General Speaker Guidelines
Before the Congress
- Your presentation should be prepared in Microsoft PowerPoint exclusively, version 2010 or higher. As a general rule, it is better to use pptx format, try to avoid the use of non-standard Windows fonts or language specific fonts; use high-contrast colours (light text on dark background or vice versa).
- Your presentation should stay standard: in landscape orientation on 16:9 ratio.
4:3 presentations will not be displayed correctly with black bands on the sides.
- You are welcome to use a slide template provided for download here.
- Save your presentation on a USB memory stick (and have a backup) and bring these with you to the Speaker Service Centre.
- As a rule of thumb not more than one slide per minute is a recommended.
- We recommend you make your slides as concise as possible by keeping texts short and avoiding too many bullet points.
Pictures and video
- Save the picture you want to use as a JPG or PNG and set compression/quality to medium or high. (Avoid saving your pictures as TIF files, especially MAC presentations).
- AVI, WMV, MPG or MOV are the only acceptable video formats.
- Save the pictures/ videos used in your presentation separately on USB memory stick-limit size to 1 GB is preferred. In case of problems we can re-insert the original items.
- In a general manner, be careful to respect author’s rights and persons’ anonymity.
- Please save your presentation as “.PPTX”, it will guarantee a better compatibility with the system.
- Your PowerPoint version MAC should respect the following conditions:
- Pictures should be in jpeg, png and not tif or pict.
- Do not copy and paste the images from another application, please use the “insert image from a file” functionality from PowerPoint (format JPG or PNG).
- Fonts used should not be specific to MAC OSX. Please use Windows fonts (Arial, Calibri, Times New Roman, Symbol…).
- Check your presentation on a Windows-operated computer.
- You will have the possibility to upload your presentation directly online: you will receive an email in early June which will explain the process to follow to connect to the upload platform. You will be able to upload it until midnight the day before the talk.
- We strongly invite you to come and check your presentation at the Speaker Service Centre to test your presentation in real conditions
Disclosure of Conflict of Interest
A Disclosure of Conflict of Interest* slide must be included in the PowerPoint presentation. The disclosure slide should be displayed and read to the audience at the beginning of your lecture.
The disclosure slide templates can be downloaded here:
* A conflict of interest is any situation in which a speaker or immediate family members have interests, which may cause a conflict with the current presentation. Conflicts of interest do not preclude the delivery of the talk, but should be explicitly declared. These may include financial interests (e.g. owning stocks of a related company, having received honoraria, consultancy fees), research interests (research support by grants or otherwise), organisational interests and gifts.
For Poster Discussion Sessions, the disclosure of conflict of interest should be included on the poster.
The day of your presentation
At the Speaker Service Centre
The Speaker Service Centre is located on the first floor next to the Press Room.
All speakers giving a presentation are requested to validate their presentation in the Speakers’ Service Centre (SSC) a minimum of 2 hours before the session starts or the day before for early morning sessions. Presentations received after this deadline cannot be guaranteed optimal audiovisual support.
The opening hours are:
|Saturday, 17 June
|10:00 – 19:00
|Sunday, 18 June
|07:00 – 19:00
|Monday, 19 June
|06:30 – 19:00
|Tuesday, 20 June
|07:00 – 19:00
|Wednesday, 21 June
|08:00 – 12:00
You will be welcomed by hostesses to be registered at the SSC, at this time you will need to confirm if you give the rights to EAACI to record your talk (as a webcast).
You will be able to upload your presentation on one of the many dedicated computers.
A technical and professional team will be on site to assist you for any question or needs you may have.
Personal Laptop Computers cannot be connected to the projectors in Lecture Rooms
A presentation cannot be loaded directly on the computer in the lecture room.
An exception are Learning Lounges where no presentations are planned and no audio-visual equipment is provided. A flipchart will be available in the room. The room setup will be casual and unconventional to support the interactive aspect of this session type.
In the session room
Each session will be facilitated by two chairs who are responsible for keeping time. As a speaker, please plan to arrive at the session at least 5 – 10 minutes prior to the session start time and introduce yourself to the chairs. Be sure they know how to pronounce your name. It is best to sit in the front row for convenient access to the stage.
At the time of your presentation, a computer at the lectern will be ready to use:
- You just need to click on your name to launch your presentation before starting to talk. If a black screen is appearing, just click on the space or ESC key and you will find the main screen.
- Adjust the microphones if needed, but please do not touch it during your presentation.
- The computer mouse will be used as a pointer.
- When your talk is over, press the space or ESC key to go back to the program session screen.
Voting with the Congress App
In specific sessions, speakers will have the possibility to include a poll into their presentation and let the audience vote with the EAACI Congress app on their mobile phones or tablets. As a speaker you will be informed if this possibility is available in your session.
Pro & Con Sessions
The Pro & Con Sessions allow speakers to debate controversial topics in an attractive format which provides “food for thought”. These lunchtime sessions take place in the Exhibition Hall.
- Please be available in your designated room at least 15 minutes prior to the start of your session. Introduce yourself to the speakers before the session and make sure they know how you will run the session.
- Remind the audience that it is not allowed to take pictures
- Encourage questions from the floor, and also be prepared to ask questions yourself
- Interrupt presentations if the speaker runs over time. You may decide and inform the speakers how you will notify them when they are nearing their presentation time limit and how you will interrupt them if they have reached the end of their allotted time. If all time has expired for that speaker, it is acceptable to ask the audience to discuss issues with that speaker after the end of the session. It is up to you as the Session Chair to ensure that all speakers receive their allotted time and that the audience has opportunity for their questions and comments.
- Remind the audience at the end of the session that they are invited to rate the session in the mobile app. This will help EAACI assess popular topics for future planning.
Some session rooms offer a “moderator tool” which is available to support you. In addition to being a timekeeping tool, this will also allow the audience to interact with you by asking questions. Please find below a very short explanation what this function can do. The technicians in the Speaker Service Centre or the hostess in the room can also always explain it in more detail if you wish.
If you are chairing several sessions and are unsure which of them has which functionality you can always ask the room hostess or check with the staff at the Speaker Service Centre.
Chairing Abstract Sessions
If you are the chair of an abstract session, please download below the chair guidelines for different session types: