Hosted by Brookhaven National Laboratory
October 5 - 11
New York, NY
17th Biennial International Conference on Accelerator
and Large Experimental Physics Control Systems



Each Oral presentation duration will be limited to a maximum of 12 minutes. After that, there will be 3 minutes devoted to answer questions from the audience. Invited oral presentations are limited to a maximum of 25 minutes with 5 minutes devoted to answer questions from the audience.


Visual presentations should be made electronically using the projection equipment provided by the conference venue.

A Speakers’ Preview Room will be located in the Carroll Gardens room next to the editing office to check presentations on the electronic preview system

Speakers must submit their presentation to the JACoW SPMS. They must do this at least two days before their scheduled presentation time. This allows for verification and transfer to the conference venue system.

Any special requirements concerning visual aids should be addressed to the local organizers well in advance of the conference.

Preparation of Talks

The following precautions should be adhered to, to ensure smooth running of electronic presentations:


Visuals for oral presentations should be in Microsoft PowerPoint, version 2010 (.ppt or .pptx), or Adobe Acrobat Reader 9 or later (.pdf). Compatibility of animation or video files must be crosschecked with the speaker preparation room.


Possibly the most typical PowerPoint error is neglecting to embed the fonts into your presentation. If you do not embed fonts and the computer system showing your presentation doesn’t contain the fonts in your presentation, it will substitute another font, often with disastrous results. Together with making your presentation appear unprofessional, a change in font can easily have an impact on text wrapping and table spacing. You can prevent this by using PowerPoint’s “Embed Fonts in File” capability, which assures that the font you used will display on a different computer even if that font has not been installed on the other machine.

For PowerPoint files, use only TrueType fonts and embed them (Instructions can be found here):

To embed fonts in PowerPoint 2016:

  • Select File tab.
  • Save As...
  • Under Tools, choose Save Options.
  • Check the box for Embed fonts in the file

To embed fonts in PowerPoint 2010:

  • Select File tab.
  • Choose Options.
  • Under PowerPoint Options, choose Save.
  • Check the box for Embed fonts in the file

For PDF files, be sure to include all fonts when preparing the PostScript and PDF files, too.

Upload Presentations

Speakers shall upload their presentation at least two days before their scheduled session via their ICALEPCS2019 Authors Account.

The file should be named with the programme code and "_talk" (for example “MOAPL01_talk.ppt”) and then uploaded in the same way as for papers through the ICALEPCS2019 Account. The programme code assigned to the presentation is available in this interface. Any animations or video files referenced within presentations must be uploaded along with the PowerPoint file (select "Supporting Files").

All presentations should be setup to display with 16:9 aspect ratio, when choosing the page set-up for slides ensure landscape orientation, slides sized for On-Screen Show (16:9).

All authors should review in the Speakers’ Preview Room at least 3 hours prior to the respective session that the presentation has been correctly downloaded and the contents are properly displayed using the Conference computers.

Speakers’ Preview Room Opening hours:

Sunday, October 6th 16:00 - 20:00 h
Monday, October 7th 08:00 - 18:00 h  
Tuesday, October 8th 08:00 - 18:00 h
Wednesday, October 9th  08:00 - 15:00 h
Thursday, October 10th 08:00 - 18:00 h
Friday, October 11th 08:00 - 12:00 h

There will be personnel at the speakers' preview room in the Conference Venue to solve any issues that may arise.

Please note that all speakers must give their presentations from the computer systems set up in the conference rooms. Use of individual laptops or USB sticks cannot be accommodated.