Instructions for Speakers
Opening hours of the Speakers’ Ready Room
Speakers’ Ready Room is located on the third floor, room East, next to the meeting room Fleming.
|Thursday, May 17, 2018||08:00–19:00|
|Friday, May 18, 2018||07:30–18:00|
|Saturday, May 19, 2018||08:00–12:00|
How to submit a presentation at the congress
Please come to the Speaker’s Ready Room at least 1.5 hours before the beginning of your session. In case your speech has been scheduled for morning session please come to the Speakers’ Ready Room one day before the day of your presentation.
Technical specialists will help you to upload all files so everything is ready before each session. When the presentation is to be given, the file will be loaded in the meeting room.
In order to avoid any problems with your presentation, please make sure whether it meets the necessary needs and read carefully the instructions below.
How to prepare a presentation
Use the Microsoft PowerPoint 2003 or higher (*.ppt) or (*.pptx) to guarantee they will work properly on an on-site PC.
Prepare presentation in 16:9 format. We recommend you to save your PowerPoint presentation using PPT or PPTX format instead of PPS.
If you have pictures in the presentation, please insert them in the presentation file, do not use links.
Please keep on mind that organizer cannot guarantee the quality of Macintosh-based presentations; so check in advance (3 hours before your session starts) their Windows compatibility.
Note that the presentation system used during the congress also supports the PDF presentations.
Only fonts included in the basic installation of MS-Windows are available (English version of Windows). Use of other fonts not included in Windows can cause the wrong layout/style of the presentation. Suggested fonts are: Arial, Times New Roman, Tahoma, and Calibri. If you insist on using different fonts, these must be embedded into the presentation by choosing the right option when saving the presentation, see details below:
- Click on “File”, then “Save As”
- Check the “Tools” menu and select “Embed True Type Fonts”
When you using Prezzi for your presentation please ensure you download the files as internet connection is not included.
Please make event organiser aware of any specific software you require for your presentation, so that we can resolve any issues asap.
How to save a presentation
Save your presentation in one of the following disc or medium:
- USB flash drive
- External hard or solid state drive
- CD-ROM and DVD ROM
Save all files associated with the presentation (PowerPoint file, movie/video files, etc.) to one folder/location. In case you are presenting more than one presentation during the congress, save different presentations to different folders and name them clearly to avoid on-site misunderstandings and problems. Always make a backup copy of your presentation and save it on a different portable disc or medium than the original presentation.
Guidelines for ORAL PRESENTATION sessions
Oral presentation duration is 6 minutes followed by 2 minutes discussion.
Discussion could be after each presentation or at the end of the session, this depends on chairperson decision.
Detailed programme of Oral presentation sessions is available here.
When the session is over, your presentation will be deleted from all computers, no copies or backups will be made. Your own computer for the presentation will be accepted only in urgent cases, if you use McIntosh, please come to meeting room 3 hours before your presentation.
All speakers are requested to keep the time of their presentation.
Standard equipment of the meeting room
See below the list of standard equipment of the room.
- Data video projector
- Sound system
- Remote control with laser pointer