Information for Presenters

Please contact the organising office at esbra2011@medacad.org in case you have submitted an abstract for the ESBRA conference and have not yet received an information email including details like the type (poster / oral), date and format of your presentation.

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 Sunday, September 4 (14.00 hrs) to Wednesday, September 7 (10.45 hrs).

Poster mounting will be possible on: Sunday, September 4 from 12.00 onwards.

Removal will be possible on: Wednesday, September 7 from 10.45 hrs - 13.15 hrs.
Please note that posters not removed until then, will be taken down by the staff of the conference centre and will not be stored or sent to the authors after the meeting.

Poster Board Number

Poster authors should have received their poster board number by email. In case you have not yet received any information on your presentation please contact the organising office at: esbra2011@medacad.org

You will also find your poster board number on in the final abstract book 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 on:

Monday, September 5, 15:00 – 16:00 hrs
for posters with poster board numbers from P001 – P048 (this refers to your final poster board number - not the abstract control number!)

or

Tuesday, September 6, 14:00 – 15:00 hrs
for posters with poster board numbers from P049 – P080 (this refers to your final poster board number - not the abstract control number!)

Format

The usable surface on the poster board will be 90 cm width x 130 cm height (approx. 35 x 51 inches). Only adhesive tape can be used to mount posters. Material will be available onsite.

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.

You have received your allocated speaking time in an information email – please contact esbra2011@medacad.org in case you did not receive this email.

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.

Uploading of your presentation

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 directly in the lecture halls.

A Preview Centre will be available for all speakers to add final amendments and corrections. The data then needs to be uploaded in the respective lecture hall latest in the break before the session in which it is allocated.

Speakers holding more than one oral presentation during the congress may upload all presentations at the same time only if all are presented in the same room. If the presentations are allocated to different rooms the speaker needs to upload the presentations separately in the respective rooms.

All PowerPoint presentations should be handed in at least in the last break before the session starts but can of course be uploaded in any break prior to the session.

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 possible movie files!!! – have to be on the data media.

Projection and Technical Setting

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

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“).

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.

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.

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

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 uploading of the presentations and in consequence for 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.