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Guidelines for presenters

Oral presentationsPoster presentations

Guidelines for oral presenters

Below you will find necessary information on preparation for your oral presentation.

Length of presentations:
plenary lecture: 40 minutes + 5 minutes for Q&A
keynote lecture: 25 minutes + 5 minutes for Q&A
oral presentation: 15 minutes + 5 minutes for Q&A

Presentation delivery and upload

Note: It is not possible to present from your own laptop. All presentations should be delivered to the Conference IT Center much in advance the presentation time.

The upload of the presentation could be made by bringing an USB stick with the final presentation to the Conference IT Center (in the conference venue). The presentations will be distributed to the conference rooms by the organizers.

You could also send your presentation before the conference. Please follow the instructions below:

Please save you presentation with your name and date/time of presentation as follows: 23 July 12:00 Smith, not just the name of the conference. This will prevent any confusion when loading the presentation on the computer.


Power Point / PDF
The projection system supports 4:3 screen format.
Oral Presenters can prepare their presentations in PowerPoint 2013 for PC computer or compatible. Alternatively PDF files will be accepted.

Preparing Your Media for Onsite Presentation

  • Save your files to a CD-ROM, USB Storage Device
  • If you create a CD, make sure that you close or “finalize” your session. If you omit this step, you cannot access the CD from any other computer
  • When building your presentation, make sure that you include any external files utilized in the same folder as your presentation (i.e., movie files)
  • When creating your media for transportation, copy the entire folder to the disk
  • Remember to make a back-up copy of your files and transport it in a separate piece of luggage


  • JPG images are the preferred file format for inserted images
  • Images inserted into PowerPoint are embedded into the presentation
  • Images that are created at a setting higher than 75 dpi are not necessary and will only increase the size of your presentation
  • If necessary you can use music, however please announce it well in advance


  • It is imperative that you check your movies if your presentation contains video files
  • Please be aware of the size of your video files. In most cases, lower resolution video files are very effective.
  • While we try to support as many PC video formats as possible, we can only accept movies under the following conditions:
    a) please take steps to compress your videos. Uncompressed videos will take longer to upload and will not be better quality than a modern MPEG-4 codec
    b) we can only accept movies created as MPGs, WMVs, or with the following AVI codecs: MPEG-4 (Divx, Xvid, WMVs)
    c) Apple Quicktime formats such as MOV, QT, MP4, or DV files are NOT supported in Windows PowerPoint

Guidelines for poster presenters

Posters should be constructed in portrait layout to a maximum size of 85 cm (width) x 120 cm (height); the optimal size is A0 (A0 prints measure is 841mm x 1189mm).
To enable delegates to easily read the information the lettering should be a minimum of 1 cm high.

All posters will be numbered, listed and grouped in accordance with the conference topics.
Authors must be present in the poster area to present and discuss their poster at the scheduled time.

The posters will be presented in 2 main poster sessions on:

  • Tuesday 24th July 18:00-20:00 (poster session 1)
  • Thursday 26th July 18:00-20:00 (poster session 2)

The poster area opens for poster presenters on Monday 23rd July at 08:00. Assistants will be available on site to provide you with the material needed to attach your poster to its stand as well as location of your poster.

Please take notice of your abstract number and poster board before hanging up your poster.

After the 1st poster session on Tuesday 24th July at 20:00 is over, the authors are kindly requested to remove their posters in order to allow the set-up for the 2nd poster session.

Do not mount a poster larger than the area allowed.