Procedures for Loading Session Presentations
With the success of last year, APS will continue the procedure of loading session presentations through The Conference Exchange (aka “Confex”) system. The Confex recording system (with presenter approval) allows post-meeting access to scientific presentations given in each scientific session during the annual meeting. With a full schedule of scientific sessions, meeting attendees cannot attend all their sessions of interest. Presentations will be available on the APS website via password protected access and will be promoted for viewing by our membership and others associated with the science.
PLEASE READ THE FOLLOWING INFORMATION CAREFULLY AS IT PERTAINS TO YOUR PRESENTATION AT THE MEETING.
Prior to loading your presentation, there will be a check box for permission to record your presentation thereby providing it for viewing by the APS membership and others associated with the science. By giving permission, you are agreeing that the presentation contains no previously published or other material that when provided would violate any copyright or other personal or propriety right of any person or entity.
NOTE: If you would like to have your presentation recorded, but have specific slides that should be deleted for any reason, please understand that your recording can be edited to obscure those slides. If you agree to be recorded but require such redaction, please email firstname.lastname@example.org and clearly explain which slide(s) should be obscured.
The process for loading presentations for the meeting is the same whether or not you give permission to record.
Uploading Slides Prior to Your Scheduled Presentation
Presenters will be emailed uploading instructions by The Conference Exchange (aka “Confex”, our conference recording company).
You are strongly encouraged to upload your draft presentation through the password-protected form that Confex will provide, no later than 11:59 p.m., Eastern time zone, August 1. This will ensure that even if you lose your laptop or memory stick on the way to the meeting you will still have slides available when you arrive. It also gives Confex time to inspect your presentation and ensure that it will run satisfactorily at the meeting. You may make changes to your slides or upload a new version after you arrive at the meeting.
SPEAKER READY ROOM
Please report to the Speaker Ready Room – Room 550 A, The Rhode Island Convention Center – at least 6 hours before your session starts. Morning session presenters should report the day before.
Session moderators will NOT be providing computers for their session room as in the past, computers will instead be provided by APS. Your presentation will be loaded onto that equipment using the Confex system. Whether you uploaded your presentation file in advance or not, you should inspect your presentation in the speaker ready room.
If you are speaking in a morning session, you should upload your presentation online no later than August 1. Even if not finalized by August 1, upload what you have done so far. Updates or changes to your presentation may be made in the speaker ready room no later than the day before you are scheduled to speak.
If you are speaking in an afternoon session, you should upload your presentation online no later than August 1. Even if not finalized by August 1, upload what you have done so far. Updates or changes to your presentation may be made in the speaker ready room no later than 9:00 a.m. on the day you are scheduled to speak.
Speaker Ready Room Hours
Saturday, August 4 6:00 p.m. - 8:00 p.m.
Sunday, August 5 7:00 a.m. - 7:00 p.m.
Monday, August 6 7:00 a.m. - 5:30 p.m.
Tuesday, August 7 7:00 a.m. - 1:30 p.m.
Wednesday, August 8 7:00 a.m. - 12:00 noon
If you are not arriving at the meeting until shortly before your session starts, you can load the final version of your talk into the Confex presentation management software in the meeting room – but we do not recommend waiting that long. Get at least a draft on the system earlier so the Confex technicians can make sure that it will work properly on the PC in the meeting room.
We thank you for your cooperation and appreciate your and assistance in making the process run as smoothly as it did in 2011.