Audio Visual Equipment/Speaker Ready Room

LCD Projectors and PC computers and web based technology are included as part of the standard audiovisual package in each scientific session room. This technology will enable presenters to upload their PowerPoint presentations in advance of the meeting in order to have them pre-loaded onto the APHA session computers. Individual presentations then begin with a click of the mouse. The cost and inconvenience of bringing your personal laptop computer to the annual meeting has been eliminated for presenters. Take advantage of new technology and be a part of the E-ssentialLearning experience.

Standard Audiovisual Equipment

The following equipment is provided FREE OF CHARGE for all oral scientific sessions sponsored by an APHA Section, SPIG or Caucus:

1. Getting Started Using PowerPoint - To be a part of the E-ssentialLearning experience, all session presenters are encouraged to create their presentation or handouts in a PowerPoint format.
2. Upload PowerPoint Presentation Instructions - Once you have created a PowerPoint presentation, upload it free of charge. If you are using materials in your presentation (pictures, charts, graphs, etc.) that are not original work, remember to cite the original source. If you are drawing heavily on another source, it is incumbent on you to seek permission from the original source to use the material. PowerPoint files should be 35MB or less and must be uploaded in advance (by October 22, 2008).

Additional Audiovisual Needs

If a presentation requires audiovisual equipment not listed above, be sure to order any additional equipment in advance of the Annual Meeting. An Audiovisual Order Form MUST be completely filled out with payment information and should be returned to APHA no later than August 31, 2008. After that date, all orders must be arranged onsite through AVMG (APHA’s official audiovisual vendor) and will incur an additional charge. Purchase orders are not accepted. If you are using video, they should be captioned if at all possible, to ensure that they are accessible to people with disabilities. Forms may be faxed to (202) 777-2530 or mailed to APHA, 800 Eye Street, NW, Washington, DC 20001, Attn: Diane Lentini, Conventions Department. Be sure to keep a copy for your records.

All cancellations of audiovisual equipment must be sent to APHA in writing no later than September 25, 2008.

Speaker Ready Rooms

Speaker Ready Rooms have been designated at the San Diego Convention Center and the San Diego Marriott & Marina Hotel and the Manchester Grand Hyatt for APHA Session Presenters.

Speaker Ready rooms are equipped with computers with presentation software installed (i.e., PowerPoint). The speaker ready room at the San Diego Convention Center is also equipped with a printer -- this equipment is available to session presenters free of charge. The speaker ready rooms are not equipped with copy machines, however, there are copy services and business centers in or near the APHA hotels and the Convention Center.

Session presenters may utilize the speaker ready rooms to preview their presentation, make finishing touches to overhead transparencies or order last minute audiovisual equipment. Session Presenters are asked to upload their PowerPoint presentations in advance of the meeting to take advantage of the online E-ssentialLearning technology which enables recording of voice and PowerPoint presentations.

Who Should Report to the Speaker Ready Room

• Program presenters who have submitted their presentation in advance and do not have any changes to make to their presentation, should not report to the Speaker Ready Room. They should report directly to their scientific session meeting room 30 minutes prior to the start of their session.
• Program presenters who have changes to make to their previously submitted presentation OR have yet to submit a presentation must report to the Speaker Ready Room, in the property where their presentation will be given, at least 16 hours before the start of their session.
• Program presenters who submit presentations onsite must bring their presentation saved in a portable format (Floppy Disk, CD or USB/Flash Drive) to the Speaker Ready Room in the property where the presentation will be held.