UCPSS 2008

September 21 to 24 | 2008

INSTRUCTIONS FOR ORAL AND POSTER PRESENTATIONS

ORAL PRESENTATIONS

Oral presentation slots are 15 minutes for contributed presentations and 30 minutes for invited presentations - this includes questions and handovers. Session chairs will hold you to this time, and are under strict instructions to terminate presentations that overrun. To allow for questions, you should aim for your presentation to be about 12 minutes long for contributed presentations and 25 minutes for invited presentations.

A. Preparation of PowerPoint presentation

• Your presentation should be prepared in PowerPoint 2000 or PowerPoint 2003
• Preferred page set-up is landscape orientation (portrait orientation may not be displayed properly)
• Use high-contrast lettering and a readable lettertype
• Use high-contrast colours: light text on dark background or vice versa
• TIP: a maximum of 7 lines/slide and 5 words/line will improve the communication value of your slide (use keywords rather than complete sentences)
• Save your presentation on a USB stick, CD or DVD and bring this with you to Bruges
• On the USB stick, CD or DVD please label your presentation with the allocated number of your presentation and your name, for example “1.4_Name.ppt” (the allocated number can be found in the detailed programme)

B. Management on site

• You are requested to hand in your presentation at the speaker desk as follows:
  • If your presentation is scheduled during the morning session: by 16:00 the day before
  • If your presentation is scheduled during the afternoon session: by 10:00 of that day
• The staff will assist you with any changes you may have and make sure that your presentation is uploaded on the conference PC in the session room.
• You are requested to verify the content of your slide presentation (images, text, movies etc…) on the computer at the speaker desk. Please note that the organisers cannot be held liable for any loss of images during data transfer (CD-Rom, USB stick etc…).
• Presentations from a personal laptop will not be allowed. Your USB stick, CD or DVD cannot be given directly to the technical staff in the session room, but bring the relevant device with you to the session room in case a problem would occur.
• The session room has a technician to assist you with your presentation if needed. No more changes can be made inside the room where the session takes place.
• Please make sure to be in the session room about 15 minutes before the start of the session in order to check the presentation system with the technician.

For a print-friendly version of the instructions for oral presentations, please click here.

POSTER PRESENTATIONS

A. Poster display

• Posters will be on display in Room De Witte Roos on level 2.
• Posters will be presented using the poster boards provided by the conference. The poster boards have a usable space of 90 cm (35 inch) in width and 120 cm (47 inch) in height (portrait orientation).
• Poster numbers matching the allocated poster numbers in the programme will be clearly marked on the boards.     
• For posters that are included in Poster Sessions 1 and 2 :
  • Posters have to be mounted on Sunday, September 21 from 14:00 to 19:00 or on Monday, September 22, from 08:00 to 11:00.
  • Posters will be discussed during the poster sessions that take place on Monday, September 22 from 12:20 to 14:15 and from 17:45 to 19:30.
  • Posters need to be removed immediately after the reception on Monday, September 22 at 19:30.
• For posters that are included in Poster Sessions 3, 4 and 5 :
  • Posters have to be mounted on Tuesday, September 23 from 08:00 to 11:00.
  • Posters will be discussed during the poster sessions that take place on Tuesday, September 23 from 12:15 to 14:15 and on Wednesday, September 24  from 12:15 to 14:00.
  • Posters need to be removed on Wednesday, September 24 between 16:00 and 18:00.
• To fix the posters on the boards, special adhesive tape needs to be used. This tape is available at the registration desk. It is strictly forbidden to use thumbnails or regular tape.
• Posters that are not removed within the indicated timings will be taken down by the conference staff, who cannot take any further responsibility of the material in that case.

B. Oral poster announcement

• You are allocated 3 minutes to advertise your poster orally in a special poster announcement presentation session. Please note that the timing on this oral presentation will be kept very strict.  A maximum of 3 slides can be used in this presentation:
  • The first slide should consist of the title of the poster, the authors, and affiliation and poster number.
  • The second slide should give a brief problem description.
  • The third slide should contain the main conclusions from the work.
• Your presentation should be prepared in PowerPoint 2000 or PowerPoint 2003 by using the provided template. Please make sure to include your poster number on each slide.
• Save your presentation on USB stick, CD or DVD and bring this with you to Bruges.
• On the USB stick, CD or DVD please label your presentation with the allocated poster number and your name, for example “P1.4_Name.ppt”
• For posters that are included in Poster Sessions 1 and 2 :
  • You are requested to hand in your presentation at the speaker desk at the latest by 10:00 on Monday, September 22
• For posters that are included in Poster Sessions 3, 4 and 5 :
  • You are requested to hand in your presentation at the speaker desk at the latest by 10:00 on Tuesday, September 23
• The staff will make sure that your presentation is uploaded on the conference PC in the session room.
• Presentations from a personal laptop will not be allowed. Your USB stick, CD or DVD cannot be given directly to the technical staff in the session room, but bring the relevant device with you to the session room in case a problem would occur.
• The session room has a technician to assist you with your presentation if needed. No more changes can be made inside the room where the session takes place.
• Please make sure to be in the session room about 15 minutes before the start of the session in order to check the presentation system with the technician.

For a print-friendly version of the instructions for poster presentations, please click here.