Presenter Resources

Poster Printing Resources

The best on-campus options (and usually the most cost-effective) for large-format poster printing are:

• UW Poster – Health Sciences T-271 Health Sciences Building, phone: 206-543-9275
• Creative Communications 3900 Seventh Ave N.E., phone: 206-543-5680

Additional locations near campus include:

• EZ Copy and Print
• FedEx Office Print and Ship Center
• Professional Copy and Print
• Rainier Copy and Print

We recommend requesting a proof of your poster prior to printing the full-sized version if available.

Technology for Your Presentation

In each Mary Gates Hall classroom, the following will be available:

• A computer
• Data projector
• Chalk/whiteboards
• Laser pointers

Each computer has the following resources available:

• Windows 10
• Microsoft Office (Includes: Word, Excel, Powerpoint, Publisher, Access, etc)
• Adobe Acrobat Reader
• VLC Video player for video files

If you think you will have additional special requirements, email urp@uw.edu ASAP for approval.

You may NOT use your own laptop.

Tips for PowerPoint Presentations

If you plan to use PowerPoint, keep in mind the following:

• You will NOT have access to “Presenter View.” Any material in the Notes section of PowerPoint should be printed out ahead of time.
• The classroom computers run the newest version of Microsoft Office, including PowerPoint. If you are using an older version of Office, you will be fine.
• Save a second copy of your presentation as a PDF file. PDF files are far less likely to encounter compatibility issues. You can always view your slides in full screen within Adobe Reader (View –> Full Screen Mode). (Note that this will remove any slide transitions or effects.)
• Mac Users! If you created your PowerPoint on a Mac computer, make sure to test it on a PC before the day of the presentation. If you use videos or audio files, you may have to convert the files to make it readable on a PC. There will not be Mac adapters available.
• Check your pictures, video and audio that are embedded into your slide show. Please be sure that they are embedded in and not linked. Linking video/audio media to the PowerPoint does not copy them into the presentation and only links to the existing file on your computer. They will show up as black boxes or broken links on other computers. The easiest way to check if the file has been properly imported is to check the file size of your PowerPoint presentation after you save. If the file size is larger by the amount of the file you imported then it is properly inserted and will work on other computers.

Saving Your Work

We recommend you use AT LEAST two of the following methods to save and make your presentation accessible for the day of the Symposium. We strongly recommend that you save a back-up of your presentation on a USB drive and another version on either on a cloud backup service or email.

• USB flashdrive
  Save a copy of your presentation to a flashdrive. Use a standard size USB flashdrive.
• Cloud backup
  Upload your presentation to a cloud service like Dropbox, Google Drive, OneDrive, etc.
• Email
  Email yourself a copy and download it to the desktop on the day of the event.

Pre-Symposium Preparation (required)

Performing arts presenters can specify needs during the confirmation stage of the application process (e.g. a dance or drama space, a multimedia player, and/or a piano). Presenters are welcome to bring supplementary materials/handouts to their session to give to the audience.

URP Staff will contact performing arts presenters prior to the Symposium to discuss their needs for the session.

Display Guidelines and Liability

All artwork will be on display. URP Staff will review your artwork descriptions for content and space availability. Participants of the Showcase agree to the following:

• All work MUST be gallery ready. Two-dimensional works must have all hardware necessary to hang on the wall; prints must be framed. The building will have some stands available for three-dimensional pieces, but any special stands, mounts, or bases that are necessary for attachment or placement of piece are the responsibility of the presenter.
• Participants must be on-site for installation and are responsible for securing the artwork. The library cannot provide any method to secure equipment/artwork. You may secure all equipment related to your installation using cable locks, zip ties, and/or other appropriate methods.
• Participants are responsible for de-installation as scheduled with libraries staff.

Pre-Symposium Preparation (required)

An orientation and installation will be scheduled prior to Symposium day, check your MySymposium to sign up for orientation once your application is accepted.

1. You will be asked to confirm and provide additional information for your presentation on a later date. As part of this process, visit MySymposium to:
   • Confirm your participation
   • Complete the Art Description Form
   • Sign up for an orientation
2. Attend an Orientation.
   • Orientations are required to ensure that your piece is displayed in the best way possible within the building. At the orientation, you will meet with URP and OUGL staff to view display spaces, discuss and schedule your artwork installation and de-installation, and to learn more about the session and student presenter expectations. You may select one date to attend. If you are part of a group, please coordinate so you come at the same time. Please make sure each member planning on attending the orientation signs up.
3. Art Installation.
   • Arrive at the time agreed upon with URP staff at the orientation to install your artwork.