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 23rd 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 15th 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.

At the Conference

  • Please put up your poster at the start of the day.
  • Your poster session has a designated chair, who will ask all presenters in turn to give their presentation (3-4 minutes) and respond to questions from the audience (3-4 minutes). After all presentations have concluded, your chair will lead a short discussion among presenters and audience.
  • Your audience will include other presenters in your session and other interested delegates.
  • Please stay with your poster during the whole poster session to answer any questions from delegates who were unable to attend your presentation.
  • Take your poster down at the end of the poster session. We will remove and recycle any posters left after the end of the poster session.
  • After you upload your material on the conference platform your work will be available for viewing and commenting through the “Join the Discussion” function for 3 months after the conference.

5. Instructions for On-line Poster Presentations

Before the conference

  • All on-line 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, 3 min long with file size no bigger than 100mb. (Optional)
  • The above material will be accessible to participants just before, during the conference and for 3 months after the last day of the conference.

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.

At the conference

  • Interaction between participants and presenters will happen through the “Join the Discussion” function available for each poster. All participants will be able to comment or leave messages to the presenter through this field and each presenter will be able to respond to these comments if they choose to do so.
  • For the benefit of all poster session attendees a QR code for each on-line poster will be made available in all on-site poster sessions. This way all on-site participants will be able to access the on-line posters as well.
  • Please see the instructions at the end of this page on how to record your video and how to submit your file(s).

6. GUIDELINES FOR UPLOADING VIDEOS

  • To submit your file please Log in to our system https://www.easyacademia.org/ehps2022 and select the submission for which you want to submit your document
  • Click on “upload presentation”. In the next screen, please upload the video following the parameters below:
  • Videos should be in mp4 format in 1280 x 720p resolution or less
  • File size upload limit: 100MB
  • Maximum duration: Oral presentations: 10 minutes; Poster presentations: 3 minutes
  • Note: Videos not following the provided parameters in the guidelines will not be accepted.

 

7. GUIDELINES FOR UPLOADING FILES

  • To submit your file please Log in to our system https://www.easyacademia.org/ehps2022 and select the submission for which you want to submit your document.
  • Click on “upload presentation”. On the next screen, please upload your file in pdf format. Posters should be a single page/slide in A0 (portrait) size.

 

8. PRERECORDING YOUR PRESENTATION

  • Instructions on how to record your talk (including voice over):

 

  • Zoom:
  • Please click here for further instructions and information on recording your presentation through Zoom.

 

  • PowerPoint:
  1. First record your voiceover following these or these instructions
  2. Then export your video including narrations following this guide
  3. On export select HD (720p) as video quality
  • Deadline for video/poster uploading 15th August 2022

 

9. Slide Template

    You can use our conference slide template for your presentation

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