Audiovisual

Technical support

Audio visual assistance will be provided throughout the conference by our technical support team (Microhire).

Our technical support team will be happy to check your PowerPoint presentation or asnwer any technical questions you may have about the audiovisual and equipment support at the conference.

Please email them in advance at aiec@microhire.com or visit the Speakers' Preparation Room while at the conference.

The Speakers' Preparation Room will be equipped with computers where you can make final adjustments to their PowerPoint presentations and double-check that all the videos and sound files are working correctly with our technical support team.

When to submit/upload your files

For all speakers (except lightning presentations), you can:

1: Submit your files in advance before the conference (by Friday 11 October 5pm)

Please submit your files by Friday 11 October 5pm via:

Email your file

Upload your file to a shared drive

Please:

  • save your presentation file in the following format (Yourname_session_date_time)
  • ensure you are sending the FINAL version of your presentation
  • bring a back-up copy with you on the day

2: Submit your files in person, at the conference

Hand in your presentation directly to the technical support staff in the Speakers' Preparation Room.

Speakers’ Prep can be very busy during peak times of the day, especially on Wednesday (first day of the conference). If you’re presenting on Wednesday morning, please make your way to the Speakers’ Prep as early as possible.

3. Lightning presentations

If you are presenting a lightning presentation, you will need to upload your presentation to the Paperless Events presenter portal by Friday 4 October.

An email with log in instructions was sent to the main presenter (only one log in per presentation is required) on 13 September.

If you have not received the log in instructions email, please contact the program coordinator at aiec.program@idp.com 

Login to Lightning Presenters’ Portal

We recommend visiting the Speakers’ Prep the day prior to your presentation, or at the latest, at least two hours prior to your session starting. 

This will greatly assist our technical support team to ensure all last-minute changes are properly networked in time for your presentation.

Internet and wifi

Venue wi-fi is not suitable for use by speakers and is for delegate use only.

Video conferencing

AIEC does NOT offer Zoom, Skype or video conferencing platforms. All presenters and speakers must be physically in the room to present.

YouTube videos

We recommended that you embed videos in the presentation. YouTube videos will need to be downloaded and embedded into your PowerPoint. Our technical support team in Speakers’ Preparatin Room can help you with this.

Please do not just have a link to YouTube in your PowerPoint presentation as we cannot guarantee this will work.

Prezi

If you are using Prezi for your presentation the file must be an executable file designed to work offline. Please notify our technical support team in advanced if you are using Prezi via aiec@microhire.com

PowerPoint

All venue rooms are equipped with 16:9 aspect ratio (widescreen) data projectors, projection screens, plasma displays and LCD preview monitors.

We have prepared an AIEC PowerPoint template you can use for your presentation. This template will be set at the 16:9 widescreen aspect ratio. The use of this template is optional and you may prefer to use your organisation's branded template.

AIEC 2019 Presentation Template

To ensure your PowerPoint presentation fills the entire screen (16:9), please alter the page setup as pictured below prior to preparing your presentation.

  1. Open PowerPoint
  2. From the 'Design' Tab, go to 'Page Setup'
  3. Change slides size to 'on-screen show (16:9) 

  

Presentations prepared in 4:3 aspect ratio will still be displayed on the screen unaltered. However, as shown in the right image below, they will not fill the entire screen.

Presentations prepared in 4:3 aspect ratio will still be displayed on the screen unaltered. However, as shown in the right image below, they will not fill the entire screen.

Live polling

If you would like to use AIEC app audience voting/polling during your presentation at AIEC, please see the key dates and read the instructions on how to include this in your session.

Live polling at AIEC

Media files

Laptops supplied by the convention centre are all windows PCs which use Microsoft Office 2016. Please note no Mac books are supplied onsite.

The equipment supplied allows you to play audio and video media files. Note that DVD players will not be available in the session rooms. If you have a video files, please ensure you visit the Speakers’ Preparation Room and advise our technical support team of your requirements.

Video clips are recommended to be in an MP4 format as this will be playable in PowerPoint.

If your presentation was created on a MAC (keynote) please save your file as a PPT or PPTX (PowerPoint format) so we can play it on a PC.

Fonts

If you have a custom font please bring the files with you on a USB to give to our technical support team in Speakers’ Preparation Room. They will assist in correctly formatting your PowerPoint.

Video conferencing

AIEC does NOT offer Zoom, Skype or video conferencing platforms. All presenters and speakers must be physically in the room to present.

Room set-up and equipment

Panels and presentations

Standard equipment in session rooms includes:

  • lectern and microphone
  • data projector
  • projection screen/plasma display
  • preview monitor (you will be able to see your slides in front of you while presenting from lectern)
  • wireless presenter (clicker)
  • head table and table microphones
  • cordless microphone for Q&A
  • rooms will be set up in theatre style unless otherwise noted

Café sessions

Equipment for café sessions includes:

  • lectern and microphone
  • data projector
  • projection screen/plasma display
  • preview monitor (you will be able to see your slides in front of you while presenting from lectern)
  • wireless presenter (clicker)
  • handheld and/or lapel microphones
  • cordless microphone for Q&A
  • head table (no table microphones)

The room will be set-up with tables seating 10 people at each table.

IEAA Network conversations

Equipment for IEAA network conversations includes:

  • lectern and microphone
  • data projector,
  • projection screen/plasma display
  • preview monitor (you will be able to see your slides in front of you while presenting from lectern)
  • wireless presenter (clicker)
  • handheld and/or lapel microphones
  • cordless microphone for Q&A
  • head table (no table microphones)

The room will be set-up with tables seating 10 people at each table.

Lightning presentations

Standard equipment at the main stage (for the 5 minute presentation) includes:

  • lectern and microphone
  • data projector
  • projection screen/plasma display
  • wireless presenter (clicker)

Please note there will be no microphones or seating available for the brekaouts.

Other session formats

For other set-ups (fishbowl, workshop, masterclasses) the conference organisers will be in touch prior to the conference to discuss the requirements for your session.

Your presentation online post conference

We will collect all presentations from the event to make them online as a PDF following the conference.

Presentations will be converted into PDFs so they cannot be edited or reused.  Videos will not be included.

If you do NOT want your presentation to be uploaded you will need to advise the team in Speakers’ Preparation Room.