Guidelines /  Instructions

Speakers guidelinesePosters/eCasesTraditional PostersQuick Fire SessionOral Abstract PresentationsOral Focus SessionsOral Presentations (90 min lecture sessions)

Speakers guidelines


Prior to the Conference:

You are requested to bring your presentation in Microsoft PowerPoint® exclusively. PowerPoint® version used in room will be PowerPoint® 2016, PC version. As a general rule, it is better to use pptx format (compatible PowerPoint® 2007/2010/2013/2016) to save your presentation.

Please also use the slide template as a basis for your presentation.


Presentation creation:

  •  Your presentation should stay in landscape orientation on 16:9 ratio. 4:3 presentations will not be displayed correctly with black bands.
  •  Try to avoid use of non-standard Windows fonts or language specific fonts
  •  Limit the size of picture, video and audio files to 1 Gb
  •  Save the picture, video and audio files used in your PowerPoint® presentation separately and bring these with you to the Speaker Service Center. In case of problems we can re-insert the original items.
  •  Please pay attention if your video comes from a medical equipment, check that it does not require a proprietary software for its proofreading.
  •  Please pay attention to remove any patient name. Any presentation with a patient name will be removed from the congress resources.
  •  In a general manner, be careful to respect author’s right and person’s anonymity on your photos or videos.

Acceptable storage devices:

  • USB memory stick
  • USB portable hard drive

Compatibility with Apple / MAC:

On Mac OSX, please use PowerPoint® 2011/2016 and save your presentation as “.PPTX”. It will guarantee a better compatibility with the system.

Your PowerPoint® version MAC should respect the following conditions:

  • Pictures should be in jpeg, png and not pict.
  • Fonts used should not be specific to MAC OSX. Please use Windows fonts (Arial, Calibri, Times New Roman, Symbol…).
  • For video formats, it is better to use AVI, Wmv than the native Mac format Mov (QuickTime).
  • Do not copy and paste the images from another application, please use the “insert image or video from a file” functionality from PowerPoint® (format JPG or PNG).
  •  Check your presentation on a Windows-operated computer.

Online upload:

  • You will have the possibility to upload your presentation directly online: you will receive an email two weeks before the congress that will explain the process to follow how to connect to the upload platform. You would be able to upload it until midnight the day before the talk. In order to give access of your presentation to the congress participants, make sure to upload your presentation by Wednesday January 24th.
  • Please come and check your presentation at the Speaker Service Centre to test your presentation in real conditions

The day of your presentation:

At the Speaker Service Centre:

The Speaker Service Center is located on level 1.

The opening hours are:

  • Tuesday, 30 January 15:00 – 19:00
  • Wednesday, 31st January 07:30 – 19:00
  • Thursday, 1st January 07:30 – 19:00
  • Friday, 2nd January 07:30 – 19:00
  • Saturday, 3rd January 07:30 – 17:00

All speakers giving a presentation are requested to validate their presentation (PowerPoint®, videos, audio) in the Speaker Service Center a minimum of 2 hours before the session starts or the day before for early morning sessions. Presentations received after this deadline cannot be guaranteed optimal audio-visual support.

  • A picture of the speaker is also made at the welcome desk.
  • A technical and professional team will be on site to assist you for any question or needs you may have.

In the session room:

Each session will be facilitated by chair(s) who are responsible for keeping time. As a speaker, please plan to arrive in the session room 5 minutes prior to the session start time and introduce yourself to the chair(s). At the time of your presentation, a computer at the lectern will be ready to use:

  • At the lectern, if a black screen is appearing, just click on “ESC” or “Echap” key and you will find the main screen.
  • Adjust the microphones if needed, but please do not touch it during your presentation.
  • You just need to click on your name to launch your presentation before starting to talk. The computer mouse will be used as a pointer.
  • When your talk is over, just click on “ESC” or “Echap” key to go back to the program session screen.

The chairs will also indicate to the speaker when to start the lecture. Duration of talks and presentations are clarified in your notification but may be adjusted by the chairs of the respective session.

All speakers are required to state potential conflicts of interests. All speakers will ensure balance, independence, objectivity and scientific rigor in their role in the presentation of their session. They verbally have to disclose this information to the audience at the beginning of the presentation and include it on the 2nd slide of the presentation. Generic names should be used rather than trade names, on all presentations.

Restrictions

  • Personal Laptop Computers cannot be connected to the projectors in Lecture Rooms.
  • A presentation cannot be loaded directly on the computer in the lecture room.

Submission platform guidelines

We look forward to welcoming you in Barcelona in January. Please find all information below related to preparation of your ePoster/eCase.

