Presenter Guidelines

Presenter Guidelines

All the details you need to ensure flawless preparation!

Please find below some important and useful information for your presentation.

Oral Presentation Guidelines

Session Format

  • Duration: 60 minutes per session
  • Speakers: 6 per session
  • Time per speaker: 10 minutes (incl. ~1 min for Q&A)

👉 Check the programme for your presentation details.

Presentation Submission & Format

Submission Options:

  • Presentations must be brought on a USB stick and uploaded at least 30 minutes before the session in the assigned room (Auditorium 1 or 2).
  • We recommend emailing a backup copy to yourself or the organizers.

Accepted File Formats:

  • Presentation: PPT, PPTX, PDF
  • Video: MP4, AVI, MPG, WMV
  • Audio: MP3, WAV, WMA
  • Images: JPG

Technical Notes:

  • Personal laptops cannot be used. All presentations must be run from the symposium laptop.
  • A lectern with a microphone is provided.
  • If you need additional equipment, inform the symposium secretariat in advance.

Presentation Best Practices

📌 Slide Recommendations:

  • Language: English only
  • Aspect ratio: 16:9 (PowerPoint 2010 or higher recommended).
  • Minimize text—use bullet points instead of paragraphs.
  • Limit animations and transitions to avoid compatibility issues.
  • Use common fonts (Arial, Times New Roman, Verdana) to prevent formatting changes.
  • Embed videos instead of linking them (if using media).

🚦 Time Management & Q&A:

  • A session chairperson will keep track of time and give reminders.
  • Presenters must strictly adhere to the 10-minute limit (including Q&A).
  • Additional questions may be discussed after the session if time allows.

💡 Mac Users:

  • Convert files to PowerPoint or PDF before arriving.
  • Use JPG images (not TIF, PNG, or PICT).

Poster Presentation Guidelines

Session Details

📅 When: Poster sessions take place during breaks and lunches.
📍 Where: Posters are grouped by theme (not abstract number) in the MECC Maastricht Expo Foyer.
📌 Size & Orientation: A0 portrait (vertical) – 841 mm (width) × 1189 mm (height)

Setup & Removal

✅ Installation:

  • Posters must be set up on the first day before the first break.
  • Each poster is assigned a specific poster board number—check your assignment in advance.

✅ Mounting Materials:

  • Pins will be provided.
  • If you prefer alternative mounting (e.g., Velcro), please bring your own materials.

✅ Presentation Expectations:

  • Presenters are encouraged to stand by their poster during sessions for discussions.
  • Prepare a 1-2 minute summary to explain your research concisely.

✅ Removal:

  • Posters must be taken down at the end of the symposium.
  • Unremoved posters may be discarded by the organizers.

Additional Notes

🛠️ Printing & Transport:

  • We recommend bringing a poster tube for safe transport.
  • local printing services are unfortunately not available.

🏆 Awards & Poster Tours:

  • A formal poster tour or judging might be organized. Details will be announced if applicable.