Presentation Guidelines
If you have any questions about the SETAC Africa Meeting, please contact us at [email protected].
If you are a presenter, please read this information carefully.
To provide an open and professional forum for scientific exchange, all attendees are expected to adhere to the highest standards of integrity and professionalism and should follow the meeting policies and the SETAC code of conduct and code of ethics. While the default assumption is to allow for open discussion of and access to scientific content of presentations at SETAC events, we invite presenters to download and place the “No Recordings or Copying” icon on slides or posters to opt out and ask participants to refrain from recording, photographing, copying or disseminating the contents of the talk or poster. We will also provide the “No Recordings or Copying” icon as a sticker on site that can be affixed to posters.
Platform Presentations
Platform Presentation Guidelines
Platform presenters should prepare a twelve-minutes presentation, including Q&A period. The session chair will moderate the discussion and no extra time will be allowed. Please note that no scheduling changes can be made by presenters. If you are unable to make your presentation, you must arrange a substitute presenter and notify SETAC
Platform presenters can use a digital projection of a PowerPoint presentation. Slide orientation should be in widescreen (16:9) presentation format while standard (4:3) is also acceptable.
Helpful platform presentation tips
A slide presentation should include:
- A title slide
- A slide stating the question or hypothesis to be addressed,
- A slide describing the overall approach you used to address the question.
- A “Methods” slide, but no details about the method unless your presentation is on the method.
- Slides present the research results obtained
- A final slide with the conclusions of the study
Effective tips for a slide presentation:
- Make your presentation readable from the back of the room about 30 meters away on a large screen. Your font size should be at least 18 points with a maximum of 10 lines of text per slide
- Put minimum amount of information on the slides to communicate ideas, not details. Elaborate on details during discussion period if asked
- Graphs communicate ideas more quickly than tables. A table from a published article is much too detailed for a slide presentation. If you must use a table, include only the important details. Photographs may be effective as well
- Review your slides on a different computer from that on which they were originally prepared, especially if you prepared it on a Macintosh, to ensure the backgrounds, graphics, and linked images appear properly.
- We strongly encourage presenters to rehearse before the meeting to ensure that you finish within the allotted time and that the message of your presentation is clear
Presentation slides upload
- Platform presenters will receive a link via email in September to upload their presentations.
- The presentation file to be uploaded must be named with the presenter’s Presentation ID which will be sent to together with the presentation guidelines via email early August. For your benefit, see instructions on how to upload a presentation file using a link.
- Presenters are required to upload their presentation files (PPT, PPTX, PDF) by 23:59 UTC the day before their onsite presentation is scheduled.
At the meeting
- Be in the session room at least 20 minutes before the beginning of the session and introduce yourself to the session chair(s). Presenters are recommended to bring their presentation data by a USB memory stick as a backup.
- Stay on schedule. You have been allocated 12 minutes for presentation, including discussion. Session Chairs will not allow extra time!
Poster Presentations
Poster Presentation Guidelines
- Each poster board has two sides and is approximately 240cm in width x 120cm in height, which is allotted for posting 2 posters side-by-side. See poster board guide.
- The orientation format for posters is A0 Portrait style NOT landscape. Poster maximum size is 84.1cm width and 118.9cm height.
- Please ensure that your poster does not exceed 90cm width!
Helpful tips for poster presentations
- Feel free to bring your poster printed on paper or fabric.
- Affix an envelope to the poster board where people can leave their business cards for requests for more information. If possible, provide hand-outs of your poster and your own business card.
- Your poster should cover the KEY POINTS of your work. The ideal poster is designed to:
- Attract attention
- Provide a brief overview of your work
- Initiate discussion and questions
- The poster should:
- Be readable from a distance of 2 metres. Use standard fonts/typefaces (e.g. Arial, Helvetica, Times New Roman)
- Convey a message without an oral explanation. Short, “bulleted” statements are preferred
- Avoid excessive use of organisation logos or advertisements.
- Consider using an innovative format that prominently features the conclusion in its design.
At the meeting
- Poster presenters should bring their printed poster to the designated poster area in the exhibition hall for a full-day display. Poster sessions will take place in Syndicate Room 4.
- Posters are displayed from 8:00–18:00 UTC. The two letters in the poster code represent the day the poster will be displayed, and the number indicates the allotted spot for the poster on the poster board. For example, poster Mo002 will be displayed on Monday on spot 2 on the poster board.
