Presentation guidelines

Practical information

• Please check the time and lecture room of your presentation in the programme and in the conference app as some last-minute changes might occur.
• All presentations must be prepared and delivered in English. 
• Unless informed otherwise, all presenters are asked to respect the duration of presentations as follows: 
  – 15 min. (including Q&A) for oral presentations and invited speakers in special sessions,
  – 20 min. (including Q&A) for keynote lectures, 
  – 50 min. (including Q&A) for plenary lectures.

The chairs are requested to stop the presentation after the allotted time has passed.

Presentations upload:

• All presentations (ppt, pptx or pdf formats) must be uploaded through the Conftool conference platform prior to the conference, at the latest by Saturday 27th July 2024. 
• In order to upload your presentation through Conftool:
  • • • please log in to your account here, and go to “Your submissions”. (This option is available for all contributions accepted as oral presentations.)
      • Select the option “Final upload” and upload your presentation. The possible formats are ppt, pptx or pdf.
      • The required file name is the following: Session ID_Lastname (ex.: A02_Lastname.ppt)
      • Please inform us if any problems occur during the process.
• Onsite presentations upload might cause delays in conference programme and is strictly reserved to necessary last minute updates (if necessary). Those updates can be done in the meeting room directly, but at the latest during the coffee break 2 hours prior to the start of your session.
  
  

Technical requirements:

• Slide format:
  – MS PowerPoint, landscape format
  – 16:9 HD presentations (1080p)
  – films embedded videos in power point for optimal compatibility (do not forget to embed your fonts and to bring your video files separately, as back-up solution)
•  Please note that the use of personal laptops for presentation is not allowed

There is no required template for the presentation slides, so feel free to use your own.

During the session

• Make sure to be present in the meeting room at least 10 minutes prior to the start of your session and let the chairperson know you are there. Please make sure to stay in your session from the beginning on to ensure smooth changes between the individual presentations.
• There will be assisting staff available in each lecture room if any problems occur. 

Practical information:

• The poster sessions are scheduled during the poster session timeslots as follows:
  • July 30th 3.45pm-4.45pm
  • July 31st 3.30pm-4.30pm
• Please refer to the individual poster number indicated to you before mounting your poster. Poster overviews are available both here and in the poster areas directly.
• Poster presenters are asked to be present next to their posters during the above mentioned timeslots 
  • in order to reply to the questions from the audience and from the Scientific committee (for evaluation purposes)
  • each presenter should be ready to briefly present his poster and answer questions during the allocated session, beside this we encourage free individual discussions around posters
  • we also advise the presenters to be next to their posters during the Poster sessions happening the other days if they are available, as well as during the coffee breaks, as some participants will walk in the poster area by themselves and might have questions to ask from the presenters

Set up & dismantling of posters:

• You have to bring your printed paper poster to the venue. The measurements should be approximately A0 portrait/vertical orientation (841 x 1189 mm). The poster should be easily readable from a distance of 2 meters. The following printing shops are available close to the conference venue at UBC campus: https://www.copysmart.ca/ and https://stores.staples.ca/bc/vancouver/office-supplies-ca-239.html .
• There is no required template for posters, feel free to use your own.
• The necessary materials to mount your poster will be provided by the organizers, and onsite assistance will be available to help you to display your poster.
• Posters should be mounted on July 29th between 1pm and 7pm or on July 30th , between 8am and 11am.
• Posters should be removed on July 1st , after the lunch break or right after the closing of the congress (by 5pm). 
• Please note that all posters not dismantled by 5pm on July 1st will be removed and disposed by the congress staff.

The chairs of the oral sessions hold a key position in making the programme run as smoothly as possible. 

These guidelines are to help you before, during and after the session you are chairing. 

•  Please arrive in the room of your session at least 10 minutes before it starts.
• 1 student assistant will be present in the room, preparing name signs, water etc. and making sure that all presentations of the sessions are uploaded.
• Please note that it is your responsibility to start the presentations according to the order in which they are saved in the session folders. 
•  A student will make sure in advance that all devices and audio equipment operate as planned. 
• Please prepare some possible questions for the presenters in case no one from the audience will ask a question.
• Discussion: Take charge of the discussion period. Recognize questions from the audience and allow each person who would like to do so to participate in the discussion. Ask the participant to introduce herself/himself and to speak slowly into the microphone.
• Please remind the speakers of the time limit of their presentation (according to the final CMBBE 2024 programme).
• Each presenter has been informed to prepare a presentation for maximum 15 minutes including Q&A. The keynote lectures have been informed that their presentation should be planned for 20 minutes including Q&A.
•  Please do not exceed the time assigned for the session. The programme is very tight, and it is important to avoid delays.  
• You are kindly asked to switch between presentations by simply announcing the name of the next presenter and the title of the presentation. Due to the tight schedule, there will not be sufficient time for introducing individual lecturers in a more detailed manner.
• If a presentation cannot be given or if a presenter does not appear (no-show), please stick to the original programme and fill out the remaining time with questions or start a discussion.