Presentation Guidelines

EHPS 2022 Presentation Guidelines

1. General information

2. Instructions for On-site Oral Presentations/Presentations as part of a Symposium

3. Instructions for On-line Oral Presentations/Presentations as part of a Symposium

4. Instructions for On-site Poster Presentations

5. Instructions for On-line Poster Presentations

6. Guidelines for Uploading Videos

7. Guidelines for Uploading Files

8. Prerecording your Presentation

9. Slide Template (Its use is not mandatory)

For any clarification or additional informtion regarding the Presentation Guidelines please contact us at nicolas@easyconferences.eu

1. General information

EHPS 2022 will be a hybrid event.

We are hosting an in-person (on-site) meeting in Bratislava but offering the option of online presentation and virtual participation for those who are unable to attend in-person.
Every session on the program, except the poster sessions, will take place in a dedicated physical room at the venue hotel and simultaneously in a dedicated zoom room. This way, each session, can be attended ether physically or online.
Each room at the conference venue, will be facilitated by:

(1) A session chair (this person will introduce the sessions and speakers, ensure the speakers keep to time within a session, and manage questions and answers/discussion),

(2) A room manager (a person appointed by the Local Organizing Team to assist with practicalities within the room and assist if needed in managing online Q&A) and

(3) A technical support person online (from Easy Conferences, to assist with any technical issues, especially those associated with online participants).

Delegates presenting an oral presentation, either as part of a regular oral presentation session or as part of a symposium, have the option of pre-recording their presentation in advance of the conference and participating online.
Poster presenters have the option of presenting their poster on-site or on-line. All poster presenters will be asked to upload a version of their poster onto the conference platform.
The poster sessions in the program will only have presentations by the on-site presenters. The online poster presenters will be able to interact with others through the “Join the discussion” button on the conference platform.
A board with QR codes for the online posters will be available for participants in each on-site poster session
Conference session chairs, facilitators and discussants are required to be at the conference in-person (they cannot participate online).
The Conference platform (where all submissions will be accessible) will be available to all registered participants.
“Demo Sessions” in the form of zoom meetings will be held before the conference, at times which will be communicated to all participants in the weeks before the 23^rd of August.
During the “Demo Sessions” the staff of EasyConferences will inform and instruct all attendees in their roles. These meetings are optional but highly recommended.
A General Email with all the details needed to participate in the conference will be sent to all registered participants the week before the start of the conference.

2. Instructions for On-site Oral Presentations/Presentations as part of a Symposium

Before the Conference

You have fifteen minutes for your presentation slot, including Q&A. You should time your talk for ten minutes, which will allow four minutes for questions and discussion and one minute for presenter change-over. It will be much easier for you to keep within your allocated time if you practice your presentation before the conference.
All rooms at the venue will be equipped with a laptop, which will be used for broadcasting each on-site presentation. Bring your presentation on a USB stick in PDF or PPT format and save a copy of your presentation in your email so that it is stored online.
Presentation Format: PowerPoint Presentation / Keynote / PDF format should be set to either 4:3 or 16:9 ratio.
Make a note of the room and the time of the session in which you’re presenting.

At the Conference

Familiarize yourself with the room where you’ll be presenting.
Please arrive at the room where you are presenting a minimum of 10-15 minutes before the start of your session: each session contains six presentations (or for symposia typically five presentations plus a discussant).
A member of the organizing team will be in each room to assist with technical issues and to help you upload your presentation onto the laptop in use in that room, prior to the start of the session. Presentations from your personal laptops will not be possible.
Please save your presentation as “Name of Presenter_Date_Time_First four words of Title”. For example: Smith_24August_0900_RandomisedControlledTrialOf.pptx (or .ppt).
Introduce yourself to the chair of your session and confirm your name details and the title of your talk.
The physical rooms will be fully equipped with a computer, a camera, and speakers.
Since EHPS 2022 is a hybrid event we kindly ask you to be aware of the online participants and adjust your position and volume for their benefit as well.
Please do not go over your allocated talk time of ten minutes. We know how difficult it is to keep to time when you are talking passionately about your research, your session chair will notify you with your remaining time at various intervals. We have instructed the session chairs to adhere to the timetable strictly.
Q&A will be coordinated by the session chair.
At the end of the session, please take any presentation materials away with you. Anything left at the end of the conference will be discarded.

3. Instructions for On-line Oral Presentations/Presentations as part of a Symposium

Before the conference

Delegates presenting an oral presentation on-line, either as part of a regular oral presentation session or as part of a symposium, are required to prerecord their presentation and upload it to the Conference Platform at www.easyacademia.org/ehps2022 by the 15^th of August 2022.
On-line presenters, like on-site presenters, have fifteen minutes for their presentation. You should time your talk for ten minutes, which will allow four minutes for questions and discussion and one minute for presenter change-over.
The video should not exceed 10 minutes or 100 mb in size and should be made preferably with PowerPoint video, or as an alternative, with Zoom.
Optional: If you wish you can also upload your presentation (PPT OR PDF).

At the conference

All presenters are required to attend their session online via Zoom. The conference platform will have buttons linking to each zoom room so there will be no need for the organizers to communicate to you the URLs or codes of each zoom room.
Your video will be played, through zoom, by a member of the support team, and will be viewable simultaneously to both on-site and on-line participants of the session.
Q&A will be coordinated by the session chair. On-line participants can submit questions through the Zoom chat function
Please see the instructions at the end of this page on how to record your video and how to submit your file.

4. Instructions for On-site Poster Presentations

Note: Recommended size is A0. Posters must be prepared as portrait, not landscape.

Before the Conference

All onsite poster presenters are required to upload to the conference platform at easyacademia.org/ehps2022 by the 15th of August 2022:

1. A pdf file of their poster, A0 size. (Compulsory)

2. A video presentation of their work, with file size no bigger than 100mb. (Optional)

Make a note of the room and the time of your poster session.
Print out your poster and bring it with you as the conference venue does not have printing facilities.
All poster sessions are interactive, so you need to prepare a brief and informal presentation. You will be expected to present your research in 3-4 minutes and answer questions on the content of your poster for a further 3-4 minutes.
We recommend that you prepare a handout with your details and your poster presentation (if possible, in an expanded form) to bring with you and give to interested delegates.

Format of Your Poster

We recommend a size of 1188 mm high and 841 mm wide (DIN A0 size, portrait).
The font size of the title should be at least 80 points, bold face.
The font size of the section headers should be at least 32 points, bold face.
The font size of the body of the poster (abstract, introduction, objectives, methods, results, and conclusions) should be between 18 and 26 points.

Content of Your Poster

Focus your poster and your brief presentation on the following elements of your study: (1) Background – why?; (2) Methods – how?; (3) Results – what?; and (4) Conclusions – so what?
We recommend that you prepare the text of your poster as short sentences and paragraphs or even as bullet points and break up the text as much as possible with visual aids such as graphs, diagrams, tables, charts, or figures as appropriate. This should make your poster more attractive and easier to read.
Make sure that your title, author(s) and affiliated institution(s) are clearly visible at the top of your poster. It is common practice to include your institution logo on the left corner of your poster.
Your poster will receive a number in the scientific program, but you don’t need to print this number on your poster. You will need to be aware of this number, though, since your poster board in the room will have the same number.