- Posters should be fixed to boards with double sided adhesive tape. This will be provided at the poster area.
- Be prepared to stand by their poster during all cocoa and lunch breaks.
- Presenters should display posters ONLY on the assigned day
- Presenters are responsible for the setup and removal of the poster:
- Poster Setup: Monday from 8:00-8:45 UTC and Tuesday-Wednesday from 8:00-8:55 UTC
- Poster removal: Monday-Tuesday: 18:00-19:00 UTC and Wednesday from 14:30–15:00 UTC
- The presenters will not take responsibility for loss or damage of posters which are not removed by authors after 19:00 UTC on Monday and Tuesday and 15:00 UTC on Wednesday.
Poster Spotlight Presentations
Poster Spotlight Presentation Guidelines
- A poster spotlight presentation is scheduled in the platform session associated with your poster session. The spotlight should summarise the highlights of your poster briefly – 4 minutes – with the help of no more than three slides. Poster spotlight presenters are encouraged to invite the audience to visit the poster in the exhibition area.
Helpful platform presentation tips
A slide presentation should include:
- A title slide
- A slide stating the question or hypothesis to be addressed,
- A slide describing the overall approach you used to address the question.
- A “Methods” slide, but no details about the method unless your presentation is on the method.
- Slides present the research results obtained
- A final slide with the conclusions of the study
Effective tips for a slide presentation:
- Make your presentation readable from the back of the room about 30 meters away on a large screen. Your font size should be at least 18 points with a maximum of 10 lines of text per slide
- Put minimum amount of information on the slides to communicate ideas, not details. Elaborate on details during discussion period if asked
- Graphs communicate ideas more quickly than tables. A table from a published article is much too detailed for a slide presentation. If you must use a table, include only the important details. Photographs may be effective as well
- Review your slides on a different computer from that on which they were originally prepared, especially if you prepared it on a Macintosh, to ensure the backgrounds, graphics, and linked images appear properly.
- We strongly encourage presenters to rehearse before the meeting to ensure that you finish within the allotted time and that the message of your presentation is clear
At the meeting
Poster spotlight presentation
- Be in the session room at least 20 minutes before the beginning of the session and introduce yourself to the session chair(s). Presenters are recommended to bring their presentation data by a USB memory stick as a backup.
- Stay on schedule. You have been allocated 4 minutes for your spotlight presentation.
Poster presentation
- Poster spotlight presenters should bring their printed poster to the designated poster area in the exhibition hall for a full-day display. Poster sessions will take place in Syndicate Room 4.
- Each poster board has two sides and is approximately 240cm in width x 120cm in height, which is allotted for posting 2 posters side-by-side. See poster board guide.
- The orientation format for posters is A0 Portrait style NOT landscape. Poster maximum size is 84.1cm width and 118.9cm height.
- Please ensure that your poster does not exceed 90cm width!
Helpful tips for poster presentations
- Feel free to bring your poster printed on paper or fabric.
- Affix an envelope to the poster board where people can leave their business cards for requests for more information. If possible, provide hand-outs of your poster and your own business card.
- Your poster should cover the KEY POINTS of your work. The ideal poster is designed to:
- Attract attention
- Provide a brief overview of your work
- Initiate discussion and questions
- The poster should:
- Be readable from a distance of 2 metres. Use standard fonts/typefaces (e.g. Arial, Helvetica, Times New Roman)
- Convey a message without an oral explanation. Short, “bulleted” statements are preferred
- Avoid excessive use of organisation logos or advertisements.
- Consider using an innovative format that prominently features the conclusion in its design.
- Posters are displayed from 8:00–18:00. The two letters in the poster code represent the day the poster will be displayed, and the number indicates the allotted spot for the poster on the poster board. For example, poster Mo002 will be displayed on Monday on spot 2 on the poster board.
- Posters should be fixed to boards with double sided adhesive tape. This will be provided in at the poster area.
- Be prepared to stand by their poster during all cocoa and lunch breaks.
- Presenters should display posters ONLY on the assigned day
- Presenters are responsible for the setup and removal of the poster:
- Poster Setup: Monday from 8:00-8:45 UTC and Tuesday-Wednesday from 8:00-8:55 UTC
- Poster removal: Monday-Tuesday from 18:00-19:00 UTC and Wednesday from 14:30–15:00 UTC
- The presenters will not take responsibility for loss or damage of posters which are not removed by authors after 19:00 UTC on Monday and Tuesday and 15:00 UTC on Wednesday.