Oral Presenter Instructions

This document contains guidelines for your participation in the 11th National Monitoring Conference. Please read these materials carefully and promptly supply all information requested. This will allow conference preparations to proceed smoothly.


Conference Registration

Early bird deadline: March 1, 2019

All presenters must register and pay the appropriate registration fee. There is a special rate of $430 early bird (extended to March 1) or $485 regular (register by March 15) for all oral, poster, and extended session presenters. You may register online at http://www.cvent.com/d/xbq5ks/4W.


Final Abstract (Optional)

Due: February 28, 2019

All presenter abstracts will be included in the online pre-conference materials and post-conference proceedings. If you need to change your abstract or its title, you may do so. This is optional. If your abstract is ok as is, do nothing, and we will use your original abstract.

Revised abstracts may be emailed to kristen.parry@tetratech.com no later than February 28, 2019 as an attached Microsoft Word file. Please include “Revised Abstract” in the subject line. Do not send your abstract as a .pdf file.


Conference Agenda

A detailed conference agenda including session dates and times will soon be available on the conference website at https://acwi.gov/monitoring/conference/2019/index.html. Due to inevitable presenter withdrawals, we reserve the right to change the date and time of any presentation. We will make every effort to notify those affected. We expect that presenters will participate in the entire conference and not solely the day of their presentation.


PowerPoint Presentation

Due: March 11, 2019

Please send your PowerPoint presentation to kristen.parry@tetratech.com no later than March 11, 2019 and include your session number (will be found in conference agenda) and last name in the subject line. Please copy your session moderator. If you do not meet this deadline, it is your responsibility to load your PowerPoint presentation onto the conference laptop during the 30-minute break before your session. To avoid potential problems on-site, it is in your best interest to meet this March 11 deadline.

The conference proceedings will be posted on the Council’s website following the conference and will include PowerPoint presentations in secure Adobe PDF format. Please complete the permission form for including your PowerPoint presentation in the conference proceedings by March 11, 2019. Your presentation will not be included in the proceedings without this written permission.


Oral Presentation Guidelines

Each oral platform session is 90 minutes long and contains four 20-minute presentations. Oral presentations must be no longer than 15 minutes in length to allow time for audience questions after each presentation and speaker transition. Please follow your moderator’s guidance regarding how much time is left in your presentation, and wrap it up on time. To be fair to the audience and fellow presenters, your moderator is instructed to cut you off if you go over your allotted time.

The following Audio-Visual (AV) equipment will be available for your use:

  • LCD projector, screen, and podium with microphone
  • Windows PC Laptop (on the podium) loaded with PowerPoint 2013, 2016, or Office 365 – While presentations created in PowerPoint 2016 or 365 are preferred, presentations created in previous versions of PowerPoint can be displayed. No other presentation format is allowed, with the exception of .pdf as explained below (see “Embedding your fonts…”).

Please note that presenters will NOT have access to the Internet during platform sessions.

Due to the limited time for presentations during the platform sessions, you will not be permitted to use your personal laptop to present. Please bring back-up copies of your PowerPoint presentation on CD or memory stick. You should also embed the fonts in your presentation so they will display properly on our conference laptops (see below). NOTE: No final editing will be allowed on the presentation laptops.

We discourage the use of other AV equipment or specialized computer software during presentations. In no case will presentations be allowed to run overtime due to any technical glitches from using additional software or technologies. If your presentation requires AV equipment or specialized computer software in addition to PowerPoint 2016, you must email your request to kristen.parry@tetratech.com and Cc Jeff Schloss (Jeff.Schloss@unh.edu) by February 28, 2019. If your request is warranted and approved, charges may apply.

Why embed your fonts?

If you are using non-standard fonts for text or bullets, you may see them changed to standard fonts when your presentation is displayed on a different computer. This can cause changes in the text layout of each slide or you may get bullet symbol substitution not to your liking (like water drops changed to smiley faces). Embedding fonts ensures that what you see on your computer will display identically on any other computer. It may, however, make your file size much larger if you tend to use too many non-standard fonts, so be frugal with fancy fonts/symbols.


Embedding your fonts in Microsoft PowerPoint

Most TrueType and Open fonts can be embedded. A few Adobe fonts may also embedded in PowerPoint 2010 and 2013. There’s a TT icon next to True Type fonts in PowerPoint’s font dropdown menu. Adobe PostScript/Type1 fonts usually appear with a printer icon in PowerPoint; if your chosen font cannot be embedded, you will get a message before the save process is complete.

Mac versions of PowerPoint cannot embed fonts. Alternative: If you do not need to have any animation or effects in your presentation, you can save your presentation as an Adobe pdf. Otherwise, make sure you send your Mac derived .ppt or .pptx to us to make sure it will run OK. Use standard type fonts when possible to ensure smooth substitutions.


Using PowerPoint 2007, 2010, 2013, 2016 or 365

  • In the Save As dialog box, click Tools in the lower right corner, and then click Save Options in the drop-down menu
  • Under “Preserve fidelity when sharing this presentation,” put a check next to “Embed fonts in the file,” then choose to embed only the used characters or all characters. A few TrueType fonts are not embeddable. If no window pops up indicating fonts cannot be embedded, you are in the clear. If a font is not embeddable, use one that is.
  • Click OK and continue saving normally


Using PowerPoint 2003

  • Choose File, Save As
  • In the Save As dialog box, click Tools, then Save Options
  • In the Save Options dialog box, put a checkmark next to “Embed TrueType fonts”
  • Click “Embed characters in use only” if you want smaller PPT files and don’t need to let others that don’t have the embedded fonts edit the files or…
  • Click “Embed all characters” if others will need to edit the presentation using the embedded fonts. This will produce larger PPT files; if you embed Unicode or double-byte fonts, the files will be MUCH larger.
  • Click OK and continue saving normally