Instructions for Oral Presentations

1. How to submit presentation at the Conference

Please submit all digital files needed for your presentation in the Speakers’ Ready Room. Technical specialists will help speakers 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.

Please come to the Speakers’ Ready Room at least 3 hours before the beginning of your session. In case your speech has been scheduled for morning session come to the Speakers’ Ready Room the day before your presentation. Speakers’ Ready Room is located in the Quadrant. 

1.1.  Speakers’ Ready Room Opening hours

 

Sunday, June 19, 2016 

16:00-19:00

Monday, June 20, 2016 

07:30-18:00

Tuesday, June 21, 2016

07:30-18:00

Thursday, June 23, 2016

07:30-18:00

Friday, June 24, 2016

07:30-15:30

In order to avoid any problems with your presentation, please make sure whether it meets the necessary needs and read carefully the instructions below.

2. How to prepare presentation 

2.1. PowerPoint Instructions


Use the Microsoft PowerPoint 97–2007, 2010* or 2013* (*.ppt) or (*pptx) to guarantee they will work properly on an on-site PC.

Prepare presentation in 16:9 format (screen are in format 16:9). We recommend you to save your PowerPoint presentation using PPT(X) format instead of PPS. 

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 the Presentation System used during the Conference also supports the PDF presentations.

2.2. Pictures/Videos

JPG images are the preferred file format for inserted images. GIF, PNG or BMP formats will be accepted as well. Images inserted into PowerPoint are embedded into the presentations. Images that are created at a dpi setting higher than 300 dpi are not necessary and will only increase the file size of the presentation. Try to avoid overloading the presentation with unnecessary images. In case of any videos in the presentation - test your presentation with the on-site PC several hours before the presentation. Generally WMV and AVI format should work with no difficulties. 

2.3. Fonts

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“

3. How to save and submit presentation

3.1. How to save presentation

Save your presentation in one of the following disc or medium:

• CD-ROM (CD-R/RW) , DVD-ROM (DVD±R/RW)
• USB flash drive
• External hard or solid state drive
• Virtual cloud (One drive, Dropbox, Google drive…)

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 Conference, 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. DVD-RAM and Blu-ray Disc will not be available.

4. Other information

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 Speakers’ Ready Room 3 hours before your presentation.

All speakers are requested to keep the time of their presentation.

5. Standard equipment of the session rooms

See below the list of standard equipment of the rooms.

• Data video projector
• Screen
• Laptop
• Sound system
• Microphones
• Remote control with laser pointer

Guidelines related to the scientific programme

Guidelines are available here to download.