- Please do NOT submit your presentation in advance of the Spring Youth Forum. Bring your final presentation with you on a disk or jump drive.
- Music or Videos should be played from the Internet or all Music and Video files should be saved within your presentation folder and included on your cd or flash drive as backup ( e.g. youtube, flash, etc, and as a backup from a DVD/CD or jump drive- please do NOT embed video files into your PowerPoint).
- It is the ultimate responsibility of the team to prepare a functioning and professional presentation.
- PowerPoints or similar presentations only: The Committee will not preview any DVD movies, clips, PDF slideshows, or any similar in advance – please bring those with you on a DVD, CD, or jump drive to the Forum for your presentation.
- Please bring your electronic presentation or PowerPoint (as a back up) on a disk or jump drive, along with any audio or video files in case the conference center WiFi Internet is not functioning.
- Please check the compatibility requirements in the Presentation Requirements and Guidelines section below.
Email CASAT at firstname.lastname@example.org if you need to share the following information:
- Please indicate if your team will have other support requirements or need other arrangements (e.g., ADA accessibility, extra tables, extra space for interactive projects, special equipment, different seating arrangement, etc.). We will do our best to accommodate your needs, but it is not guaranteed due to short turnaround times between team presentations. Rooms are set up theatre style. CASAT must receive this information by May 1 in order to make preparations with the venue.
- Please indicate if your team will bring other equipment or audiovisual materials/props that are not provided by the Spring Youth Forum Committee. Please provide a summary of the items and why you need to bring them.
- Please note what you are submitting and why. Are you submitting handouts for others to download for your presentation? Are you submitting other materials to be made public after the event to share with others? Please submit final presentations onsite on May 15, if desired, or bring it with the team on May 16 for the presentation on a jump drive, CD or DVD.
Please complete the Copyrighted/Proprietary Release Form. We will not post material that is copyrighted, proprietary, or contains pictures that people do not agree to post to the public on websites or in public conference materials.
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The following requirements and tips are meant to guide and help your team in developing your presentation, especially for meeting electronic compatibility requirements. We hope that these will help make your team's presentation a success!
- Teams will have 8 minutes maximum to share their presentation. (Subject to vary. Some presentations are shorter, but may not be longer.)
- Please feel free to create presentations that suit the team’s personality and the audience; such as: skits, group work, interactive presentations, singing, music, discussion, drama etc. Electronic (for example, PowerPoint, Adobe PDF) formats for presentations are NOT a requirement.
- The Spring Youth Forum Committee will provide equipment for workshop presentations. For a list of AV provided, see Onsite Audiovisual Equipment.
- As a good best practice, please do not embed your video in the PowerPoint, we have found that there are issues with this. Try to make your presentation work with the most general office products and most compatible. (All Music and Video files should be saved within your presentation folder and included on your CD or flash drive as backup.)
Please Note: It is the team’s responsibility to comply with compatibility requirements at the Spring Youth Forum to ensure that a presentation will function onsite and is professional. The requirements and information should assist in ensuring that all presentations will function properly during a team's presentation. There is very little time for audiovisual challenges, which could also disrupt another team’s arranged presentation schedule. Again, these guidelines and tips are available in order to ensure each team's success! Ultimately, it is the responsibility of the team to create a functioning and professional presentation. Unfortunately, audiovisual equipment does not always function perfectly - as we have all learned. You must have a Plan B to move forward with the presentation. Conference staff are available only to assist teams.
All computers are PC (rather than Mac) and will be running Microsoft Windows XP.
PowerPoint presentations (.ppt) and text documents (.txt, .doc, .docx) should be compatible with MS Office 2007, or they may not work properly at the Spring Youth Forum.
LCD projectors do not project at high resolutions, so downsample (reduce the file size) of your pictures using menu options. This will make your file size more manageable for your team and us. (See how to do this in the Tips and Assistance section below.)
- File formats that are supported in PowerPoint 2007: A PowerPoint created in PowerPoint 1997 or later is compatible. It is not necessary to create a PowerPoint in 2007 in order for the presentation to be compatible. To view this information or more specifics, visit Microsoft Office Online.
- The most common multimedia file formats compatible with PowerPoint 2007 for your presentation are: MP3, WAV, WMA (audio) and MPG, WMV and AVI (video). To view information on compatible multimedia (audio or video) file formats in PowerPoint 2007, visit Microsoft Office Online.
Audiovisual presentations should be compatible with VideoLAN VLC 1.0 media player, or the video/audio may not work properly at the Spring Youth Forum.
- Commonly compatible video files include DVD, VCD, SCVD, MPEG, AVI, MP4, WMV, WMA, MOV, OGG, OGM, WAV, AAC, AC3. For more specifics about the multiple files that are compatible, visit this link to see a chart listing all compatiblity: http://www.videolan.org/vlc/features.html
- If possible and allowed, you may download VideoLAN VLC media player free to test your team's video file in advance, especially if the video was a "home" creation, or created with rare or new software.
PDF Presentations must be compatible with Adobe Reader 9, or the latest version.
Open Office presentations are compatible with Microsoft Windows XP, and are available at no cost.
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PowerPoint: Packing and reducing pictures - Compress your pictures! (LCD Projectors are not high resolution, so it only makes the file size large and cumbersome by having high resolution pictures in your PowerPoint or similar type presentation).
- To package a PowerPoint in 2007 click “Save As” and in the format dropdown menu select “PowerPoint Package.”
- To reduce the size of the pictures within the PowerPoint click “Save As” then choose “Options” then choose the checkbox next to “Compress Graphics” and select small in the dropdown menu.
- There is no tool in PowerPoint that can help in the reduction of video/audio.
Adobe PDF: Making a Slideshow
For electronic presentations without multimedia, Adobe PDF Slideshow is a great format to use and runs well on Adobe Reader 9.
- For complete instructions from Adobe on how to transition your PDF into a slideshow, visit the following link: Adobe Help and Support.
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The following equipment will be provided for presentations:
- LCD Projector
- PC Laptop Computer with DVD Capability (We will not have Mac computers available.)
- Sound Capability (for a PowerPoint presentation or DVD/CD)
- Projection Screen
- One (1) Microphone (may be handheld, standing or lavalier)
- Table for Materials
- A VCR will NOT be available.
- A Elmo will NOT be available.
- Conference Center Internet (Please have a backup plan as Wi-Fi is not always dependable.)
Bring your presentation with you on a flash drive or disk.
Does Your Team Have a Special Presentation Need? If this is so, please review the top questions and send an email to CASAT.
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For questions regarding team presentations, please contact CASAT.
Toll free: 877.922.6635