Pre-congress Presenter Information

 

Information about time and location of sessions

The Programme is on the congress website and will be revised with the final information and changes in April. The Congress App will launch soon and will contain all the programme information and allow you to build your personal timetable of sessions.

  • The App should be looked at regularly as this is where last-minute changes will appear in real time.

 

 

Notes on Presenting in the Submitted Programme

 

  • Procedure for speaking
    • Please arrive 5 minutes before the start time of your session, not just before your own talk’s expected start time. If the previous session is still in progress, please wait for the end of the session in the corridor and enter during the break. For Oral Presentations and 7-minute Science all speakers in a timetabled session are required to be in the room before the session starts and to stay until the end. Sessions are organised to include presentations on the same topic so this should not be in any way a problem.
    • If you have provided a working PowerPoint slide deck following the guidance supplied, your slides will be on the computer in your presentation room. If you have not provided your slides, they will not be available, and you will not be able to upload them within the room itself and so will need to deliver your talk without slides. There will be no uploading or use of personal laptops in the sessions themselves. Each presentation room will be equipped with a device to remotely change slides.
    • As stated in the Chairing advice, the last speaker available in each session will also act as the Session Chair. Presenters are asked to help their Session Chair by keeping strictly to time and respecting the Chair’s right to stop their presentation if they start to go over time.
    • Each room will have technical support and at least one volunteer steward who will be a student with an interest in our discipline. They will seek to help the session chair and assist with time management.
  • Q&A for each session
    • Symposium Chairs decide how and when Q&A will be handled for their symposium
    • With 12-minute Oral Presentations that have 4 papers in a session, attendees are asked to keep questions till the end of the whole session when a maximum of 8 minutes Q&A will be allowed
    • For 7-minute Science papers, Q&A will be kept to the end of all 7 papers and the last 6 minutes will be available for questions to all presenters

 

 

Presentation Slides

 

  • All slides will be presented through the venue’s own computer systems and no external laptop device can be plugged into the venue’s system.
  • Slides preparation:
  • Slide Decks (presentation slide sets) are to be named as follows:
    • Each file for an Oral paper, 7-minute Science or other non-symposium presentation is to be named using this convention:
      • Presentation Code, e.g., OP130
      • Surname/Family Name of the presenter e.g., Mullsbacher
      • This would produce: OP130-Mullsbacher.ppt
    • Combined PowerPoint file for a Symposium uses the Presentation Code, e.g., S101 plus the Symposium chair name: S101-Kowalski.ppt
    •   If you decide on single files for a Symposium, use the convention:
      • Presentation Code, e.g., S101
      • Surname/Family Name of the presenter e.g., Hardesh
      • This would produce: S101-Hardesh.ppt
    • Please consider how easy it is for your audience to read your slides – follow the 6x6 rule: aim for no more than six words per line and six lines per slide to minimise the amount of text per slide. A further guideline would be to use no more than 1 slide per minute.
    • Ensure that the smallest text on each slide is at least 28 points in size and preferably larger, e.g., 40 points in Arial. Sans Serif fonts generally easier to read.
    • Better still, mostly use images with just a few words and certainly avoid just standing and reading out your slides.
    • Complex tables and graphs should be simplified to focus on the key message. Try to avoid saying “As you can see…” when in fact nobody in the room can possibly read your slide contents.
    • Preferably avoid embedding sound clips or videos in a PowerPoint and especially do not rely on a weblink for any content – these are frequent points of failure.
    • Additional detailed information about your research can always be made available through your personal webpages and/or through email exchange after the event. A large QR code on your final slide can be scanned by the audience to take them to a support webpage.

