esao 2024

Guidelines for Presentations

Guidelines for podium presenters

Please check the time and lecture room of your presentation in the daily programme and in the conference app as there might have been some last-minute changes (the detailed program will be available soon!)

All presentations must be prepared and delivered in English.

All presenters are asked to respect the duration of presentations as follows:
• 3 min (3 min talk, no discussion) for rapid fire poster presentations,
• 10 min. (7 min talk + 3 min discussion) for podium presentations,
• 20 min. (15 min talk + 5 min discussion) for keynotes,
• 40 min. (30 min talk + 10 min discussion) for plenary lectures.

The chairs are requested to stop the presentation after the allotted time has passed.

Slide format:
• MS PowerPoint (*.pptx), landscape format (all congress center PCs have Office 365)
• 16:9 HD presentations (1080p)
• films embedded videos in power point for optimal compatibility (do not forget to embed your fonts and to bring your video files separately, as back-up solution)

The use of personal laptops for presentation is not allowed.

• Central speakers’ upload center will be located in the Congress center and technicians will check the presentation with you and upload it to the correct meeting room. Please bring your presentation on USB and come to upload it ideally on the day before, or at least 2 hours before your session starts. No presentations should be uploaded directly in the meeting rooms.

• Please check the time and lecture room of your presentation in the ESAO 2024 final program, which you will receive at the registration desk at the conference, or in the online program.

• Make sure to be present in the meeting room at least 10 minutes prior to the start of your session and let the chairperson know you are there. Please make sure to stay in your session from the beginning on to ensure smooth changes between the individual presentations.

• There will be assisting staff in each lecture room if any problems occur. 

Guidelines for rapid fire poster and poster presenters

A large poster area is planned this year with special time slots dedicated exclusively to Poster presentations viewing. Networking and accompanying events will take place in the Poster area to allow maximum space for discussions there.

The poster sessions are scheduled as follows:
• Poster session 1 Monday, 9th September, 16:30 – 17:30
• Poster session 2 Tuesday, 10th September, 15:30 – 16:15

In addition, authors selected for rapid fire poster presentations have the opportunity to present their work in the Rapid Fire sessions on Monday, 9th September, 15.30-16.30 with a 3-minute pitch.  

• You have to bring your printed paper poster to the venue. The measurements should be approximately A0 Portrait (841 x 1189 mm). The poster should be easily readable from a distance of 2 meters.

• Each poster has a specific number, therefore please make sure to mount your poster on the poster board with the corresponding number. The posters overview will be available in the poster area. Onsite assistance will be available to help you to display your poster.

• Posters should be mounted on Sunday, September 8th, between 15:30 and 21:00 or on Monday, September 9th, 07:30 – 10:45.

• Posters should be removed on Wednesday, September 11th, after the morning coffee break or right after the closing of the congress (by 13:30). Remaining posters will be removed and disposed by the congress staff. 

Guidelines for chairs

The chair of a podium session holds a key position in making the programme run as smoothly as possible. These guidelines are to help you before, during and after the session you are chairing.

• Please arrive in the room of your session at least 10 minutes before it starts.

• 1 student assistant will be present in the room, preparing name signs, water etc. and making sure that all presentations of the sessions are uploaded.

• All presentations are uploaded via the central uploading centre.

• A technician will make sure in advance that all devices and audio equipment operate as planned. The technician can assist you in any technical question you may have.

• Please prepare some possible questions for the presenters in case no one from the audience will ask a question.

• Discussion: Take charge of the discussion period. Recognize questions from the audience and allow each person who would like to do so to participate in the discussion. Ask the participant to introduce herself/himself and to speak slowly into the microphone.

• Please remind the speakers of the time limit of their presentation (according to the final ESAO 2024 programme).

• Each podium presenter has been informed to prepare a presentation for maximum 10 minutes including Q&A. The perspective talks have been informed that their presentation should be planned for 20 minutes including Q&A.
A "buffer time" of 2 minutes has been considered between the individual talks.

• Please do not exceed the time assigned for the session. The programme is very tight, and it is important to avoid delays.

• You are kindly asked to switch between presentations by simply announcing the name of the next presenter and the title of the presentation.

• If a presentation cannot be given or if a presenter does not appear (no-show), please stick to the original programme and fill out the remaining time with questions or start a discussion.

© Copyright 2023. All Rights Reserved.