We have compiled all necessary information here below to help you prepare and deliver a succesfull presentation in Prague. 

The time available for each Symposium is 75 minutes sharp. One of the main responsibilities of the presenters is to properly prepare for their presentation, which includes ensuring that the presentation does not exceed the allocated time of 18 minutes.

Following the three oral presentations, a Discussant will provide a brief overview of the main issues. However, the Discussant should keep in mind that they are not giving a new presentation.   After the overview, the Discussant will then moderate a 15-minute general discussion of the topic between presenters and attendants.

A volunteer will time the presentation and give a 2‑minute warning (yellow flag) to presenters at the 15th minute when they are approaching the end of their presentation time slot. This will allow the presenters to complete their presentation for the remaining 2 minutes of their timeslot. A red flag will be raised at the 17th minute when the presenter only has 1 minute before the next presentation.

The time available for each Debate Symposium is 75 minutes sharp. One of the main responsibilities of the presenters is to properly prepare for their presentation, which includes ensuring that their presentations do not exceed the allocated time.

Within this timeframe, there will be a 20-minutes presentation by 2 presenters (presenter 1: ‘pro’ talk for 10 minutes; presenter 2: ‘con’ talk for 10 minutes), followed by a 35-minutes debate.

Please prepare your presentation for 10 minutes. You will have 2 minutes discussion time (each presentation has a 12 minute time-slot). Please respect this when planning your presentation to help us keep the time schedule. 

A volunteer will time the presentation and give a 2‑minute warning (yellow flag) at the 8th minute and a red flag when you are approaching the end of your presentation time.

Please prepare your presentation for 5 minutes. You will have 2 minutes discussion time (each presentation has a 7 minute time-slot). Please respect this when planning your presentation to help us keep the time schedule. 

A volunteer will time the presentation and give a 2‑minute warning (yellow flag) at the 3rd minute and a red flag when you are approaching the end of your presentation time.

The Session Chair’s main responsibility during the session is to manage the session with the following goals:

  1. To open the session with a very brief welcome indicating the session name.

In addition to opening the session, the Session Chair is responsible for introducing each presenter (maximum 30 seconds). The presenter introductions are to be limited to the name of the presenter and their respective affiliation only.

  1. To ensure the session stays on schedule.

It is vitally important, as a courtesy to all presenters and delegates that the presentations within each session start and end according to the schedule.

As you are chairing «Session_type» session, please follow the respective timing pattern indicated below.

 Oral Presentations:

Oral Presentations have a total of 12 minutes for each presentation. The presentation should be prepared to be presented in 10 minutes with a 2-minute discussion time. Please respect this timeframe to help us keep the time schedule. 

A volunteer will time the presentation and give a 2‑minute warning (yellow flag) at the 8th minute and a red flag when the presenter is approaching the end of their presentation time.

Short Oral Presentations:

Short Oral presentations have a total of 7 minutes for each presentation. The presentation should be prepared to be presented in 5 minutes with a 2-minute discussion time. Please respect this timeframe to help us keep the time schedule. 

A volunteer will time the presentation and give a 2‑minute warning (yellow flag) at the 3rd minute and a red flag when the presenter is approaching the end of their presentation time and will have to end their presentation.

This will allow the presenters to welcome questions from the audience for the remaining 2 minutes of their timeslot.

Session Chairs will have to respectfully interrupt presenters whose presentation go overtime and instruct them to end their presentation. This might be the most difficult task of the Session Chair, but each presenter has a responsibility to ensure that every other presenter within the same session receives his or her allocated time to speak. The ISBNPA 2019 Organizing Committee asks the Session Chairs to be firm on this issue.

In case there should be one expected presenter missing, it is imperative to follow the Program schedule and wait for the following presentation time.  If this occurs, the Chair is encouraged to trigger discussions on topics related to previous presentations or to the session in general. In case the last presenter of a session is missing, the Chair can either use that time for discussions or to close the session.

  1. To ensure a positive and respectful atmosphere during the questions.

It is important that the Session Chairs keep the questions on topic and ensure that all questions are respectful in nature. The organizers ask that the Session Chairs use their best judgment to handle the question period to ensure a positive atmosphere for everyone involved. We stress the importance of the Chair’s responsibility to keep all presentations, question periods and transitions on schedule during the session.  

  1. To encourage questions and discussion by asking questions or providing comments, particularly when question periods drag out with little participation by the audience. One question will sometimes elicit others followed by a lively discussion.

Please remind the audience to give a standing applause at the end of each presentation. (ISBNPA has introduced the standing applause to break sitting time!)

Posters should not measure more than 90cm wide x 120cm high (portrait style), and should be constructed from lightweight material (heavy posters will not affix to the boards). Presenters will be provided with materials to attach their posters.

