Instructions for Oral Presenters

Instructions for Oral Presenters

Please find below some important and useful information for your oral presentation.

Please make sure that you check the interactive online program or the mobile app during the Conference for any updates to your session day and time.

ORAL ABSTRACTS PRESENTATION TIMES

Each presentation was assigned a specific time in the scientific program. Presenters are required to stick to the time allotted to them. Please note that time in the scientific program includes time for discussion (Q&A) at the end of the presentation.

TimeOral PresentationQ&A
15 minutes13 minutes2 minutes
12 minutes10 minutes2 minutes
7 minutes5 minutes2 minutes
6 minutes5 minutes1 minute

 

 

SPEAKERS’ READY ROOM

Speakers’ Ready Room is located in room 134 and will be clearly sign-posted. You can upload your slides latest one hour before your sessions starts.

DateSpeakers’ Ready Room
Monday, March 23Closed. Please come to the session hall (Room 113) to upload and check your slides.
Tuesday, March 2406:30 – 19:00
Wednesday, March 2506:30 – 20:00
Thursday, March 2606:30 – 19:30
Friday, March 2707:00 – 17:00

PRESENTATION SLIDE UPLOAD

Please upload your presentation slides, at the latest four hours, before the scheduled start of your lecture(s) to the link you have received (a link will be sent one month before the Conference). If you did not receive the link, please contact us at IPVC 2020: Abstracts.

Presentations can be uploaded either online using the link, or at the Speakers’ Ready Room onsite. You can bring your slides to the Speakers’ Ready Room on USB key or an external hard disk.

You are asked to only use the Conference computers in the session halls for presentation purposes. The Conference will not be able to support lecture slides presented on personal computers. 

CONFLICT OF INTEREST DISCLOSURE

In compliance with EACCME requirements all speakers have been requested to fill in the Conflict of interest form. The information provided will be summarized in a disclosure slide which will appear as the first slide of your presentation. Please disclose verbally (including if nothing to disclose) at beginning of your presentation.

TECHNICAL SPECIFICATIONS

  1. Ratio: Aspect ratio of your presentation should be 16:9.
  2. File name: The name of the presentation file should include the presenter’s name and the presentation title. To avoid any compatibility problems, please do not use special characters (e.g. «, Ö, Ø, ñ, ε, ®, ý, }, { etc.) to name your presentation.
  3. Format: Presentation files will be accepted in Microsoft Office PowerPoint format only. Macintosh presentations (i.e. Keynote) cannot be accommodated. It is strongly recommended to test all files created with Microsoft Office (for Mac) in the Speakers’ Ready Room several hours before your presentation starts.
  4. MS Office Version: Your presentation needs to be prepared in MS PowerPoint 2010, 2013 or 2016. At the Speakers’ Ready Room onsite MS PowerPoint 2016/2019 is used.
  5. File size: The size of one presentation should not exceed 500 MB, if uploaded online prior to the Conference. There is no size limit for presentations uploaded onsite at the Speakers’ Ready Room. However, we recommend to keep a limit of 500 MB.
  6. Saving files: For onsite upload at the Speakers’ Ready Room the presentation has to be saved on a USB flash drive or an external hard-disk. Please note there is no facility to use your own computer for delivering a presentation.  
  7. Font: Do not use special fonts which are not part of the standard PowerPoint package, as this will cause problems while uploading your file. Please note: Such presentations cannot be edited in the Speakers’ Ready Room.
  8. Presenter mode will not be available during your presentation. Please print your notes in advance.

Please note that macros should not be used, and flash-animations and Prezi Presentations are not supported. All presentations will be saved on a central server connected to the lecture rooms, which are equipped with computers, beamers, microphones and lecterns.

CHANGES IN THE PRESENTATION

Should you have any changes in your presentation after upload online via the link we provided, you may bring updated slides to the Speakers’ Ready Room onsite. Onsite staff will be there to assist you.

USING VIDEO

If combining video films with PowerPoint, please make sure to check it in the session hall where your lecture is taking place during a coffee or a lunch break prior to your session, at least 30 minutes before the start of the session – even after checking it in the Speakers’ Ready Room.

  • Video file must be embedded in the presentation (not linked).
  • Video file should be embedded in MP4 format.

Please note that the computers in the session halls are being supplied with Office 2016/2019.

IMPORTANT NOTE FOR MACINTOSH USERS

In order to use MAC presentations on a PC compatible computer please note that you need to prepare it according to the instructions below, before bringing it to the Speakers’ Ready Room:

  1. Use a common font, such as Arial, Times New Roman, Verdana etc. (special fonts might be changed to a default font on a PowerPoint based PC).
  2. Insert pictures as JPG files (and not TIF, PNG or PICT – these images will not be visible on a PowerPoint based PC).

DURING YOUR PRESENTATION:

  • There will be an AV technician in each session hall to start each presentation.
  • From the lectern you will be able to control your presentation using a computer mouse or up/down/right/left keys on a keyboard.
  • Please keep the timing of your oral presentation. Do not forget to leave time for Q&A session at the end of the presentation.