02
Presentation Guidelines
Whether you're an experienced presenter or new to the stage, the following tips serve as a straightforward reference.
Ideal Presentation Length:
Your allocated slot is 25 minutes, but your presentation should not exceed 20 minutes. Aim for a duration of approximately 15–18 minutes. This timeframe allows ample opportunity for engaging directly with the audience through discussion and questions.
Structuring Your Presentation:
Begin by outlining your key messages and the topics you intend to cover. Ensure your presentation is clear, straightforward, and succinct. Organize it logically to guide both yourself and your audience. Visual aids and clear markers, particularly in PowerPoint presentations, can aid in this process.
Oral Presentation Guidelines:
- Please note that there may be minor adjustments to the program for unforeseen reasons. Therefore, please be present in the meeting room from the start of the conference on the day of your presentation.
- Each speaker will be allotted 20-25 minutes for their presentation. Please plan your presentation to last between 17 and 19 minutes to accommodate introductions and questions. To adhere to the schedule, ensure that you begin and conclude your presentation promptly as outlined in the schedule.
- The conference's official language is English.
- Presentations should be submitted in PDF or PPT format. Ensure that your visuals are clear and legible.
- Submit your presentation slides 15 days prior to the conference and also bring a backup copy on a flash drive or storage device to the event.
- Please verify that your presentations are functioning correctly before the session begins.
- The meeting room is equipped with a digital projector, screen, laptop, slide changer with pointer, cordless microphone, and desktop microphone, as well as a basic sound system.
- Considering the schedule and technical setup, we discourage the use of personal laptops unless absolutely necessary.
- Windows/PC users should ensure compatibility of their presentations with the MAC system used at the lectern.
Suggestions for Oral Presentations:
- Allocate sufficient time for meticulous planning of your presentation.
- Adhere strictly to the allotted presentation time: Practice your presentation and time it meticulously. When using audiovisual aids, presentations often take longer to deliver than during rehearsal. Understand what can be omitted if you need to shorten your remarks. Equitably allocate time to other panelists and allocate ample time for Q&A. Also, refrain from abbreviating your session or concluding it ahead of schedule, as it could disrupt the program's timetable.
- Avoid reading verbatim or speaking too quickly; however, ensure your speech is clear and audible.
- Engage the audience throughout the session: Active interaction with your audience enhances the exchange of ideas. Encourage participation and questions, while ensuring concise responses.
- Avoid promotional content: Your name, title, and organization are listed in the conference program and can be included in handouts. The most effective promotion is delivering a pertinent and timely session.
- Virtual Conference Etiquette: If your session is part of a virtual conference, acknowledge your online audience. Encourage questions from virtual participants and periodically acknowledge the camera to signal your awareness of their presence.
Tips for Onsite Presentation:
Checklist to Bring:
- Presentation on a USB drive
- Back-up of presentation (USB and email)
- Printouts of presentation, full paper and/or relevant handouts (optional)
- Business cards
Note: Please ensure that the file name of your presentation begins with your own name, rather than naming the file “AI in Medicine” or “Lisbon”. This ensures you don’t waste valuable presentation time searching for the file.
Poster Guidelines:
- Each poster will receive a designated number in the final program. Presenters must locate their assigned poster display, which will be numbered, and affix their poster one hour prior to the start of the poster session. Materials for pasting or hanging will be provided.
- Poster Dimensions: Each poster should fit within a display area of 1 meter wide by 1 meter high on the poster board.
- All posters must be prepared in advance and brought to the conference by the presenters.
- On-site printing services are not available; posters should be printed in advance by the presenter.
- Presenters are required to be present at their posters throughout the entire poster session to engage with interested viewers.
- Please ensure to retrieve your poster by the end of the day; any posters left behind will be discarded.
- The Best Poster awards will be determined by a panel of judges and announced at the conclusion of the poster session.
Tips for Virtual Presentations:
- Registered participants will receive a personalized meeting invite with a user ID for webinar access several days before the event.
- We recommend joining the meeting 30 minutes in advance to mitigate any potential last-minute technical issues.
- Each speaker will be allocated 20-25 minutes for their presentation. Please prepare your speech to last between 17 and 19 minutes to allow time for introductions and a Q&A session at the conclusion of your presentation. To adhere to the schedule, please ensure that you commence and conclude your presentation at the specified times in the program.
- Verify that your device meets the system requirements for running the application.
- As a presenter, have your presentation slides ready on your device when the meeting begins. You can share these documents while sharing your screen.
- If you prefer to submit a recorded presentation instead of attending and presenting live, we recommend sending the recorded files along with your PowerPoint presentation at least 10 days before the event start date.
- Only the speaker's audio should be active during the presentation. If there are any questions, the microphone can be unmuted at the conclusion of the talk