Important reminder:

Submitting ePoster/eCase online is the only way. This must be done before:

Wednesday 24th January 2018

During the congress, your ePoster/eCase will be available in the Poster area on the main conference floor on 4 dedicated touch screens (55” wide – around 140 cm).

ePoster/eCase online submission platform:

  • An email will be sent the week of 15 January on how to connect to the platform.
  • On the platform, please submit your PDF file following the on-screen instructions.
  • Congress participants will be able to zoom on some areas of your poster/case, please define them by now.
  • Then you can validate your poster/case.

A technical support service will be pleased to provide any additional information you may require (“Support” button in the screen’s top right corner).

Technical advice – ePoster/eCase formatting:

In order to exhibit your poster/case in excellent conditions, we ask you carefully consider our recommendations below:

  • PDF file exclusively, 1 single page maximum.
  • 16:9 format, landscape orientation.

If you have prepared your presentation from PowerPoint file (.ppt, .pptx), you can easily convert it by clicking on: File > Save as …. Then selecting PDF in drop-down list “type”. This can be done with PowerPoint 2010/2016.

If your Microsoft Office’s version is older, please convert your file by using a tool like PDFCreator http://www.pdfforge.org/pdfcreator

The following web browsers can be used with submission interface:

  • Google Chrome
  • Mozilla Firefox
  •  Internet Explorer 10 and later versions
  • Safari 9

After the congress, if your ePoster/eCase has been selected for a moderated session, he will be available on ESC website with all the other congress resources.

GENERAL INFORMATION FOR THE POSTER PRESENTATION

a) Poster boards will be located in the Exhibition Area (Ground floor)

b) The maximum size of the poster must be 90 cm wide and 120 high portrait and must include the title, authors, affiliations and contact address and email.

c) The official language of the conference is English.

d) We recommend that you use font size 24.

e) Please take into account that presenting an abstract as a poster doesn’t include a discussion afterwards.

f) Each poster will be displayed during 1 day (Friday 2 or Saturday 3)

g) Authors are responsible to put and dismantling their posters. The congress is not responsible for any damage or loss of the posters.

h) Posters should be installed depending on your session:

Poster sessions 1 & 2:

Set-up:   Thu. 1 from 15.00 h

Remove:   Fri. 2 at  20.00 h

Poster session 3: 

Set-up:   Sat. 3 at 08.00 h

Remove: Sat. 3 from 16.30 h


Check your Acceptance Letter sent by e-mail to confirm your Poster Number and Session assigned.

Poster Session 1

Friday, 2-Jan (10:15-11:00 AM)
– 
Posters: P001 – P086 
– 
Quick Fire (Session 1) Posters: QF1-01 – QF1-12
– Tech Track Posters: TT01 – TT04
– Workshop Posters: WP01 – WP07

Poster Session 2

Friday, 2-Jan (3:45-4:30 PM)
– Posters: P087-P177

– Quick Fire (Session 2) Posters: QF2-01 – QF2-12

– Case Posters: CP01-CP25

Poster Session 3

Saturday, 3-Feb (10:15-11:00 AM)
– Posters: P178 – P378
– Quick Fire (Session 3) Posters: QF3-01 – QF3-12

 

Congratulations on the acceptance of your abstract for an Oral Presentation during the new Quick Fire Sessions. For your presentation, you will need to provide TWO presentations: one oral presentation during the Quick Fire Session and one poster presentation of the same abstract during the regular Poster Sessions immediately after.

The Quick Fire Sessions were designed to allow attendees to rapidly overview a significant number of abstracts in a concentrated fashion. The first four presenters will walk up to the stage.  Authors will then present their abstracts in 2.5-minute talks, highlighting only the more objective details. There will be 30 seconds for switching presenters.  After the group of 4 is finished, there will be 3 minutes, at which time they will sit down in the audience and the next group of four will come to the stage. Then the next set of 4 speakers will go. Immediately after the entire session, questions and more in-depth discussions will take place directly with the presenters as they stand by their posters.

Quick-Fire Abstracts – Oral Presentation Part (Lecture Session, 90 minutes)

Each 45-minute Session will accommodate 12 oral presentations. Each presenter will be given 2.5 minutes to present his or her lecture. The moderators will announce the title and first author of the presentation and the presenter should come to the podium and start immediately.  At 2 minutes, an audible sign will beep to inform that the presenter has 30 seconds left after which a full stop notification will occur. Presentations will be grouped in 3 blocks and four presenters will be at the podium for each group for a quick change of presenters after each talk. After all 4 presentations have been made, a new block of 4 will be called to the podium. No questions will be answered following each presentation, with all discussions taking place during the following Poster Session.

