Presenter Guidelines

General Information for All Presenters

Thank you for presenting at the conference. These guidelines will assist with your preparation and participation in the conference.

Presentation Upload

Check your presentation with the AV technician at least two hours before your session. If you upload a revised set of slides, confirm the version being used with the AV technician.

Presentation & Session Times

Check the online program to confirm your presentation’s session, date and time
The program on the website and in the conference app is live and will include any changes
Please re-confirm your session date, time and room prior to your presentation

Keeping Time

Not keeping to time is the biggest disruption to conferences and negatively impacts the experience of attendees and presenters.

Please ensure you keep to your allotted time
The session chair will use timecards to show you how much time is remaining
The session chair will use a bell to signal the end of your presentation
If you use all the allocated time, the chair will not allow questions and will move to the next speaker

Handouts

If you wish to provide handouts to attendees, send a PDF version to mail@conferencedesign.com.au
Handouts will be added to your presentation/poster in the conference website/app/online portal

Publication of Slides

Slides will be converted to PDF and made available on the conference website
If you do not wish your slides to be published, please email mail@conferencedesign.com.au
If you wish to provide edited slides for publication, please advise us following your session and send a PDF version to mail@conferencedesign.com.au

Publishing Recorded Presentation

Recorded presentations will be available for attendees to view for twelve months following the conference
Access to presentations will be password protected and limited to registered attendees
Presentations will include additional material such as handouts, live Q&A and discussion forums

Copyright & Ownership

Authors retain ownership and copyright of their presentation and material
Ensure you have documented permission to use any images, music or other content in your abstract and presentation. Do not include any images copied from the internet. Getty Images and other agencies crawl the internet looking for images that have been copied without the appropriate licenses. You are liable for all copyright infringements that arise from your presentation.

Recording, Photography & Screen Shots of Presentations

Attendees agree to registration Terms & Conditions, which prohibit unauthorized photography, screenshots, audio, or video recording of conference material. We cannot enforce this rule completely, so you should assume a participant may take unauthorized recordings. You may wish to adjust the content of your presentation accordingly. Presentations in the online portal and conference app are available only to view and cannot be downloaded.

Audio-Visual (AV) Equipment

Each onsite session room will be equipped with:

Presentation laptop running Windows 10 or 11
Data projector
Screen or large monitor
Lectern
Microphone, including sound for your presentation
A clicker to progress your slides
A laser pointer or mouse for pointing

All presentations will be run from the presentation computer.

If you use a Mac, have a complex presentation, or require an uncommon program, we suggest you bring your laptop as a backup in case of difficulties loading your presentation. You will need to arrange this in advance with the AV technicians.

PowerPoint Presentation Tips

Slides should be in a 16:9 aspect ratio
Video and audio clips should be embedded in your slides rather than linked to external files
There should be no more than 5 x 1-line bullet points per slide
The optimum title text is 45 – 55 points and no smaller than 36 points
Body text should be at least 26 points
Avoid UPPERCASE letters as they are hard to read

Oral, Hotspot & Rapid Fire Presentations

Presentation Lengths

Oral Presentations – 20-minute presentation

Hotspot Presentations – 10-minute presentation (a maximum of 5 PowerPoint slides including the title slide)

Rapid Fire Presentations – 5 minutes (maximum of 3 PowerPoint slides including the title slide)

Group Q&A will be held at the end of each session.

Preparing and Uploading Presentations

Prepare your PowerPoint slides in 16:9 aspect ratio
Embed any content such as audio or video; don’t link to external files
Presentation files should be named using your family name, the day and the time of your presentation (e.g. Brown-Saturday-1400.ppt)
You can upload your presentation before the conference using the link provided or take your presentation to the AV technician onsite
If you uploaded your presentation before the conference, you can take an updated version to the conference
If you uploaded your presentation before the conference, bring your presentation on a USB as a backup
Check your presentation with the AV technician at least two hours before your session

Before the Session

Re-confirm your presentation’s session, date, time, and room in the conference app prior to your session
Arrive 15 minutes before the session starts to meet the MC and AV technician
An AV technician will assist during sessions
Sit in the front tow to move quickly to the lectern once the chair introduces you

During your Presentation

Please ensure you keep to the allotted time
The MC will signal the time remaining in your presentation (5 minutes, 2 minutes, 1 minute)
The MC will ring the bell when you must stop
If you use all your time, the MC will not allow questions and will move to the next speaker
Please remain in the room following your presentation as the MC will use any remaining time for questions

Question Time

Group Q&A is scheduled at the end of the session.
The MC will direct questions from the audience and from the conference app.

Poster Presentations

Posters will be accepted as Display Posters.
Your poster should be prepared in A0 size in portrait orientation, which is 84.1 cm wide x 118.9 cm high
You need to print your poster and bring it with you to the conference
Poster boards and adhesive will be provided
Poster boards will be numbered; check the website for your poster number
You need to collect your poster at the end of the conference.

Uploading your poster

All posters will be displayed in the conference app/online program as a PDF
Upload a single PDF file of your poster using the link provided two weeks prior to the conference
PDFs should be named using the poster numbers from the website, your family name, and the initial five words of the title (e.g. 123-Brown-A study from Australia hospitals.pdf)