Guidelines for presenters

• Please check the time and lecture room of your presentation in the daily programme and in the conference app as there might have been some last-minute changes (the detailed program will be available soon!)
• All presentations must be prepared and delivered in English. 
• All presenters are asked to respect the duration of presentations as follows: 
  – 10 min. (incl. discussion) for podium presentations,
  – 20 min. (incl. discussion) for perspective talks, 
  – 45 min. (incl. discussion) for keynote lectures.
• The chairs are requested to stop the presentation after the allotted time has passed. 
• Presenter view (showing notes page) will be available in all rooms
• If you identify has having a hidden disability and usually wear the sunflower lanyard (https://hdsunflower.com/), feel free to wear it – session chairs have been briefed regarding their meaning.

Technical requirements:
Slide format:
– MS PowerPoint, landscape format (all congress center PC’s have Office 365)
– 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)
– the use of personal laptops for presentation is not allowed

Presentations upload:
To avoid queuing during the congress, we encourage uploading presentations through the Conftool platform by Friday, June 28th 2024.
Follow these steps:

• Log in to Conftool: Access your account and go to “Your submissions.” (Available for accepted podium and perspective presentations.)
• Final Upload: Select “Final upload” and submit your presentation in one of the following formats: ppt, pptx, or pdf. Maximum size: 200 MB.
• Troubleshooting: Inform us of any issues during the upload process.

Onsite Uploads: will be still possible, but online upload prior to the conference is highly recommended. For last-minute updates, visit the onsite technical team in Lomond Foyer on the ground level. Onsite uploads must be completed at least 2 hours before your session starts.
The technicians will check the presentation with you and upload it to the correct meeting room. Please bring your presentation on USB and come to upload it ideally on the day before, or latest 2 hours before your session starts.

If you are presenting in one of the first morning sessions on July 1st, you should upload your presentation online in ConfTool or onsite the day before (June 30th) in the afternoon or latest on July 1st at 7:30 am. Presentations cannot be uploaded directly in the meeting rooms. 

• Please check the time and lecture room of your presentation in the ESB 2024 final programme, available online.
• 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 in each lecture room if any problems occur. 

To avoid queuing during the congress, we encourage uploading presentations through the Conftool platform by Friday, June 28th 2024.
Follow these steps:

• Log in to Conftool: Access your account and go to “Your submissions.” (Available for accepted podium and perspective presentations.)
• Final Upload: Select “Final upload” and submit your presentation in one of the following formats: ppt, pptx, or pdf. Maximum size: 200 MB.
• Troubleshooting: Inform us of any issues during the upload process.

Onsite Uploads: will be still possible, but online upload prior to the conference is highly recommended. For last-minute updates, visit the onsite technical team in Lomond Foyer on the ground level. Onsite uploads must be completed at least 2 hours before your session starts.
The technicians will check the presentation with you and upload it to the correct meeting room. Please bring your presentation on USB and come to upload it ideally on the day before, or latest 2 hours before your session starts.

If you are presenting in one of the first morning sessions on July 1st, you should upload your presentation online in ConfTool or onsite the day before (June 30th) in the afternoon or latest on July 1st at 7:30 am. Presentations cannot be uploaded directly in the meeting rooms

General information

You have to bring your printed paper poster to the venue. The measurements should be approximately A0 (841 x 1189 mm), portrait orientation. The poster should be easily readable from a distance of 2 meters. Printing shops are available close to the conference venue, see contact details here:
www.copyprintedinburgh.com 
www.copymade.com

• Due to a very high number of posters, each poster will only be displayed on one conference day and will need to be removed at the end of the day.
• The first half of posters will be displayed on Monday 1st of July, the other half respectively on Tuesday 2nd of July. 
• Programme time slots dedicated to poster presentations are the following:
  Monday, 1st July, 14:00-14:45 for posters displayed on Monday
  Tuesday, 2nd July, 14:00-14:45 for posters displayed on Tuesday

Presenters are asked to be present by their posters during the indicated time slots in order to present their posters to the other delegates and to the scientific committee members and answer any questions coming from them. We advise the presenters to be available next to their posters also during the coffee breaks and lunch break when possible, in order to stimulate discussions in the poster area.

Poster set up and dismantling

Please find HERE Poster overview with a unique number for each poster, that will be available also in the poster areas (both in the Cromdale and Strathblane areas). The material for fixing posters will be provided by the conference organizers and will be available in both poster areas.

If you are presenting on Monday 1st of July, you should set up your poster either on the pre-registration day on Sunday June 30 starting from 15:00 (in this way your poster should already be in place during the welcome reception) or in the morning on July 1st starting from 07:30. You have to remove your poster on the 1st of July by 20:00.

If you are presenting on Tuesday July the 2nd, you should set up your poster in the morning on the 2nd of July starting from 07:30. You can remove your poster on Wednesday July the 3rd in the afternoon.

All posters that have not been removed by Wednesday July 3rd by 18:30 will be dismantled and disposed by the conference organizers.

Video poster pitches

• All poster presenters are invited to complement their poster presentation with a short pitch video (max. 2 minutes) in order to engage with a wider audience and provide a better overview of their research (the poster video pitch is not mandatory).
• All poster video pitches will be available online on the ESB youtube chanel, and the link to the videos will be available in the conference app. 
• The presenters will receive the link to their video and will be able to generate QR codes and display it on your printed poster.
• Deadline for submitting poster video pitches: 10 June 2024
• How to submit a poster pitch video: 
  Log in to your Conftool account, go to Your submissions and select the option Final upload. Upload your mp4 video (max. 200 MB).

The chair of a podium session holds 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.
• All presentations are uploaded via the central uploading centre.
• A technician will make sure in advance that all devices and audio equipment operate as planned. The technician can assist you in any technical question you may have.
• Ensure microphones are used by presenters and during questions.
• Please prepare some possible questions for the presenters in case no one from the audience will ask a question.
• Discussion: Take charge of a positive fruitful 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 ESB 2024 programme).
• Each podium presenter has been informed to prepare a presentation for maximum 10 minutes including Q&A. The perspective talks have been informed that their presentation should be planned for 20 minutes including Q&A. Please communicate at the beginning of the session, how you will indicate to presenters, when their presentation time is ending.
• 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.
• Be aware of the meaning of the sunflower lanyard (https://hdsunflower.com/) – proactively ask the presenters who wear it if they require accommodations, and provide them, if possible. If you need support to provide accessibility for your session, contact the ESB 2024 secretariat or the student assistant in your room.

Once more, thank you for contributing to the ESB 2024 Congress. If you have any questions before, during or after the conference, please contact the ESB 2024 conference secretariat (at the registration desks).