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Here you can find important guidance and submission deadlines to help speakers prepare for presentation at the 2018 NC Traffic Safety Conference & Expo!

Email any questions regarding speaker information to

Deadline Quick Reference:

Additional AV Request Due March 2, 2018
Register for the Conference March 10, 2018
Bio Due March 20, 2018
Headshot Due March 20, 2018
Presentation Handout Due March 20, 2018

Registration and Hotel


Each speaker who receives and accepts a formal invitation from the NC Traffic Safety Conference & Expo Planning Committee will receive a complimentary registration to
the event.


Each speaker who travels at least 35 miles from their regularly assigned duty station will be offered one (1) complimentary hotel night for each day they are scheduled to speak. The speaker must forward to the conference their hotel confirmation number, hotel name, and date(s) they will stay. Please email this information by March 20, 2018 to

Room Setup and Audiovisual Equipment

All breakout rooms will set with theater-style seating. There will be a head table, podium, microphone, LCD projector with VGA cable, screen, sound for laptop presentation, and a clicker.

You will need to bring your own laptop to run your presentation. Please make sure your laptop has a VGA port, or bring your own VGA adapter.

If you need additional audiovisual equipment beyond what is listed above, you will need to submit your request by March 2, 2018 to

The NC Traffic Safety Conference & Expo provides most audiovisual equipment requested, but some equipment may be cost prohibitive. In this case, we will contact you to discuss alternative equipment.

Wireless Internet

Wireless Internet will be available in the meeting rooms; however, the WiFi signal strength and bandwidth at the time of your presentation cannot be guaranteed. If web access is needed for your presentation, you are strongly encouraged to run the web files locally (from the computer’s hard drive) rather than attempting to access the files via the WiFi connection.

Room Monitor

There will be a room monitor in your session to help answer questions you may have. When you arrive to your assigned room, please look for the monitor wearing a staff badge. The room monitor will give you information about your session, introduce you, and handle any audiovisual needs that may arise.

Speaker Ready Room

Meeting Room 101 at the convention center will be available for you to rehearse or edit your presentation prior to your session.


The NC Traffic Safety Conference & Expo will NOT print workshop handouts to distribute during the conference. Handouts will be posted on the conference mobile app so attendees may view and download if they are interested.

Evaluations from participants strongly indicate that handouts are a priority, so we ask that you submit your presentation as soon as possible for posting. Deadline for submitting handouts is March 20, 2018. Those received after March 20, 2018 will be posted after the conference to the website.

Email your presentation to by the March 20, 2018 deadline.

Handout Guidelines:

  • File Type: Convert your PowerPoint to a PDF with one slide/page. If you cannot convert your PowerPoint, you can send to us and we will convert it for you.
  • Please include your breakout session title and your contact information on the first slide of your presentation so attendees can keep track of which session the handout is for.
  • File size must be no larger than 8MB. Larger sized files may make it difficult for attendees to download. You may have to adapt your presentation to reduce its size (remove photos, videos, etc.).

Handout Disclaimer:

By submitting your handouts to the NC Traffic Safety Conference & Expo, you agree to have your materials downloaded, printed and/or copied by the conference and its attendees. The NC Traffic Safety Conference & Expo is not responsible or liable for use or misuse of materials posted on the conference website or mobile app.

Tips For Designing Your Presentation Slides

Your presentation’s subject matter will determine how many slides are needed to clearly convey the content. As a general guideline, use as few slides as possible to present your key points. This can help you to engage more with the audience while speaking, and avoid ‘overloading’ them with too many slides within your limited presentation time.

A font size of 24 point or larger is recommended to make your slide text easily legible when projected to a large audience. These font sizes also help you to fine tune the key words needed on each slide to reinforce your talking points, and avoid creating slides that are merely a ‘verbatim’ transcription of your speech.

Sans serif font typefaces (e.g., Arial, Tahoma, Calibri) are more legible when viewing from a distance; serif fonts (e.g., Times New Roman) can appear to blurry from several rows away in a large meeting room. Also for legibility, avoid using all caps and do not include more than 10 lines of text on a slide.

Choose font colors that contrast significantly with the slide background colors to create the best viewing experience for your audience. Meeting room lighting conditions can vary and often have limited dimming control, so it is best to design your slides with high contrast between the text color and the slide background. For example, put a yellow font on a dark blue background, or a dark brown font on an off-white background. A completely black background color is not recommended as it can make the text difficult to read when the room lighting cannot be sufficiently dimmed.

Photos, graphics and video clips in your slides create a more visually interesting presentation for your audience. Make sure any high-resolution photos and graphics imported into your PowerPoint file are properly scaled down and formatted for computer screen resolution (96 dpi is recommended). Also, minimize the use of animated slide transition animations. Following these guidelines will help your slides to change more quickly and your presentation to run smoothly from the laptop computer.

Clearances, Copyright Permission, and Acknowledgements

All copyrighted content (e.g., text, photographs, tables, figures, charts, etc.) used in your presentation must be properly acknowledged. Permission is not needed for brief quotations (50 words or fewer) when the quotation is properly referenced (see examples below). For longer quotations, all necessary clearances and permissions from any holders of copyrights must be obtained.

Material published by the U.S. government is not usually copyrighted and, if not, does not require permission unless it credits a previously copyrighted source.

An example of a typical acknowledgment would read:
“Reprinted with permission from the Journal of Safety Research.”

For a figure or photograph, an example of an acknowledgment would read:
“Photo (or graphic) courtesy of North Carolina DOT.”

For a table, reprinted without change, an example of an acknowledgment should read:

See You at the 2024 Conference!


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