Posters will be displayed in Congress Hall Foyer level 1. Presenting authors are required to attend their posters during the appropriate poster session. Double sided tape will be provided to stick posters to each poster board. Each poster will be allocated a poster board that corresponds to the abstract submission ID. Posters should be mounted and removed by the presenters themselves at the following times:

Wednesday 5th June – Poster Session 1

Mounted between 07:00 and 08:00 hours and removed between 16:35 and 18:00 hours.

Poster Session 1 presenters should stand by their poster to discuss the content with delegates from 10:50 to 12:05 hours on Wednesday 5th June.

Thursday 6th June – Poster Session 2

Mounted between 07:00 and 08:00 hours and removed between 16:35 and 18:00 hours.

Poster Session 2 presenters should stand by their poster to discuss the content with delegates from 10:50 to 12:05 hours on Thursday 6th June.

Friday 7th June– Poster Session 3

Mounted between 07:00 and 08:00 hours and removed between 16:35 and 18:00 hours.

Poster Session 3 presenters should stand by their poster to discuss the content with delegates from 10:50 to 12:05 hours on Friday 7th June.

Any posters left on the boards at the end of each session will be removed by the organizers and can be picked up at the Registration Desk. Posters not collected by the end of the Meeting will be recycled.

KEY POINTS

Presenters should visit the Speakers’ Ready Room, at least two hours prior to the start of their session, to upload their presentation to the network and to organize their materials.

For sessions that commence at 0830 hours, presenters are requested to upload their presentation the day before wherever possible. Technicians will be on hand in this area should presenters have any questions or require assistance.

Opening hours will be as follows

  • Tuesday 4th June: 12:00 hours – 17:00 hours
  • Wednesday 5th June: 07:00 hours – 17:00 hours
  • Thursday 6th June: 07:00 hours – 17:00 hours
  • Friday 7th June: 07:00 hours – 15:00 hours

How to name your file

Files must be provided in a USB memory stick. Please follow the file name convention: “ISBNPA2019_Date__PresentationTime__Room__FirstName__Surname.ppt”

E.g. ISBNPA2019_5June_1205_ClubA_John_Smith.ppt

Slide aspect ratio

PowerPoint presentations will be projected on screens format with the aspect ratio of 16:9.

For Movies and Video Clips

The preferred format is Windows Media Video (WMV). While some conversion may be necessary, we can also accept movies created as MP4 (ideally MPEG4 or H.264).

Please remember to compress your videos no matter which format you prefer. By doing so, your movie will transfer and load faster during your presentation with minimal loss in video quality. If you plan to play a DVD as part of your presentation, please notify a technician in the Speakers’ Ready Room so arrangements can be made for assistance in your meeting room.

Special Fonts

The only supported fonts are those included with MS Office 2013. If you need a specialized font, it should be embedded into your PowerPoint presentation.

What File Types Can I Upload?

We currently support all versions of PowerPoint through from MS Office 2013 and higher. If your PowerPoint presentation is from a version prior to Office 2013, the system will be able to open and read the file.

Prezi

If your presentation is in Prezi, please provide the Portable Prezi version of your Presentation.  Click on the link below as reference and for instructions: https://prezi.com/support/article/sharing/download-a-portable-prezi/

Keynote

Currently, we do not support Keynote files. Please convert your keynote presentation to either PowerPoint format, PDF or Quicktime video format.

Pictures

If you use a version of PowerPoint prior to 2008, please be sure embedded pictures are not in TIFF format. These images will not show up in PowerPoint. With PowerPoint 2008 for Mac or newer, any inserted image will be compatible. To ensure there are no picture problems, please check your presentation in the Speakers’ Ready Room.

Apple MOV files

PowerPoint 2010 or higher supports playback of MOVs. The best compatibility for MOV playback is to use MPEG4 or H.264 as your codec. If you are using an earlier version of PowerPoint (older than 2010) please export MOV files to Windows Media WMV with Quicktime 7 Pro. If you cannot convert the files or have a considerable number of MOV files, please bring all video files separate to your presentation. When onsite, please check in with the Speakers’ Ready Room no less than 24hr before your presentation. 

Presenters' guidelines, technical requirements

In the Meeting Room

Please ensure that you go to the presentation room 15 minutes before the start of your session to meet the Chair and fellow presenters.

Conference staff will be available in the session rooms for assistance.

Note for Symposia, Oral and Short Oral Presenters

We use the flag system to maintain the presentation schedule and to encourage dialogue and questions between the presenter and conference delegates during the final portion of the presentations. All oral and short oral presenters must use the computers provided at the conference venue. No personal laptop or notebook computers are allowed for oral or short oral presentations.

Contact

Should you have any technical questions not addressed in this document, please feel free to email isbnpa2019secretariat@venuewest.com

Please be sure to include ISBNPA 2019 and your abstract submission ID in the subject in any future communication.

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