Audio Visual Equipment/Speaker Ready Room

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

One (1) LCD Projector
One (1) PC Computer
One (1) Screen
One (1) Microphone

Presenters should upload their PowerPoint presentations in advance of the meeting in order to have them pre-loaded onto the APHA session computers and so that their presentations will be part of the E-ssentialLearning experience.

Please use the microphones so that people using assistive listening devices can benefit, and so that the audio recording technology captures your presentation clearly.

Audiovisual equipment is not appropriate nor available for roundtable or poster sessions.

Uploading PowerPoint Presentations

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 by November 3, 2009.

Additional Audiovisual Needs

If a presentation requires audiovisual equipment not listed above, additional equipment should be ordered in advance of the Annual Meeting. Complete an Audiovisual Order Form MUST with payment information and return to APHA no later than August 31, 2009. After that date, all orders must be arranged onsite through AVMG (APHA’s official audiovisual vendor) and will incur an additional charge. Forms may be faxed to (202) 777-2530 or mailed to APHA, 800 Eye Street, NW, Washington, DC 20001, Attn: Natalie Sorkin, Conventions Department. Be sure to keep a copy for your records. Purchase orders are not accepted.

Videos used in presentations should be captioned if at all possible, to ensure access to people with disabilities. All cancellations of audiovisual equipment must be sent to APHA in writing no later than October 7, 2009.

Session rooms are NOT set for internet acess. If web access is required, presenters must oreder throug the building AV and pay any associated costs (cost vary, but usually run from $750-$800 per room).

Speaker Ready Rooms

Presenters must use the Speaker Ready room in the property where their session is scheduled.

PCC - 305/306
Marriott - 302
Loews - P2 Parlor

Speaker Ready rooms are equipped with computers installed with presentation software (i.e., PowerPoint). The speaker ready room at the Pennsylvania 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, prepare any documents 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 are not required to report to the Speaker Ready Room. Presenters who do not need to update their presentation may report directly to their scientific session meeting room 20 minutes prior to the start of their session.
• Presenters who have changes to make to their previously submitted presentation OR have yet to upload 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. Presentations must be uploaded by November 3.
• Presenters who submit presentations onsite must bring their presentation saved in a portable format (CD or USB/Flash Drive) to the Speaker Ready Room in the property where the presentation will be held.