Presentation Guidelines

Key Points


  • Upload your files in advance to COSPAR 2018 on Use your previously obtained username and password to log into the system. (See images below for location of relevant links.)
  • Create one file only for each presentation.
  • All oral presenters must check into the Speaker Ready Room by 4:00 pm on the day prior to their presentation. If not possible because of the time of your arrival check in immediately after registration.
  • Submission and final review of your presentation files is required at this time.
  • All presentations will be projected using Microsoft PowerPoint (version 2016 or newer) or Adobe PDF-format from a central computer.
  • Please set your .ppt file to 16:9
  • Videos MUST be embedded into your .ppt (PowerPoint) file.
  • Maximum file size for your presentation is
  • Only video codecs listed below (see page 2) will be supported.


COSPAR 2018 Assembly presentations should be submitted in advance via Please use your assigned username and password to log in. If it is not possible to submit your presentation in advance, files saved to a USB storage device must be submitted on site to the Speaker Ready Room.

All oral presenters must check into the Speaker Preview Room (Room 204 in the Pasadena Convention Center) by 4:00 pm on the day prior to their presentation in order to submit presentations and screen for video, font or animation incompatibilities as well as to make other adjustments, If you submitted your presentation in advance, the file will appear at the bottom of the “My Papers”-screen. Technicians will be available to assist you with issues that sometimes occur with presentations. 

When finished reviewing your presentation, click “upload” on the bottom right and then use the “logout” button on the top of the page. These steps will ensure that your presentation gets uploaded to your session room in a timely manner. 

Please arrive at the meeting room 15 minutes prior to the start of your session. A volunteer will be present in each room to assist with any technical questions. Introduce yourself to the volunteer prior to the beginning of the session. When it is time to present, open your presentation and begin by clicking the “Start presentation” button. The mouse on the lectern will give you full control of the presentation. At the end of each session day all presentations will be deleted from the meeting room computers. The computers in the presentation rooms are identical to those found in the Speaker Ready Room. All computers are running theWindows 10 operating system with Microsoft Office 2016 and Adobe Acrobat Reader 2018.

Movie-formats and codecs

Embed your video files into your presentation file. Separate videos cannot be played and will not be accepted. IMPORTANT: If you want to play movies, use PowerPoint (.ppt).

Compress your videos. Uncompressed videos will take more of your time to upload and will not result in better quality than a modern MPEG-4 codec. We can only accept movies created as MP4s, MPGs and AVIs, encoded using one of the following codecs: Divx, Xvid or H.264. Flash SWG content and animated GIFs are supported as well, again embedded in your PowerPoint-file. If you cannot convert your file, ask a technician in the Speaker Ready Room for assistance.


Images inserted into files must be embedded into the presentation. Images that are created at a dpi setting higher than 75 are not necessary and will only increase the file size of your presentation. Avoid overloading your presentation with unnecessary images. JPEG images are the preferred file format for inserted images.

Fonts are easily embedded into your presentation following these steps:

Office 2016

  1. Click “Search”, then “More Options”.
  2. At the bottom of the window select “Save Options”.
  3. Check the “Embed True Type Fonts” checkbox at the bottom.

Preparing your Presentation for Transfer:

Submission on-site

Save your files (one for each presentation) to a USB storage device.


We recommend creating a back-up copy of your presentation on a separate portable USB storage device and transporting the original and the copy in separate pieces of luggage.

For review of your presentation at the Assembly, bring along all your associated files (PowerPoint & external, e.g. movie files) in case of problems.

If you are speaking in more than one session, organize and clearly label your presentations with your paper number in separate folders whose names include the number (not title) of the relevant scientific event. Do not put more than one presenter’s files on the same storage device. Each presenter must have his or her own media.

Illustration 1: Open your “My Papers”-page

Illustration 2: Scroll down and click “Upload”.

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