Instructions for presenters

Guidelines for in-person talks

Symposia/sessions with 3 presenters are 1 hour; with 4 presenters are 1hr 15 minutes; with 5 presenters are 1hr 30 minutes. This means that each presenter has 17 minutes. This time includes Q&A.

  • Before the session, please consult the conference program to ensure you know which session(s) you are in, who is chairing the session(s), and what time and room you have been assigned.
  • Arrive at the room of the session at least 10 minutes prior to the start.
  • Please ensure you bring a copy of your presentation slides on a USB, and that you upload your presentation onto the computer prior to the start of the session. Symposium chairs may ask you to send them your slides in advance of the conference.
  • Please check that your slides are working. The preferred format for all presentations is PowerPoint (ppt).
  • A microphone will be provided– this could be at a podium or wearable mic. Check that the microphone is working, and immediately notify a member of the Conference Committee if it is not.
  • Talk length: we recommend that talks are limited to 12 minutes to leave approx. 5 minutes for questions. Please make sure you stick to this time limit out of courtesy to others.

 Guidelines for virtual sessions

  • The platform that will be used for all presentations is MS Teams.
  • Sessions with 3 presenters are 1 hour; with 4 presenters are 1hr 15 minutes; with 5 presenters are 1hr 30 minutes. This means that each presenter has 17 minutes. This time includes Q&A.
  • The preferred format for your presentation is PowerPoint (ppt).
  • Please enter the link to your session 5 minutes prior to the start of your own session to meet up with the person who is chairing your session. 

Guidelines for posters

  • The poster should be formatted as portrait. Given the size of our poster boards, an A0 portrait would fit best (Height ~46”/119cm Width ~33”/84cm).
  • Posters describe and visualize the key ideas, research questions, findings, and conclusion of your project, using a mixture of brief text, pictures, tables, graphs, and/or other presentation formats.
  • Posters are easiest to digest if the most important points stand out. Here are some helpful techniques:
    • Avoid jargon, abbreviations, and unnecessary details. In general, use as few words as possible.
    • Self-explanatory graphics should dominate the poster. People’s eyes should be drawn to the pictures.
    • Use clear headings, visual blocks, arrows, and other devices so that people looking at the poster can easily and quickly read the poster without support.
    • Everything on the poster should be readable from a distance of about 2 meters.
    • If available, provide a link or QR code to primary sources or documents for further details.
  • It is important to format posters in an attractive way. It is advisable to use:
    • background/font color combinations that are easy to read (e.g., very strong contrast)
    • consistent fonts throughout.
    • block format with lines of text that are consistent across the poster.
  • Add the title as well as your name and affiliation, and those of any co-authors, clearly at the top of your poster.
  • The poster will be hung on panels in a dedicated area for all poster presenters. The necessary materials to hang the posters (tapes and scissors) will be available, so you do not need to bring any additional materials.
  • There are two poster sessions (see list). Please hang your poster on one of the panels on the day of your session well before the session starts (start is at lunch time on day 2 or 3) and remove it after the poster session, at the latest by the end of the last session of the day.