TRB Annual Meeting Visual Aids Submission Instructions
Visual Aids Online Submission is open for the 2026 Annual Meeting.
Table of Contents
Introduction
Presentation Files and Their Use
How to Submit Your Presentation
Introduction
TRB requires paper and invited presenters in workshops and lectern sessions to submit presentations in advance via the Online Visual Aid Submission Site or in the On-site Speaker Ready Room (Convention Center, Street Level, Salon F). Presenters are strongly encouraged to check in at the Speaker Ready Room at least one hour before their session, to confirm that visual aids are loaded and working properly.
Please refer to the table below for the requirements:
Who I Am |
For Presentation |
For Online Program* |
Check-in at On-site Ready Room |
|---|---|---|---|
| Presiding Officer – Workshop | Not required, optional introductory slides | Not required, optional introductory slides | If presentation submitted, strongly encouraged |
| Presiding Officer – Lectern Session | Not required, optional introductory slides | Not required, optional introductory slides | If presentation submitted, strongly encouraged |
| Presiding Officer – Poster Session | Not available | Not available | Not available |
| Presiding Officer – Committee Meeting | Not available | Not available | Not available |
| Paper Author – Workshop | Required for presentation | Required for presentation | Strongly encouraged |
| Paper Author – Lectern Session | Required for presentation | Required for presentation | Strongly encouraged |
| Paper Author – Poster Sessions | Not available | Optional, but encouraged | Not necessary |
| Paper Author – Committee Meeting | Not available | Optional, but encouraged | Not necessary |
| Invited Presenters – Workshops | Required for presentation | Required for presentation | Strongly encouraged |
| Invited Presenters – Lectern Session | Required for presentation | Required for presentation | Strongly encouraged |
| Invited Presenters – Poster Session | Not available | Optional, but encouraged | Not necessary |
| Invited Presenters – Committee Meeting | Not available | Not available | Not available |
* TRB Annual Meeting Online Program includes abstracts, presentations, and posters, which are all available after the Annual Meeting.
Technical Questions?
For additional information, contact the Support Team at TRB’s audiovisual vendor, Encore Presentation Services, contact technical support.
Presentation Files and Their Use
To ensure your presentation runs smoothly and can be shared after the meeting, please follow the guidelines below when submitting your visual aid through the Online Visual Aid Submission Site.
- One File Per Presentation
- You may upload only ONE (1) PowerPoint or PDF per presentation
- If you are co-presenting, only one person should upload the final combined file
- Any audio or video should be embedded in the file. Separate uploads are not supported.
- If you use Prezi, convert your presentation to PDF or contact technical support for help.
- File Formats and Technical Notes
- Accepted format: .pptx (PowerPoint) or PDF
- Aspect ratio: 16:9 aspect ratio
- Recommended video format: Windows Media (.wmv)
- File size: Try to keep the file under 20 MB
- Do not use older PowerPoint formats (.ppt); they will trigger an error
- PowerPoint will automatically embed still images when saved
- Bring a backup on a USB drive in case of technical issues
- Special Instructions for Mac Users
- Use JPEG or PNG for inserted images
- QuickTime (.mov) is an acceptable video format.
- Apple Keynote files must be converted to .pptx before uploading.
- You may also bring your Keynote file directly to the onsite Speaker Ready Room on a USB drive for assistance
- Onsite Setup
- TRB provides a pre-loaded computer at each session room (you do not need to bring your own)
- You will advance your slides from the lectern using a remote
- Check in at the Speaker Ready Room at least one hour before your session to confirm everything works properly.
All submitted presentations (that gave permission) will be made available and archived in the Annual Meeting Online Program after the event, providing an enduring educational resource for attendees and others in the transportation community.
Technical Questions?
Contact Encore Presentation Services (TRB’s audiovisual partner) at c1@encoresupport.com.
How to Submit Your Presentation
The Visual Aid Submission Site is open from December 10 – January 14. All presenters in lectern sessions and workshops must submit visual aids in advance, either online or in person at the Speaker Ready Room.
Online Submission (Recommended)
TRB’s Online Visual Aid Submission Site is managed by Encore, TRB’s audiovisual partner.
To submit:
- Visit the Online Visual Aids Submission Site
- Click “GO TO SSO SIGN IN”
- Enter the email address where you received your TRB invitation and your MyTRB password
- Follow the instructions to upload your file. For detailed step-by-step instructions, read our Visual Aids Upload Instructions.
Important notes:
- Upload only one (1) PowerPoint (.pptx) or PDF per presentation.
- Merge all content into a single file
- Delete older versions before uploading a new file
- Upload all media (e.g., videos) embedded in the same file
If your visual aid requires a special software that only your laptop contains, please contact TRBMeetings@nas.edu in advance with your name and session number. Use of personal laptops may be approved on a case-by-case basis, but TRB cannot provide or pay for any extra equipment or tech support.
On-site Speaker Ready Room Submission
Even if you submitted online, all presenters should check in and preview your presentation at least one hour before their session.
Location:
Convention Center, Street Level, Salon F.
Hours of operation:
| Saturday, January 10 | 3:00pm-7:00pm |
| Sunday, January 11 | 7:00am-6:00pm |
| Monday, January 12 | 7:00am-6:00pm |
| Tuesday, January 13 | 7:00am-6:00pm |
| Wednesday, January 14 | 7:00am-4:30pm |
Bring with you:
- A USB drive with your final visual aid
- Your photo ID
Encore technicians will help confirm that your fonts, images, videos, and slide order display correctly. If it doesn’t work in the Speaker Ready Room, it won’t work in your session room – so check in!
Workshop & Lectern Presenters
- Submit presentations online in advance
- Check in at least one-hour before your session
- Edits can be made in the Speaker Ready Room up to one-hour before your session start time (not your individual presentation time)
- If you’re running late, go directly to your session and provide your USB drive to the room technician
Poster Session Presentations
- Submission is optional but encouraged for post-meeting access
- Submit a readable PDF of your full poster or a slide deck summary via the online system or in the Speaker Ready Room
Committee Meeting Presenters
- Submitting your presentation is optional and only for post event access in the Annual Meeting Online Program.
- Arrive in your meeting room 30 minutes early
- TRB provides a projector and screen, but:
- You must bring your own laptop
- TRB does not provide a computer or technician
- Bring a back-up copy on a USB drive
Need help?
Contact Encore Presentation Services (TRB's A/V Vendor) at c1@encoresupport.com.