Formats and Guidelines

Presentation Guidelines

Presentation Guidelines

Presenter Responsibilities

  • To provide an open and professional forum for scientific exchange, all attendees are expected to adhere to the highest standards of integrity and professionalism. It is critical that you adhere to all SETAC policies, including the code of conduct and code of ethics. Presenters are expected to disclose conflicts of interest, both obvious or those that could be perceived by the scientific community as such, as well as research funding or support from others. Please note that SETAC does not allow presentations that are advertisements of a service or products.
  • Presenters can use the no recording icon on their slides or poster to discourage content copying. Further, please understand that while SETAC will respect the use of these icons, there is no way for SETAC to proactively enforce compliance with the policy. Therefore, you are encouraged to censor any material you do not wish to share publicly.
  • SETAC does NOT retain copyright on presentations. However, upon submission of a presentation, presenters grant SETAC permission to use, reproduce, display, distribute from the presentation. For instance, SETAC can report on presentations in SETAC communication outlets (e.g., newsletters, social media).

Presentation Formats

Presentations are offered in two formats: posters and oral platform talks.

Oral Platform Talks

Oral Platform Talks

Oral platform talks are given at the meeting with the aid of slides. Abstracts and slides must be in ENGLISH but the presentation can be given in any of the three official languages (Spanish, Portuguese or English).

The ideal format for slide presentations is panoramic 16:9.

Each presentation abstract can only have one person listed as the presenter and that person must be registered for and attend the meeting. The presenter is responsible for uploading the slides to laptops at the meeting.

Should circumstances prevent you from making your presentation, you must arrange for a substitute and you must notify SETAC (latin-america-meeting@setac.org).

Oral platform sessions consist of 15 minutes slide presentations per session plus 5 minutes for questions. Chairs will introduce the presenters, strictly control of the presentation time and facilitate questions after each presentation.

Posters

Posters

Poster presentations are displayed at the meeting. They should be brought to the meeting printed and ready to be displayed. Posters must be in ENGLISH but the presentation can be given in any of the three official languages (Spanish, Portuguese or English).

Each abstract has one person listed as the presenter and that person must be registered for and attend the meeting. The presenter is responsible for the proper assembly, mounting and presentation of the poster. The presenter should be available to discuss the content of their poster with participants during poster session times. 

Should circumstances prevent you from making your presentation, you must arrange for a substitute and must notify SETAC (latin-america-meeting@setac.org).

SETAC poster presentation

Each poster display should be 90 cm wide x 150 cm tall, mounted vertically. All poster material should be confined to the space provided. Presenters can hang their poster starting at 8.30 a.m. the day of their presentation. Poster viewing is throughout the day, and presenters are expected to attend their poster during most of the lunch break and the poster sessions. Posters must be removed immediately at the end of each day, so that the boards may be prepared for the next day. The poster board surface is rigid so double-faced tape can be used to mount the poster. Volunteers will be present in the exhibit hall and available to provide assistance and answer any questions.

 

Presentation Content Tips

  • Aim for clarity and simplicity.
  • Be clear and concise in all statements.
  • Use bullets and keep text to a minimum.
  • Ensure that lettering and numbering is readable (i.e., not excessively small font).
  • Use simple backgrounds so as not to distract from the message.
  • Deploy graphs to convey trends, comparisons and relationships.
  • For specific tips on posters presentations see this article in the SETAC Globe.

Publications

  • All accepted abstracts are published in the meeting abstract book.  SETAC retains the rights to all material published therein.
  • If you are interested in additional opportunities to publish your work, SETAC offers additional opportunities before and after the meeting.

Session Chair Guidelines

Session Chair Guidelines

Session Chairs are expected to register and attend the meeting in order to chair the session. SETAC does not provide financial assistance for chairing a session.

Sessions are developed in collaboration between sessions chairs and the program committee, who are required to adhere to all SETAC policies, including the Code of Ethics and Code of Conduct as well as Participants Policy. This is inclusive of SETAC’s Open Science and Confidentiality Policy and, as such, unpublished material in a submitted abstract is confidential and shall not be used or otherwise disseminated until published, and then with appropriate attribution as well.

Session Review

The fact that a session is included in the call for abstracts does not guarantee that the session will be programmed at the biennial meeting. Depending on the number of individual abstracts received, the Organizing Committee will decide on the format and length of the session (number of time blocks). Moreover, it may happen that the session will be merged or cancelled if only a limited number of abstracts are received. The final session schedule will be announced in May.

During the Meeting

Session chairs are expected to interact with presenters in all associated session (talks and posters) in their sessions and make them feel welcome and included.

Chairs are expected to enforce the SETAC Code of Conduct during the meeting.

Oral Platform Session (Talks)

Platform sessions

At the beginning of the session, chairs should briefly introduce themselves, stating the session title and the session duration.

Prior to the start of the session, the chair should:

  • Arrive 20 minutes before the starting time of the session. We have asked presenters to arrive 20 minutes early and introduce themselves to the session chair(s).
  • Check that presentation slides for all presenters in the session are available on the presenter’s laptop. A volunteer will be available in the session room for assistance and will check the following: that presentation files are ready, manage the presenter and audience microphones, and assist with any general technical issue related to the presentation.

At the start and during the session, the chair should:

  • Welcome the audience and presenters, and provide a 3-minute introduction summarising the theme and objectives of the session.
  • Introduce the presenter by name and affiliation and then announce the talk title.
  • Keep the schedule and talk timing according to the overall program. Should there be a missing presenter, the session chair should engage the audience in a discussion until the next scheduled presentation.
  • Formulate a question to ask each speaker ahead of time, particularly if there are none from the audience.
  • Ensure that the session runs smoothly. If for any reason the Q/A period becomes unprofessional, please attempt to refocus the discussion.

Poster Session (Posters)

Poster sessions

The presenters will receive instructions on where and when to hang up their poster. Each poster board will be identified by a poster number.

As a poster session chair:

  • The presence of session chairs is not needed during the poster set-up;
  • Check all displayed posters for appropriateness;
  • Encourage attendees to view the posters in your session.

During the poster session, the chair should:

  • Ensure posters are attended by authors. Presenting authors have been asked to stand by their posters during the poster break. Please note any unattended display. Chairs are not required to stand by the poster boards in their session the entire day, however we do ask that one of the chairs visit the posters periodically.
  • Interact with each poster presenter and help facilitate interaction between presenting authors.
  • Ask for feedback from authors and attendees.

 

In case of any questions, please contact latin-america-meeting@setac.org