Session Presenter Resources

Speaking at PSX is a great opportunity to serve in a leadership role, develop relationships with fellow colleagues, and contribute to the overall success of the conference. Below you will find outlined the essential responsibilities of the speaker, as well as some background information on presenting at PSX. If you are a presenter, please review the on-site duties for your position:

Action Items and Deadlines

Session Room Setup & Equipment

All session rooms will be provided with a standard set that includes:

• Laptop
• Projector
• Screen (sized appropriately for the room)
• Wireless mics for presenters
• 1 wireless slide advancer (for the computer provided by A/V)
  

We will have no more than 4 wireless microphones available, which means that presenters will have to share the microphones.

Unfortunately, we cannot provide any additional materials or equipment, and exceptions cannot be made.

There will not be a head table in session rooms as in a traditional conference layout. There will be informal seating for presenters in the front of the session room. There will also not be a podium available. The new set is designed to encourage presenters to be more interactive with each other and the audience. Walk around, make eye contact, and engage with the audience.

Audience seating will be set in rounds and theater that can accommodate 50-75 people per session. This set is also to encourage more interaction, conversation, and engagement amongst attendees.

Presentation and Software

We recommend that you use PowerPoint (PPT) for all presentations. Adobe Acrobat (PDF) and HTML files may also be used. Please use the PSX 2024 PowerPoint Slide Template when creating your presentation.

You are required to use the computers provided on-site in the session room. These are Windows-based PCs equipped with Microsoft PowerPoint (Office 2010) and the latest versions of Adobe Acrobat Reader, Windows Media Player, and Quick Time for Windows. Other presentation programs will not be available.

PowerPoint files created on a Macintosh computer will open successfully on a provided PC. It is recommended that you test your files in the session room prior to your session start to ensure the proper display of fonts, equations, pictures, and videos. Workstations, projectors, and technical staff will be available to assist.

Any links to outside websites, such as for audio and video files, should be embedded into the PPT presentations. While wireless Internet will be available, we do not recommend relying on it for any portion of your presentation. Presentation rooms will NOT be hardwired with the Internet. If you have video or audio files we recommend bringing a backup of the files on a flash drive, as well as embedding them into the PPT file. Please DO NOT simply link to videos, such as on YouTube or other websites, as we cannot guarantee the strength of the Internet connection.

We highly encourage you to print any supplemental materials you may need prior to leaving for the conference. Staff will be unable to print items or provide office supplies on-site.

Handout Uploading 

One of the most common requests from conference attendees is for copies of presentation slides. We will create an upload site where presenters can upload their slides and/or handout materials. These handouts can be the same as their presentation file(s), or they can be altered and/or include any other supplemental materials they may wish to give attendees access to. Any materials uploaded by the deadline date will be provided to the conference participants via the conference's mobile app.

On-site Logistics

When you arrive on-site, visit the registration desk to pick up your name badge, which grants you access to the sessions and events.

Once you have visited registration, please go directly to your assigned session room at least 15 minutes prior to your presentation. You can find your room number on the PSX 2024 mobile app. There will be audiovisual (A/V) technicians circulating between session rooms who can assist with any presentation set-up needs.

Please note that there is no Speaker Ready Room at PSX 2024. If you are unable to locate an A/V tech in your session room vicinity, please stop by the registration desk for assistance from a staff member.

Hotel Rules & Regulations

The hotel staff is responsible for the setup, change, and breakdown of all activities.

Room sets (head tables, chairs, AV, etc.) and capacities are approved in advance by the facility and the Fire Marshal. Room sets, once approved, must remain as indicated on approved floor plans or PSS will incur change fees. Speakers and moderators agree they will not move any items (other than those brought by the speakers into the rooms) pre-set by the facility or PSS.

Audiovisual equipment must be provided by PSS’s exclusive provider. Requests for AV other than that outlined to presenters in advance by PSS must be paid for by the speaker to AIHA before equipment will be provided. Speakers may not provide audiovisual equipment of any kind in their session rooms, including handheld polling devices.

Speakers may hand-carry handouts or other materials for distribution during a session (except any type of AV). No carts or dollies are permitted. If you require a cart, dolly, luggage carrier, or hand truck to carry your materials, please contact PSS.

If you think you will need accommodations to any of the above-listed items – for any part of your session – please let PSS staff know immediately. We are happy to work with you on a solution that will ensure the success of your session AND compliance with our contract with the PSS.