General Presentation Logistics
Whether you are attending the in-person or virtual meeting, your presentation or poster will reach thousands of attendees in Chicago and online. These instructions will help you prepare for a successful event.
You must already be registered for the meeting before you can upload a video, presentation, or poster.
- After logging in, you will be redirected to the Bulletin of the American Physical Society for the March Meeting 2022.
- Select “Upload Presentation” in the left sidebar to upload PowerPoint, PDF, video, and audio files.
Please use a 16:9 aspect ratio for all presentations, both in-person and remote.
Uploaded presentations: PowerPoint or PDF
Uploaded video: MP4
The Speaker Ready Room is located in Hall F2A (third floor) of McCormick Place.
Use our Speaker Ready Room in Hall F2A (Third Floor) to rehearse your presentation, familiarize yourself with the equipment in the room, and ensure that your session runs smoothly.
- Sunday, March 13: 2:00 p.m. – 7:00 p.m.
- Monday – Thursday: 7:00 a.m. – 5:30 p.m.
- Friday, March 18: 7:00 a.m. – 2:30 p.m.
A remote Speaker Ready Room will be available for Remote Presenters. APS will send a link to this Speaker Ready Room one week prior to the meeting.
- Saturday, March 12 8:00 a.m. – 4:00 p.m. CST
- Sunday, March 13 8:00 a.m. – 4:00 p.m. CDT
- Monday, March 14 - Thursday, March 17 7:30 a.m. – 5:30 p.m. CDT
- Friday, March 18 7:30 a.m. – 2:30 p.m. CDT
All rooms are equipped with:
- PC Computer
- LCD projector
- projection screen
- lapel microphone
- laser pointer
Speakers presenting from their own device may connect to the AV switch box with an HDMI cable in the presentation room at the lectern. If your device does not have an HDMI connection, you must bring the appropriate adapter.
If you need assistance with the AV equipment, click the flag icon on the PC to call an AV technician. You can also request help at the APS Information Desk or in the Speaker Ready Room.
If you require additional equipment, it can be rented through the official APS audiovisual vendor, Freeman AV.
Contact the APS Meetings Manager to inquire. The cost of additional AV equipment will be covered by the speaker. Speakers are not permitted to bring their own projection equipment for use at the meeting.
The default permission gives APS a nonexclusive perpetual license to use materials on APS websites or derivative works based on conference materials. With such a license, APS can further its mission of APS to advance and diffuse the knowledge of physics. The default permission allows APS to broadcast and distribute the work now and in the future. For that reason, we are encouraging all presenters to be as liberal as possible with the permissions they give.
For invited sessions, speakers can elect to not be recorded. For speakers who opt out, their presentations will be edited from the session and not be available in recordings.
For all other types of presentations, we now offer the option of a 90-day limited license for the material. If a presenter chooses this license, APS will keep the presentation on the conference platform for 90 days, but not hold the material beyond that time.
Request limited license
If a presenter does not want any work archived, they should not upload their slides or the video of their presentation. This will limit dissemination, and we are encouraging as much engagement and collaboration as possible.
For questions, please contact marchpermissions@aps.org.
Invited Sessions, Workshops, Short Courses & Tutorials
There are three options available to presenters of Invited Sessions, Workshops, Short Courses, and Tutorials:
- Upload your presentation by March 3. See instructions above.
- At the conference, visit the Speaker Ready Room at least three hours prior to your session to upload your file.
- Bring your own device. An HDMI switcher will be available. See details on in-room equipment above.
Presentation times are strictly adhered to. Any time spent connecting your personal device is time not spent presenting and taking questions from the audience.
We strongly recommend you upload your presentation in advance, which will make it conveniently available to quickly begin on time.
Remote presenters will recieve a Zoom link via email one week before the meeting.
You will share your screen to give your presentation, and you do not need to upload any files in advance.
Contact virtual-events-help@aps.org if you require technical assistance or additional accommodations.
Contributed & Focus Sessions, Including Invited Presenters
All presenters, both in-person and virtual, should upload an MP4 video to make their presentation available to virtual meeting attendees by March 3. See upload instructions above.
There are three options available to presenters of Contributed and Focus Sessions:
- Upload your presentation by March 3. See upload instructions above.
- At the conference, visit the Speaker Ready Room at least three hours prior to your session to upload your file.
- Bring your own device. An HDMI switcher will be available. See details on in-room equipment above.
Presentation times are strictly adhered to. Any time spent connecting your personal device is time not spent presenting and taking questions from the audience.
We strongly recommend you upload your presentation in advance, which will make it conveniently available to quickly begin on time.
These sessions will be available on-demand, not live streamed, for virtual attendees. Your MP4 video will be played for in-person attendees in the session room.
Presenters will be able to chat with and answer questions attendees via the virtual platform throughout the meeting. It is not required for you to be online during your scheduled presentation.
The deadline for video uploads is March 3. If there are new data to be added, you can upload a revised video for one week after the meeting, from March 21–27.
Poster Sessions
All poster presenters, including those presenting their posters in person, should upload a PDF of their poster, along with an optional five-minute MP3 or MP4 recording. Virtual attendees will be able to view your poster online and leave questions for you to answer during the meeting.
Bring your poster to Exhibit Hall F1 after 10 a.m. on the day of your presentation.
The maximum size for printed posters is 96 in. wide by 48 in. tall.
Be sure to log into the virtual meeting platform so you can answer questions from virtual attendees.
Remote poster presenters will have the opportunity to meet face-to-face with up to 50 other meeting attendees in a real-time video chat.
To access this, log into the virtual meeting and click the “Chat with Author” button to the right of the title of your poster. You will also have the ability to screen-share with attendees.