For this oral presentation, it is fundamental that the presenters keep within the allotted 2.5-minute slot for the talk. You should present only the essence of your work with highlights to the more important features of the methods and results. A maximum of four slides (including the title slide) should be used. A conflict-of-interest slide should not be presented as this information should be contained in the accompanying poster. A full description of the details of your abstract should be included in the poster presentation when interested colleagues will be able to discuss them directly with you.

Because of the strict timing nature of this presentation, it is essential that presenters practice their talks thoroughly in order to ensure that you don’t run over time.

Some important points on your slides/presentation:

  1. If you find it helps, rehearse your presentation to a smaller group in your institution to improve your performance.
  2. Perform your talk with flow but avoid giving the entire talk memorized as it may sound monotonous and dull. Speak clearly and concisely and be coherent without rambling. Do not read directly from the slides at all times. Be enthusiastic!
  3. Deliver a clear and substantive underlying take-home message from your work.
  4. Arrive early and check your room previous to your presentation so you know your surroundings in advance.
  5. Common mistakes in preparing the slides involve too much information in the same page (various fonts, too many colors, whole sentences and tiny letters on tables). Always simplify your slides keeping the useful tip of 5 to 7 lines per slide maximum (usually one or two lines will do). A sans serif font (Helvetica, Arial or Verdana) is usually better than a serif font (like Times). Font sizes > 20 are usually necessary for clarity.
  6. Graphs are usually preferred over tables or words for statistical data in presentations, especially in this very short presentation.

Quick-Fire Abstracts – Poster Presentation Part

Besides the oral presentation with slides during the Power Pitch Session, you will also have to prepare a second presentation for the Poster Sessions for the same abstract. The contents of both presentations do not have to be the same, as during the poster presentation much more content and detail can be explored. Your poster session should take place immediately after your Power Pitch Session so that interested people in the audience can have opportunity to discuss the results you presented orally in more depth during the 1-hour session. During this session you are requested to stay at your designated poster area for these discussions but a formal presentation is not necessary.

Times – measurements – mounting

In order to provide an interactive participation, some details are important to remember when preparing your poster:

  1. The maximum size of the poster must be 90 cm wide and 120 high portrait.
  1. Provide the full title of your abstract (at least 2 inches/5 cm high – it might be the only thing an attendee will read at first) as well as a list of all authors and affiliations. Use this information as a headline for your work.
  1. Text should include the elements used during your submission (Background, Hypothesis, Results and Conclusions) in an expanded form and in more depth.
  1. Provide a clear take-home message which highlights the main findings of your poster and identify that message in the poster in warm color. That point should be read at eye level.
  1. Your poster should be readable at a distance of 5 feet / 1.5 meters – for that a suggested font size no smaller than 24 should be used in bold style. Use color wisely to provide contrast for each section of your poster. Try to avoid big tables as they generally are hard to read from a distance and present as much data in graphs as possible. Make the flow of your poster logical. Try to keep a limit of 300-800 words.
  1. Include a sentence of potential conflicts-of-interest in the poster.
  1. Remember that hundreds of posters and presentations will be available to attendees. Highlight in your poster what is the question asked and how you answered it so you can attract people passing by.

For more information on rules for a good poster, please check Erren TC et al. PLoS Comput Biol 2007;3:e102. http://www.ncbi.nlm.nih.gov/pmc/articles/PMC1876493/pdf/pcbi.0030102.pdf

Oral Presentation: Room 4 (Focus Room)
Poster sessions information:
  • Quick Fire Session 1: Basic – Will present their posters in Poster Group 1 (Feb 2, 10:15 am)
  • Quick Fire Session 2: Translational – Will present their posters in Poster Group 2 (Feb 2, 3:45 pm)
  • Quick Fire Session 3: Clinical – Will present their posters in Poster Group 3 (Feb 3, 10:15 am)

Congratulations on the acceptance of your abstract for an Oral Presentation during this year’s Scientific Sessions. Your participation is key to the success of this meeting and we hope that the audience can learn as much as possible from your scientific work and, at the same time, provide suggestions for future improvements and ask questions. During oral presentations the audience is usually very attentive and focused on the presenter. Please remember these important details:

