May 21-24, 2016
Exhibit Dates: May 22-24
San Diego Convention Center
San Diego, California
www.ddw.org/presenters
Catch the Next Wave
in Science & Medicine
Lecture
Presenter
Guidelines
Table of Contents
Abstract Publication ...................................................................................................................................................1
DDW Registration .......................................................................................................................................................1
Review Your DDW Presentation Details and Invitations ............................................................................................1
Prepare Your Slides.....................................................................................................................................................1
Supported Formats .................................................................................................................................................1
Video and Audio File Support .................................................................................................................................1
Custom fonts ..........................................................................................................................................................2
Links to Web Pages .................................................................................................................................................2
Backup Your Presentation ......................................................................................................................................2
Upload Your Presentation to the Presentation Upload Site ......................................................................................2
Uploading Files .......................................................................................................................................................2
Promote Your Presentation ........................................................................................................................................3
Social Media Promotional Videos...........................................................................................................................3
Provide Your Twitter Handle ..................................................................................................................................3
Browse Abstracts and Sessions ..................................................................................................................................3
DDW Mobile App ....................................................................................................................................................3
At the Meeting............................................................................................................................................................3
Speaker Ready Room..............................................................................................................................................3
In the Session Room ...............................................................................................................................................4
Lecturer Checklist .......................................................................................................................................................5
Contacts ......................................................................................................................................................................6
Abstract Publication
Abstracts accepted by AASLD, AGA, and SSAT will be published in the April 2016 supplement of
Gastroenterology. Abstracts accepted for publication by ASGE will be published in the April 2016 supplement of
GIE: Gastrointestinal Endoscopy.
DDW Registration
Presenters (members and non-members) must register for DDW 2016 and pay the appropriate registration fees.
Please note that early bird rates end April 6, 2016. Visit www.ddw.org/registration for more information.
Review Your DDW Presentation Details and Invitations
Log into the speaker management system to review your speaking invitations. Your invitation includes a full list
of presentations and speakers scheduled during your session at the San Diego Convention Center. Watch this
video to learn how to view full session details, including other speakers and presentation titles, along with how
to download your sessions to your calendar.
Prepare Your Slides
Supported Formats
DDW’s presentation management system is optimized for
PowerPoint (PPT), whether created on a PC or Mac. To take
advantage of advanced media support in PPT, we recommend all
PPT files be converted to the PPTX format. You can find the
convert feature located under “File, Help” when you have your
PPT open. PDFs are also supported.
Mac users: Please note that Keynote files are not supported.
Please export your presentation as a PPT or PDF file for upload
and be sure to review the result in the Speaker Ready Room where there will be technicians available to assist
you.
Prezi files are not currently supported for upload.
Video and Audio File Support
Please see this article for file formats supported within PPT.
All meeting rooms will be equipped with a 16:9 aspect ratio screen. You have the option to build your
presentation in 16:9 or 4:3. If you prefer to display your presentation in 4:3, please understand that the
presentation will be "pillar boxed" (black bar on either side of the screen) on the 16:9 screen.
1
To change an existing 4:3 presentation into a 16:9 widescreen format, access the "Design" tab in PowerPoint
2013 and click on "Slide Size." In the drop down box, select "Widescreen (16:9)." If you make this change on an
existing presentation, your slides will expand to the new size. Any videos or photos in your presentation may
need to be resized so they do not appear stretched. Check animations to ensure the elements line up correctly.
Please consider compressing your videos. If you’ve authored your PowerPoint as a PPTX, there are tools within
PowerPoint to do this automatically. Instructions can be found here.
If you will be converting or authoring videos, we recommend H.264 encoding at less than a five Mbps bitrate for
best performance. The resolution in the meeting rooms will be 1280x720 for 16:9 presentations. A 1080p,
maximum bit rate encoding will bloat the size of your presentation with no visual improvement and may actually
hurt performance.
If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Ready Room so
arrangements can be made for assistance in your meeting room.
Custom fonts
Only fonts included with Office 2013 are supported. For a list of these fonts, see this article. If you plan to use a
specialized font, it must be embedded in your PowerPoint presentation. Some licensed fonts may not embed
and should be replaced with a font included with Office. Click here for an explanation of this process.
Links to Web Pages
Meeting room computers are not connected to the Internet. Links to web pages will not function and may cause
issues if clicked accidentally during your presentation. We strongly recommend removing all links from your
presentation.
Backup Your Presentation
Please bring a copy of your presentation along with you when you depart for your meeting. Copy your
PowerPoint and all movies to a folder on a USB or CD-ROM. While PowerPoint 2010 and later will embed movies
by default, you should still bring the videos just in case. Prior versions of PowerPoint will not embed movies. It is
a good practice to keep a second copy of your presentation and movies in your luggage.
Upload Your Presentation to the Presentation Upload Site
Presentations can be submitted in advance of the meeting via the speaker presentation upload site or on site in
San Diego at the Speaker Ready Room (23). Presenters will receive further instructions via email in April when
the presentation upload site opens.
