The Optical Networking and Communication
Conference & Exhibition

San Diego Convention Center,
San Diego, California, USA

Presentation Guidelines & Speaker Services

OFC 2019 Conference PowerPoint Submission Website

All audiovisual presentation files must be submitted through the submission website by Saturday, 2 March 2019.  After this date, submissions will only be accepted on-site in the Speaker Ready Room, Room 11.  An email was sent in early February to presenting authors.

Please review the OFC 2019 Upload Guidelines (pdf) before submitting your presentation. Click on the following link to submit your presentation when you are ready:

During the submission process CCR customer service representatives will be available to assist you with any questions. Please email our support team at if you have any questions. CCR representatives will also be in the Speaker Ready Room, Room 11 (hours listed below) to provide on-site support.

The use of personal laptops for presentations at the conference is prohibited.

Guidelines to consider when preparing your presentation follow:

  • Make your presentation substantive, not commercial. Limit the use of company/product names. Focus on technical content. Avoid animation or flashy graphics that add no useful information.
  • Corporate logos must not distract from content.
  • Do not include proprietary or copyrighted material in presentations.
  • Projector ratio is 16:9.

All presenters are required to check into the Speaker Ready Room at least 2 hours in advance of their presentation. At that time you will have an opportunity to review your previously uploaded presentation file. Presentations not uploaded in advance of the conference may be brought to the Speaker Ready Room on flash/thumb drive, CD/DVD disc, memory cards or a laptop 2 hours prior to the scheduled time of their presentation. If you submit your presentation in advance, you will save time on-site waiting for your presentation to be downloaded.

Speaker Ready Room Procedures

Checking in at the Speaker Ready Room is the single most important action you will take to ensure your presentation is a success.  ALL speakers are required to check into the Speaker Ready Room at least two hours before their presentation. When checking in, you simply go to a terminal, and onsite personnel will pull up your presentation for preview.

You should make sure all fonts appear as expected and all sound/video clips are working properly while reviewing your presentation. You will be able to edit your presentation at this time. Once you are finished reviewing your presentation and verify it is ready, onsite personnel will queue your presentation.

The file will then be transferred to the computer network at the meeting. When the presentation is to be given, the file will be loaded on the computer in the meeting room. Each presentation room will be staffed with an audiovisual (AV) person, who will assist in starting each presentation. Once the presentation is launched, you (the speaker) will control the program from the podium using a computer mouse. At the end of the meeting, all files will be destroyed, and the computer hard drives will be reformatted.

Speaker Ready Room: Room 11
Hours of Operation
Sunday, 3 March 13:00 - 17:00
Monday, 4 March 07:00 - 18:00
Tuesday, 5 March 10:00 - 18:00
Wednesday, 6 March 07:00 - 18:00
Thursday, 7 March 07:00 - 16:00


Presentation Formats

We recommend PowerPoint for all users but will accept HTML, Flash, and (.pdf) files for presentations. Web browsers with typical plug-ins will also be available, including Internet Explorer, Mozilla Firefox.  If you plan to use something besides Flash, Shockwave or Windows Media Player, please check with our audiovisual contact, Howard Wong, Event Technology Specialist, at to be sure your presentation will work properly.

The computers in the presentation rooms will use Microsoft Windows 7 with MS Office 2013 installed. All video files should be (.wmv), (.avi) or (.mpg), so they will run properly on the computers provided. Presentations should be reviewed at the Speaker Ready Room to be certain the fonts are displayed correctly.

The meeting room will contain the following audiovisual equipment:

  • Laptop computer with Windows 7 and MS Office 2016 and Adobe PDF reader
  • Podium Microphone
  • Data Projector for computer presentations
  • Wireless Slide Advancer
  • Laser Pointer
  • Screen
  • Speaker Timer

Laptop Support

In order to support presenters who want to review and modify their presentations while traveling to the meeting, there will be support for transferring files from a laptop.  If you plan to do this, we recommend you bring a back up of the presentation on some other media, including a flash/thumb drive, CD/DVD disc, or memory card in case there is a problem transferring the file from the laptop. Please make sure you have all power, video and networking adapters. 

Media Supported

We recommend you bring at least 2 copies of your presentation to the meeting in case there is a problem with one of them. Flash/thumb drive, CD/DVD disc, and all types of memory cards will be supported.

Pack and Go

The “pack and go” feature of PowerPoint may also be useful if there are video or sound files associated with the presentation. It will create a single compressed file, which will contain all the video and sound files, which can then be unpacked in the Speaker Ready Room. This can be done in PowerPoint by selecting File/Pack and Go.

Ability to edit PowerPoint Files in Speaker Ready Room

All PowerPoint presentations can be reviewed and edited in the Speaker Ready Room. It is recommended that all presentations be reviewed and edited for final version no less than two hours prior to the beginning of the session in which you are presenting.


  • You will need to provide identification in order to submit your presentation and also to access it in the Speaker Ready Room.

  • Flash drives and CDs are returned to the speaker.

  • Diskette drives on the computers are disabled so no presentations can be copied.

  • Cameras and video equipment are not permitted in the Speaker Ready Room.


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