 

 

Slide Centre for uploading slides

 

  • The Slide Centre will be in Room 5 on Floor 2 and will be open during the following times:
    • Wednesday 12:00 to 17:30
    • Thursday and Friday 08:00 to 18:30
    • Saturday 08:00 to 13:00
  • Speakers should appear at the Slide Centre with their USB stick well in advance of their presentation and a technician will then check the slides. If something is wrong, it can be corrected on the spot. If everything is in order the technician will assign the file to the appropriate room/session.
  • There will be a priority system with preference given to those who will be submitting in the following 2 hours so please understand if you are asked to wait or come back later while others are dealt with and do not leave things till the last moment. You may upload slides for more than one presentation, but only if the Slide Centre is not too busy.
  • To help speed up the upload process, for each presentation you should have ready the following information – preferably have this information on a card you can hand to the IT person:
    • Name of the lead presenter
    • Title of the presentation
    • Room number/room name you are presenting in
    • Day of your presentation
    •  Start time of your session
    • Order of your paper within that session

   

 

e-Posters Preparation

  • All posters will be available through a search system on large monitors that are vertically oriented and are 55” (140cm) high.
  • Design guide:
    • e-Posters must be prepared using the template available at: https://eawop2023.org/poster-session-en/ This file has an unusual format for a conference poster being quite narrow relative to its height.
    • Each e-poster must include an email address where further information can be obtained, and ideally include a large scannable QR code to a linked website.
    • Only one slide can be used with no embedded features such as sound or video. It is harder to read an e-Poster than a printed one so take that into account in design and sizing of text and images. Posters should avoid colours that cause problems for viewers who have colour anomalies such as Red–Green.
    • Limit the number of words – a maximum of 300 words should be your goal and half that number will produce a better poster – a poster is absolutely NOT a cut down pre-print paper. The minimum point size of text we suggest is 16 point. Use large, striking images, simple graphs, and very basic tables.

  • File upload:
    • You will upload your file in .ppt format by logging onto the Participant Zone by May 7th, 2023 where you will find the poster submission form.
    • You can change the submitted poster by May 7th, 2023 in the Participant Zone.
    • The files will be automatically sent to the organizing office for final verification.

 

 

Meet-the-Author Poster Sessions

  • Each one-hour poster session is organized in the form of "Meet the Author" and allows congress attendees to meet and talk with the poster authors. The location for this is Floor 1, Area 3 and there will be set times when a group of poster authors will attend for one hour.
  • The schedule of meetings with authors will be available in the App and on the congress website.
  • Conference participants will be encouraged to browse the programme even before congress and select posters they are interested in and save their reference numbers. This will make it possible to obtain information about the time of the meeting with the author of the posters. Alternatively, by browsing the monitor content, attendees will identify posters of particular interest.
  • The organizers will provide 1 copy in A3 format (colour) for each poster.
  • Poster authors should consider bringing their own printed hand-outs, but please keep to the A4 format.

 

 

Chairs

Keeping to time is not just advisable, it is essential in such a large and complex programme. We have allocated 5- to 10-minutes changeover time for almost all sessions. Chairs have been identified for each of the invited speaker sessions. For all other presentations, chairing will be arranged as follows:

  • Symposia/Panels/Demonstrations – the Convenor or one of the Co-Convenors who submitted the session will act as Chair and is responsible for keeping strictly to time. Should there be an overrun, the Chair for the following session should step in and close the previous session off. Be polite but very firm. The last speaker should be Chaired and timed by the first speaker in that session.
  • Oral papers and 7-minute Science – The presenter who is speaking last in the session is the designated Chair and takes responsibility for timekeeping. There is no need to introduce each speaker, just get the presentations started and stopped on time. The last speaker should be Chaired and timed by the first speaker in that session.
  • Meet the Author Posters Sessions – Student volunteers will be on hand to help with any issues.
  • Timing – smartphones should be used by Chairpersons to ensure timing accuracy and three large cards will be in each room for the Chair to use, marked, for example, ‘3-minutes to go’, ‘1-minute to go’ and ‘Finish’. Please leave these in the room for other Chairs to use.

 

 

Venue Guidelines

  • COVID – all local and venue regulations should always be followed
  • Social distancing – We ask you to respect people’s personal space. Where presentation rooms have sufficient seats, perhaps consider sitting with a spare seat between occupied ones.

 

 

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