If you do not know your login name at the site, click the "Forgot Password" link. After you enter your email
address, both your login name and temporary password will be emailed to you. If you have difficulty logging in,
please contact support@sessionupload.com. The minimum password length is six characters.
Uploading Files
Step 1: Log into the Presentation Management website. (Opening in April.)
2
Step 2: Locate the desired session to which you wish to upload. Important: When naming your file, please do
not include special symbols (e.g., $ & + , / : ; = ? @ " < > # % { } | \ ^ ~ [ ] ‘) and limit the name to under 30
characters as this will prevent your presentation from uploading through the submission website.
Step 3: Click the green “Upload” button.
Step 4: Browse out to your upload file/files target location, select the file(s) to upload and click “Open.”
Step 5: If your upload is successful, you will receive a pop-up message indicating that the upload was successful
and your files will appear listed under the appropriate session/presentation.
Promote Your Presentation
Social Media Promotional Videos
DDW uses social media to promote the meeting and to encourage communication among meeting attendees,
exhibitors and presenters. We invite you to participate by submitting a video about your upcoming presentation
to be featured on the DDW YouTube channel.
You may use your video as an opportunity to introduce yourself and explain why attendees should attend your
presentation. Please do not include any unpublished data in your video and limit your video to two minutes in
length. To submit your video, contact ddwprogram@gastro.org for instructions on how to transfer your file.
After review, it will be posted to a special playlist for 2016 videos. Visit the DDW YouTube channel to view
examples of videos from previous meetings.
Provide Your Twitter Handle
Provide your Twitter handle, if you have one, to help attendees of your presentation do a good job tweeting
your talk. You can provide your Twitter handle up front, in your opening remarks or in your first slide. If you’re
not on Twitter, it’s worth thinking about signing up, just so people can provide attribution for your work. To
learn more about social media, please visit the DDW website.
Browse Abstracts and Sessions
DDW Mobile App
With the DDW Mobile App, you will be able to search all sessions and posters, including full-text abstracts, to
find the ones you want to attend. You will also be able to search for exhibitors and their products and services
and locate their booths on a map. The full app, along with a desktop version, will be available for download in
April 2016.
At the Meeting
Speaker Ready Room
San Diego Convention Center
Room 23
Friday, May 20: Noon–8 p.m.
Saturday, May 21 to Tuesday, May 24: 6:30 a.m.–5:30 p.m.
3
All speakers must check in at the Speaker Ready Room at least 24 hours prior to their scheduled presentations. If
you do not submit your presentation in advance of the meeting via the DDW Presentation Upload site, it must
be loaded in the Speaker Ready Room (23) at the San Diego Convention Center to ensure the quality of your
presentation(s) including fonts, bullets, outlines, animations, etc. While in the Speaker Ready Room, you may
also pick up a speaker ribbon for your nametag.
Computers in the Speaker Ready Room will be configured with the same hardware and software as those in the
meeting rooms to allow you to verify that your file will display properly during your session. All presenters are
required to submit their presentations no later than 24 hours prior to their presentation times.
When you enter the Speaker Ready Room, you will be asked to log into the presentation management system:
You may log in using the information that was emailed to you by PresentationManagement@freemanco.com.
Or, if you do not recall your password, please click “Reset Password.” If you are logging in for the first time, click
“First-time User.”
It is imperative that you review your presentation in the Speaker Ready Room where technicians can help
resolve any compatibility or formatting issues and explain the in-room setup.
In the Session Room
Please arrive at your designated meeting room 15 minutes before the start of your session. There will be a
monitor at the lectern where you can follow your presentation:
4
To start your presentation, simply click your name on the display and select the start button. Your presentation
will begin automatically. At the end of your presentation, the display will return to the list of presenters.
Speak directly into the microphone in a normal voice and do not handle the microphone while speaking. If you
have any difficulties or need any assistance, click the REQUEST ASSISTANCE button (denoted by a red flag) and a
technician will immediately be sent to your room.
Lecturer Checklist
Register for DDW by the early bird deadline (April 6, 2016) and save at
least $75!
Review your DDW presentation details and invitations.
Prepare your slides.
Upload presentation slides to the advance submission website.
Promote
your presentation.
Do you have
questions?
If so, our staff is eager to help.
Browse the DDW Mobile App for full-text abstracts and session details.
(Opening in April.)
Check in at the Speaker Ready Room at DDW and present!
5
Contacts
Abstracts/Presentations
ddwprogram@gastro.org
Registration
DDW@xpressreg.net
General Information
ddwregadmin@gastro.org
Digestive Disease Week®
Saturday, May 21–Tuesday, May 24, 2016
Exhibit Dates: Sunday, May 22–Tuesday, May 24, 2016
San Diego, California
San Diego Convention Center
www.ddw.org
6