tuesday, 8:30am-6pm,
Wednesday, 8:30am-12:30pm.
Poster boards for poster presentations will be set up in the James Monroe room. The maximum size for posters is 4' (1.2m) squared. Posters may be put up any time the registration desk is open. Note that posters need to be removed before 8:30am on Wednesday.
A/V equipment for talks:
Should you need a slide projector or a VCR (only the US standard "NTSC" is supported) please let us know before May 22. If there has been no request before this date we won't be able to have this equipment available at the conference.
For speakers using transparencies and for the discussion sessions an overhead projector will be available.
In order to avoid time consuming individual laptop set-ups and compatibility problems computer-driven presentations will be run through two dedicated conference computers. Please closely follow the instructions below when preparing and submitting your presentation. It's your best bet to avoid technical problems during your talk!
There are two possibilities to get your presentation onto the conference computers. The safest possibility is uploading your file(s) through the upload page before the conference. If we receive your presentation before Thursday May 29, 15:00 EST, we will be able to test it and contact you within 24 hours in case of problems. You may use the upload page until Friday May 30, 15:00 EST, but we won't be able to perform tests on any presentations uploaded after May 29, 15:00 EST before the conference begins. As an alternative you may bring your presentation on a CD-ROM. In this case you should contact the A/V coordinator as soon as possible (it's best to visit Monticello room on Saturday 6-9pm!) and in any case no later than half an hour before the morning or afternoon session of your talk begins (e.g., if your talk is Monday before the lunch break it is best to contact the A/V coordinator on Saturday or Sunday but no later than 8:30 Monday morning). If you create a CD-ROM, make certain you close or finalize your session. If you do not do so, you cannot access the CD-ROM from any computer. (Note that there's no harm in bringing the laptop you created the presentation on to the conference, as a backup.)
Note that not all fonts are available on all computers. Therefore, please embed your fonts in your powerpoint presentation, if possible, and use only common fonts. Here are some hints on how to do that.
External files sometimes only get linked to the powerpoint file (.ppt). Therefore, make sure all graphics are embedded. And secondly, create your .ppt in a single desktop folder which also contains at least all movies. Upload or copy to CD-ROM the entire (zipped) folder. In more detail: Pick (or create) the folder you want to store your presentation and movies in. Save your presentation to that folder. Copy movie files to the same folder. Insert the movies into your presentation from that folder. Note that it won't work to copy the movies to the folder with the .ppt file after you've inserted them.
We will have a PC running Windows XP and a Mac G4 running Mac OS X. It would be ideal if your powerpoint presentation was prepared using an MS Office version running under one of those operating systems. Presentations prepared with older versions may run without major problems, too.
The resolution of the projector is 1024x768. Please preview your presentation at that resolution if you would like to know how it's (probably) going to look.
Please send an email if you have further questions.