All presentations must be prepared and delivered in English.
All presenters are asked to respect the duration of their presentations:
- 12 minutes (including discussion) for Free paper session presentations (if not informed otherwise)
- 20-25 minutes for Key session presentations (if not informed otherwise)
Presentations upload:
- All presentations (ppt, pptx or pdf formats) must be uploaded through the Conftool conference platform prior to the conference, at the latest by Friday 19th September 2025.
- In order to upload your presentation through Conftool:
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- please log in to your account here, and go to “Your submissions”. (This option is available for all contributions accepted as oral presentations.)
- Select the option “Final upload” and upload your presentation. The possible formats are ppt, pptx or pdf.
- Please inform us if any problems occur during the process. If the presentation is not uploaded before the conference in due time, the presenter will not be allowed to speak.
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Technical requirements:
Slide format:
- MS PowerPoint, landscape format
- 16:9 HD presentations, 1080p
- Films embedded videos in power point for optimal compatibility (do not forget to embeb your fonts and to bring your video files separately, as a back up solution)
- The use of personal laptops for presentation is not allowed.
- Mandatory COI disclosure:
All oral presenters should include a COI slide (to be downloaded here) as the first or the second slide in their presentation.
We also need the presenters to send us their signed COI disclosure form (to be downloaded here). The presenters will not be allowed to present if this disclosure is not made
The poster presentations are scheduled as follows:
- Poster session A Wednesday, 24th September
- Poster session B Thursday, 25thSeptember
Presenters are kindly asked to be present by their posters during the indicated session time to present their posters and answer any questions coming from the conference delegates or poster evaluators from the EPUAP Scientific committee. We advise the presenters to be next to their posters also during the Poster sessions and coffee or lunch breaks happening the other days if they are available, as some of the delegates will be visiting the poster exhibition also in other moments and might have questions or points for discussion.
Poster size and set up:
- You have to bring your printed paper poster to the venue.
- The measurements should be approximately A0 Portrait (841mm width x 1188mm height). The poster should be easily readable from a distance of 2 meters. The poster boards at the conference venue are 1m large and 2m high.
- All posters should include title, name of authors, institution, city and country.
- Use of brand names: Research must be promoted and not a brand or product. Printed posters must be free of commercial logos and product names.
- The language of the poster should be English.
- 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.
- The poster area is located in the Exhibition hall.
- Velcro tape will be provided by the organizers.
- Posters should be mounted during the pre-registration on Tuesday, September 23, between 15:00 and 18:00 or on Wednesday, September 24, 07:30 – 09:00.
- Posters should be removed on Friday September 26 right after the closing of the conference (by 14:00). Please note that all posters not dismantled till 14:00 on September 26th, will be removed and disposed by the congress staff.
The chairs of the sessions hold 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. The EPUAP Scientific committee Chairs will organize a meeting with all confirmed session chairs 1 week prior to the conference in order to give guidelines to session chairs.
- Please arrive in the room of your session at least 10 minutes before it starts, get to know the speakers and discuss briefly the session outline with them in order to make them feel comfortable, spot language barrier issues and early career speakers who might need support.
- Session chairs must stay in the meeting room for the whole session with not exceptions.
- 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.
- Technicians will make sure in advance that all devices and audio equipment operate as planned.
- 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.
- Session chair should spot and comment points that are not in line with the society’s rules and guidelines and identify this issue (ex. clear promotion of a brand or product in a scientific session).
- Please do not exceed the time assigned for the session. The programme is very tight, and it is important to avoid delays. Please remind the speaker if he is exceeding his presentation time slot.
- 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.