  1. Each oral presentation will be allotted nine (9) minutes for your talk plus three (3) minutes for discussion and questions from the audience. This time limit will be strictly enforced by the moderators. Sometimes years of research have to be summarized in these nine minutes and we acknowledge it is not easy so organization and preparation is key.
  2. For effective coverage of the contents of your abstract, we suggest that you focus on the methods and results of your work, leaving background and discussion with limited slides and no more than 1 minute for each. A conflict of interest slide should follow the title/authors first slide and acknowledgments left as the last slide. Remember that audience members are interested in how you did your work and what you achieved as result of that – therefore it is critical to spend time on new evidence.
  3. A usual sequence of slides may include title, conflict-of-interest, introduction, methods, results, conclusions, future work and acknowledgements.
  4. A good rule-of-thumb is to keep the number of slides limited to close to 9 slides (approximately 1 slide per minute of presentation).
  5. As the time is relatively short, practice your presentation in advance in order to keep your time within the allotted period and avoid premature termination of your talk or not enough time for discussion. If you find it helps, rehearse your presentation to a smaller group at your institution to improve your performance and receive insights into potential questions (so you can prepare backup slides for instance).
  6. Perform your talk with flow but avoid giving the entire talk memorized as it may sound monotonous and dull. Speak clearly and concisely and be coherent without rambling. Do not read directly from the slides at all times. Be enthusiastic. Deliver a clear and substantive underlying take-home message from your work.
  7. Look at the title of your Session and the other presentations that precede and follow yours so you understand the context in which you are presenting. Arrive early and check your room previous to your presentation so you know your surroundings in advance.
  8. Answer questions in a specific and accurate way, and repeat the question if other audience members do not hear the original questions.
  1. Common mistakes in preparing the slides involve too much information in the same page (various fonts, too many colors, whole sentences and tiny letters on tables). Always simplify your slides keeping the useful tip of 5 to 7 lines per slide maximum (usually one or two lines will do). Font sizes > 20 are usually better for clarity.
  2. Graphs are usually preferred over tables or words for statistical data in presentations.

Find more information for good oral presentations at Bourne PE. PLoS Comput Biol 2007;3:e77. http://journals.plos.org/ploscompbiol/article/asset?id=10.1371%2Fjournal.pcbi.0030077.PDF

Good luck!

Congratulations on the acceptance of your abstract for an Oral Presentation during this year’s Scientific Sessions. Your participation is key to the success of this meeting and we hope that the audience can learn as much as possible from your scientific work and, at the same time, provide suggestions for future improvements and ask questions. During oral presentations the audience is usually very attentive and focused on the presenter. Please remember these important details:

  1. Each oral presentation will be allotted seven (7) minutes for your talk plus three (3) minutes for discussion and questions from the audience. This time limit will be strictly enforced by the moderators. Sometimes years of research have to be summarized in these seven minutes and we acknowledge it is not easy so organization and preparation is key.
  2. For effective coverage of the contents of your abstract, we suggest that you focus on the methods and results of your work, leaving background and discussion with limited slides and no more than 1 minute for each. A conflict of interest slide should follow the title/authors first slide and acknowledgments left as the last slide. Remember that audience members are interested in how you did your work and what you achieved as result of that – therefore it is critical to spend time on new evidence.
  3. A usual sequence of slides may include title, conflict-of-interest, introduction, methods, results, conclusions, future work and acknowledgements.
  4. A good rule-of-thumb is to keep the number of slides limited to close to 7 slides (approximately 1 slide per minute of presentation).
  5. As the time is relatively short, practice your presentation in advance in order to keep your time within the allotted period and avoid premature termination of your talk or not enough time for discussion. If you find it helps, rehearse your presentation to a smaller group at your institution to improve your performance and receive insights into potential questions (so you can prepare backup slides for instance).
  6. Perform your talk with flow but avoid giving the entire talk memorized as it may sound monotonous and dull. Speak clearly and concisely and be coherent without rambling. Do not read directly from the slides at all times. Be enthusiastic. Deliver a clear and substantive underlying take-home message from your work.
  7. Look at the title of your Session and the other presentations that precede and follow yours so you understand the context in which you are presenting. Arrive early and check your room previous to your presentation so you know your surroundings in advance.
  8. Answer questions in a specific and accurate way, and repeat the question if other audience members do not hear the original question.
  1. Common mistakes in preparing the slides involve too much information in the same page (various fonts, too many colors, whole sentences and tiny letters on tables). Always simplify your slides keeping the useful tip of 5 to 7 lines per slide maximum (usually one or two lines will do). Font sizes > 20 are usually better for clarity.
  2. Graphs are usually preferred over tables or words for statistical data in presentations.

Find more information for good oral presentations at Bourne PE. PLoS Comput Biol 2007;3:e77. http://journals.plos.org/ploscompbiol/article/asset?id=10.1371%2Fjournal.pcbi.0030077.PDF

Good luck!

Each 90-minute Session will accommodate 5 oral presentations. Each presenter will be given 15 minutes to present his or her lecture. The moderators will announce the title and first author of the presentation and the presenter should come to the podium and start immediately. There will be no questions after each presentation. Rather, there will a 10-15 minute time period for discussion and questions at the end of the session lead by the moderator.