Information for Presenters

Note: The following information addresses audio-visual provisions for CMS presentations. The ATMI Program Chair will be able to advise regarding available instruments and equipment for the ATMI conference.

What is Provided?
Each conference presentation room will be equipped with a lectern, an amplified sound system for audio playback, and projection capabilities. Presenters must provide any needed audio-visual equipment beyond this provision. Presenters should plan to play all sound and video files from their laptop, tablet, or iPod (component DVD and CD players are not provided). Computers will not be available for rental or loan. You will want to make certain batteries are well charged, as access to electrical power is not always guaranteed. It is also recommended that you save your presentation to a flash drive or external memory device in the event of computer failure.

Technical Support
A/V technicians will be on hand and moving throughout the presentation rooms to assist presenters as needed.

Connecting Your Laptop
Cables to connect your laptop to the audio (headphone jack) and/or projection equipment (VGA connection) will be provided. Mac users should bring the appropriate adapter to connect their device to the projector (e.g., Mini-DVI to VGA, Mini DisplayPort to VGA).

Screen Format
All screens and monitors will display using the industry standard widescreen ratio of 16:9. It is recommended that you format your PowerPoint presentations accordingly so that your slides fill up the entire screen and you won’t be left with large, empty sections on either side. If you are planning to use an existing PowerPoint presentation which was set up using a 4:3 format, it is easy to convert your existing presentation to the widescreen format. Visit this video tutorial on how to convert a 4:3 presentation to the 16:9 standard.

When Can You Set Up?
It is important that you have your display/demonstration materials ready to keep the conference running on time. A minimum of 5 minutes has been reserved between presentations for equipment setup and introductions. In many cases, 15-minute passing times have been arranged. When two presentations have been scheduled back-to-back, the second presenter may connect their device(s) and prepare their area during the question-and-answer time of the preceding presenter.

Photocopied handouts are permitted. If handouts will be utilized, it is recommended to bring 20–30 copies to start. If your session has a larger audience than expected and you run out, you are welcome to distribute additional copies from the conference registration table following your presentation, and direct attendees to ask for them there.

Please note: Due to the exorbitant cost, Internet connections are NOT automatically provided in presentation rooms. If Internet is vital to the success of your presentation, please communicate with Peter Park of the CMS Executive Office no later than Thursday, September 7. Presenters may be asked to pay a fee for Internet.

Note: If one’s sole purpose in connecting to the Internet is to show a YouTube video as part of a presentation, it is possible (and recommended) to download the video to a laptop in advance. One may also insert a video clip into a PowerPoint presentation, negating the necessity for an Internet connection. Please visit this tutorial on how to manage this using the Firefox browser. Alternatively, you may install free software to download YouTube videos to your computer.


All rehearsal and performance pianos located in the conference hotels have been graciously donated by Steinway & Sons–the official piano of CMS Conferences.

Regency West Ballroom
A grand piano has been arranged for this room. As conference ballrooms are seldom an optimal acoustic environment for live concert music, a wooden dance floor will be placed under the piano to mitigate the effects of carpeting. The piano must remain on the dance floor and any movement of the instrument must be coordinated through the CMS staff.

Directors & Nueces
Upright pianos will be found in these practice rooms. Please refer to the information regarding practice rooms for further information.

Blanco, Regency East 1, Regency East 3, Live Oak, & Llano/Pecos
No keyboard instruments will be provided by CMS for presentations in these rooms.


The Director’s and Nueces rooms within the Hyatt Regency San Antonio Riverwalk, have been reserved exclusively as warm-up/rehearsal rooms and will be open during the following times:

Wednesday, October 25
5:30 pm – 9:30 pm

Thursday, October 26
7:00 am – 9:00 pm

Friday, October 27
7:00 am – 9:00 pm

Saturday, October 28
7:00 am – 3:00 pm

Please note the following:

  1. Practice rooms are provided for warm-up & rehearsal specifically related to this conference. Those preparing for non-conference related projects must make their own arrangements for practice facilities elsewhere.
  2. Pianos may not be prepared or altered in any way, including the insertion of objects into or onto the strings.
  3. Each presenter or ensemble (not each individual) may sign up in advance for 30 minutes per day. Ensembles should appoint one member of the group to reserve on behalf of the group, and reservations should be made under the ensemble’s name.
  4. Once the conference has begun, if any vacancies remain on the practice room schedule, each attendee may sign up for an additional 30 minutes.
  5. Each practice room will contain an upright piano, bench, and 1 music stand. Performers who require additional stands for rehearsal must provide their own.
  6. Kindly display the utmost in professional courtesy regarding piano usage and room sharing.

In lieu of paper sign-up forms, CMS uses an online method for reserving practice rooms by computer, cell phone, or tablet. Once this online sign-up sheet is available, practice rooms may be reserved on a first-come, first-served basis. Please look for future announcements regarding how to reserve.

In addition to the rehearsal space described above, specific times have been allotted for set-up and sound-check in the concert space related to the Showcase of CMS Performers and Composers programs according to the following schedule:

Concert I: Showcase of CMS Performers & Composers
Thursday, October 26
Travis Park United Methodist Church
Set-up & Rehearsal: 4:00–7:00 p.m.
Concert Begins: 7:30 p.m.

Concert II: Showcase of CMS Performers & Composers
Friday, October 27
Travis Park United Methodist Church
Set-up & Rehearsal: 4:00–7:00 p.m.
Concert Begins: 7:30 p.m.

Concert III: Showcase of CMS Performers & Composers
Saturday, October 28
Hyatt Regency San Antonio Riverwalk, Regency West Ballroom
Set-up & Rehearsal: 12:00 noon–1:15 p.m.
Concert Begins: 1:30 p.m.

The concert manager for each of the above programs will reach out directly to those affected regarding specific schedules for these periods.


(Approved by the CMS Board of Directors, April 1, 2011)

1) If a proposal is accepted, the presenter agrees to register for the full conference and present in person. A presenter may not assign someone else to give their presentation.

2) If a presenter is unable to attend the conference and present in person, s/he is expected to contact the Program Chair or the CMS Director of Professional Activities and withdraw at least 30 days in advance of the program so that an alternate presenter may be invited to serve as a substitute.

3) If there are extenuating circumstances that prevent the presenter from contacting CMS by the above deadline, it is expected that s/he will still contact the Program Chair or the CMS Executive Office as soon as possible to notify that s/he will be unable to attend.

4) A presenter who has made no contact with the Program Chair or the CMS Executive Office, and who does not present in person, will be considered a “No Show” and will be prohibited from submitting proposals in the next year to CMS Regional and National conferences, or to the following International Conference.

   Guidelines for Posters