Guidelines for oral presenters

1. Introduction

Thank you for agreeing to participate as a presenter at ETC11.

For the success of your oral presentation we kindly ask you to read carefully and follow the instructions and suggestions below.

2. Session information

For the day, time and session of your presentation, you must check the ETC11 Programme.

3. Presentation

The allocated time for presentation is the maximum of 15 min plus 5 min for discussion. At every 20 min a new presentation must start simultaneously in the 4 parallel sessions of the conference.

In order to keep the session in time and to allow questions from the audience, keeping your presentation within the allocated time is compulsory. Session chairs are requested to cut short any presentations which over run the allotted time.

Your presentation is required 12 to 24 hours in advance of the session in order to make the necessary arrangements for downloading your file on to the computer in the conference room.

All presenters must also carry a copy of their presentation to the session on a CD or USB memory stick as a backup. Please note that once you downloaded it, you will not be able to make any changes to your presentation, nor use your own laptop for your presentation.

4. Short CV

You are requested to provide a short biography (maximum 100 words) that must be handed to the session chair, who will use it when introducing you as a speaker.

Biographies should contain your educational qualifications and research experience, current position, career details. Biographies should be written in the third person.

5. Presentation suggestions

These suggestions may help you to prepare your presentation:

• Use dark primary colours for text and light colours for background
• Lettering to be at least 0.7 cm in height (Size 14+ font)
• No more than six (6) to eight (8) words per line.
• Ideally a maximum six (6) lines per slide.
• Use upper / lower case text (all capitals is almost unreadable).
• Use the 'text-build' feature to stop the audience reading ahead of you.
• If the original graphs and graphics are too detailed or condensed they should be converted to a suitable format for projection.

6. Technical requirements

Presentations will be accepted based on any standard software application, namely PowerPoint or any compatible PDF.

Presentations will be saved and run from a computer in the session room. You will still be in control of moving your slides back and forth.

7. Speakers Room

The Speakers Room, also the Email Room, located on the first floor of the conference venue is at your disposal during the conference. In case you have any questions onsite, please do not hesitate to contact the secretariat or the person responsible at the Speakers Room or ask one of the hostesses for help.

8. Speakers' briefing

It is essential that you meet the other presenters, session chairs and learn of any last-minute changes and details to help you make your presentation.

The briefings will take place on the rooms 10 minutes before the session starts. All speakers and session chairs are requested to attend. The AV technicians and ETC11 programme responsible will be on hand to assist with all your queries. These meetings will give you a chance to meet the chair and speakers, discuss the presentations and the format and expectations of the session.

9. Speaker substitutions

Speaker substitutions are generally not allowed. If for some reasons you need to cancel your presentation, please let us know ASAP, and please provide a replacement recommendation in case we do not already have a speaker on the waiting list for that particular topic.

10. Room set-up and audiovisual equipment

All rooms are equipped with a microphone, projector, screen, remote control, laser pointer and computer (operating system Windows) with your presentation. There will be two assistants assigned to each session to run the audiovisual equipment, hold the roaming microphones for audience participants and help you with any query you may have.

Assistants are identified wearing T-shirts with the words STAFF on the back.

11. Onsite checklist

• Remember your USB memory stick, CD-ROM, backup disks, speaker notes and a copy of your presentation.
• Pick up your speaker badge from the Speakers' registration desk within the conference registration area.
• Attend the speakers' briefing 10 min before the session starts.
• Visit the conference room prior to your session and meet a technician to show you how to use the audiovisual equipment.

12. Further questions:

If you have any questions or need additional information regarding your oral presentation at ETC11, please contact: etc11@fe.up.pt.