Information for Presenters

Poster Presentations

Important

• If you are not able to present your poster for any reason, you are kindly requested to contact the organising office immediately and to notify them of any change of presenter or withdrawal. Your help in saving costs substantially by avoiding empty poster boards is highly appreciated.

Schedule for display, mounting and removal

• Posters will be on display from Thursday, September 1, (8.30 hrs) to Friday, September 2, (18.00 hrs).
  
  

• Poster mounting will be possible on: Thursday, September 1, from 08.00 - 12.00 hrs.
  
  

• Removal will be possible on: Friday, September 2, 2011, from 15.40 hrs - 18.00 hrs.
  Please note that posters not removed until then, will be taken down by the staff of the conference center and will not be stored or sent to the authors after the meeting.
  
  

• You will find your poster board number on the website about 2-3 weeks before the meeting and in the final programme, that you will receive at the registration desk.

Presence at Posters

In order to enable discussion and interaction with other participants, the presence at your poster board of you or one of your group will be mandatory between:

• 12.20 and 14.00 hrs on Thursday, September 1

Format

• The usable surface on the poster board will be 90 cm width x 150 cm height (approx. 35 x 59 inches).
  
  

• Adhesive material to fix the poster will be made available.
   

General Information

• Adding your passport photograph may facilitate contacts during the congress.
  
  

• The lettering of the poster heading should be at least 2.5 cm high. Detailed information should be provided in a smaller type, but remember that your text must be easily readable from distances of at least 1 meter.
  
  

• As you know, an effective poster should in fact be self-explanatory.

Oral Presentations

Important

• If you are not able to present your talk for any reason, you are kindly requested to contact the organising office immediately and to notify them of any change of presenter or withdrawal.

Speaking Time

The chairpersons of your session will be strict in allowing no more than the time allotted to your paper. Remember to allow some time for the changeover of speakers and chairperson's introduction, and for questions and discussion.

• For 10 minutes slots (in Free Papers Sessions) a maximum of 8 minutes speaking time.

Please rehearse your talk to make sure it will fit comfortably into the available time.  Please note that, as a rule, presenters can show a (final) slide with all acknowledgements, however, in view of the short time available, names cannot be read to the audience.
Make yourself known to the chairpersons and/or the room assistant in your session room before the beginning of the session.

Projection and Technical Setting

PowerPoint is the only communication tool available in all session halls. Overhead projection, slide projection or flipcharts is not available.

1. Speakers are kindly asked to observe that only computers provided by the congress may be used for showing your presentations. All PowerPoint presentations must be handed in at the preview centre.

2. All presentations are loaded into a PowerPoint handling system that will store and distribute your presentation to the session hall in time for your session.

3. All PowerPoint presentations should be handed in at least 2 hours before the session starts.

4. Please check your presentation carefully on the preview room computer assigned by the staff before the final sign off.

5. The professional staff of the preview centre will load your presentation into the system so that it will be available on the computer in your session hall when you come to speak.

6. If you are doing more than one speech during the congress, you may upload all your presentations at the same time and they will be sent to their corresponding session halls at the time of your sessions.

7. The PowerPoint handling and distribution system is optimized for MS PowerPoint 2007 (Office 2007) and “*.pdf” (Adobe Acrobat)-files. The uploading of “DVD-Movies” is not supported.

8. The supported data media are: CD, DVD (as Data-storage-medium) and USB-Memory Key. You may want to carry a second key/CD as a back-up in case there is any insoluble technical problem.
All needed files - also the movie files!!! – have to be on the data media.
Presentations can also be taken off speakers notebooks at the Preview centre.

9. The fonts that are used in the presentations should be „Latin-based fonts“. If the speaker needs special fonts, they should be stored as „embedded fonts“ with the presentation (File -> save as „name of presentation“ and under „tools“ ->save options mark the checkbox „embed True type fonts“ and select „embed all characters“).

10. When using mathematical symbols please use these which are available under Latin fonts (unicode or DOS: Western Europe). These can be shown without any problems in Office 2007.

11. As format for embedded movies “MPEG2 – movies” are preferred (but can also be *.avi, *.wmv ). If Codecs are used, the Code package DIVx in the current version, which can be found under www.divx.com, should be chosen.

12. Presentations should be saved as „*.ppt“, “*.pptx” ( = PowerPoint) or „*.pps“,*.ppsx“ (=PowerPoint Slideshow) – file and movies as separate files on the data media.

13. The computers and projectors will be set up and optimised for 1024 x 768 resolution (ratio 4 : 3).

These guidelines should be seen as a matter of improving the effectiveness of the Preview System and in consequence also the speakers comfort.

General hints and tips

Like all of us, you will have sat through many conference talks, some good and some bad. We have all been to talks which failed to communicate their message because the speaker spoke impossibly fast, perhaps in a very indistinct way, or flashed through large numbers of slides so crammed with detail that nobody could follow them. So please:

• Remember that the vast majority of the audience are not native English speakers - speak clearly (whether or not English is your native tongue) and not too fast
  
  

• Plan an average of no more than 1 slide per minute, in most cases
  
  

• Keep your Powerpoints simple. In text slides, use no more than seven lines per slide, with ample space between the lines, and no more than seven words per line in suitably large lettering
  
  

• Leave sufficient space between the text and the edge of the slide/screen. Some data projectors may not display the very border of the slide/presentation.