Instructions for presenters and chairs

Instructions for speakers

Length of presentation

  • Keynote presentation: 25 min + 5 min for discussion and speaker changeover
  • Oral presentation in parallel session: 12 minutes + 3 for discussion and speaker changeover

Thank you for keeping the allocated time to respect other speakers. You will be notified the remaining time of your presentation (5min, 1min, Time’s up!) by the chair/conference assistant.

Format of presentation

  • Microsoft PowerPoint (.ppt, .pptx)
  • Aspect ratio 16:9 (widescreen)
  • Use standard Microsoft office fonts. Other fonts can cause, even when embedded in your presentation, a wrong layout/style in the presentation.
  • If you are a Mac-user, please make sure in advance, that your PowerPoint presentation works in a PC Windows computer.
  • If you have videos in your presentation, please inform us when submitting your presentation to  We will test the videos on-site beforehand, on the previous day. Please be prepared, that there might be challenges in showing your videos.

Sending your presentation

  • Name your presentation: day (TUE/WED/THU)_presenter.ppt. Example: TUE_Smith.ppt.
  • Send your presentation no later than Friday 8 November to
  • Please inform us, in case you are not able to send your presentation beforehand, but will bring it with you to the conference. Then, bring your presentation in a USB flash disc to your conference room already the previous day of your presentation. If your presentation is on the first day of the conference, on Tuesday 12 November, bring your presentation earliest possible on that day, so we have time to test it.
  • Always bring with you a back-up copy of your presentation.

In the conference

  • Please come to meet the chair and get familiar with audiovisuals on the previous break, at least 15 mins before the start of your session.
  • If you are a speaker in a parallel session, write also a 2 sentence introduction of yourself for the chair (forms available on-site)
  • If participants are not allowed to take pictures of your presentation, say it clearly at the start of your presentation.
  • Your presentation will be shown from a PC with Windows.
  • You will use a remote control to change slides in your presentation.
  • You can follow your presentation from a speaker monitor in front of the stage.
  • Your microphone options are: headset, hand-held wireless microphone.

Instructions for posters

Please bring your printed poster with you to the congress. There is no possibility for printing on-site.

The small-scale poster display is located in the conference room, Bysa 1-2. Poster places are indicated and organized by submitting authors.

Technical instructions

  • Posters must be prepared in portrait style.
  • Max dimensions are 841 mm width x 1189 mm height (A0 size)
  • Your poster is illustration of your submitted abstract.
  • Allocate the top of the poster for the title and authors as stated in your abstract. Otherwise, feel free to compose the poster as you wish.
  • Texts, illustrations etc. should be big enough to be read from a two meters distance.
  • Posters are attached to boards (carpet material). Pins will be available on-site.
  • Kindly bring with you also A4 size poster prints to be at disposal for participants. The envelope for the prints will be available on-site.

Poster session timing

  • Posters will be on display for the whole duration of the conference
    • starting from Tuesday 12 November at 8:30
    • until Thursday 14 November at 12:30.
  • Authors are free to be present at their poster during all breaks, and also during the after work session on Tuesday 12 November afternoon.
  • Mounting and dismounting of posters
    • Mounting: Tuesday 12 November at 8:00 – 8:30
    • Dismountig: Thursday 14 November at 12:30 – 14:00. Please notice, that posters not dismounted by 14:00 will be removed and disposed of by organizers.

Instructions for Chairs

  • Be in your session room at least 15 minutes before the start of your session.
  • Confirm the attendance of each presenter and familiarize yourself with the venue and equipment.
  • You will have a session assistant to instruct and assist with the equipment.
  • A technician runs the presentations from his computer at his desk. Speakers see their presentation from a speaker monitor in front of the stage, and use remote control to change their slides.
  • To start the session, introduce yourself to the audience.
  • Explain shortly the time allocation.
  • Presentation time for each speaker is 12 minutes + 3 for discussion AND speaker changeover
  • Speakers are notified of the remaining time of their 12 min presentation with signal cards: 5 min, 1 min, Time’s up!
  • Make sure the speaker adheres to the time limit.
  • You can discuss with the session assistant, if you wish her/him to keep the time for you for individual presentations. But keeping the overall schedule is your responsibility as a chair.
  • Session time is 100 mins in total. There are 6 speakers in each session. In addition to total time reserved for presentations (90 min), there is in total 10 min extra to be used for session start introduction and end discussion.
  • At the beginning of each presentation, introduce the speaker.
  • Speakers are asked to give you a short, 2 sentence, speaker introduction, when you meet them before the start of the session. Ask if needed the correct pronunciation of their names.
  • Prepare some possible questions about each presentation, in case there are no questions from the audience.
  • In the end of the session, if there is time left, suggest a discussion of topics related to the presentations.
  • Thank the presenters and the audience, tell about what’s next in the Summit programme, and conclude the session.