Presentation Guidelines

General information
Instructions for On-site Oral Presentations/Presentations as part of a Symposium/Flashlight Presentations
Instructions for On-line Oral Presentations
Instructions for On-site Poster Presentations
Instructions for On-line Poster Presentations
Guidelines for Uploading Videos
Guidelines for Uploading Files
Prerecording your Presentation
Slide Template(not mandatory)

For any clarification or additional information regarding the Presentation Guidelines please contact us at nicolas@easyconferences.eu

1. General Information

EHPS 2023 will be an in-person event with remote passive participation.

We are hosting an in-person (on-site) meeting in Bremen and offer the option of passive on-line presentation (with pre-recorded presentations or posters)
Every session on the program, except the poster sessions, will take place in a dedicated physical room at the congress venue and will be live streamed into a dedicated zoom room. This way, each session can be attended physically and watched remotely.
On-line presentations will be included in the regular program, and pre-recorded videos, prepared by each online presenter and posted on the conference platform, will be played during the in-person session.
Each room at the conference venue will be supported and attended through:

(1) The session chair (this person will introduce the sessions and speakers, ensure the speakers keep to time within a session, and manage questions and answers/discussion),

(2) A room manager (a person appointed by the Local Organizing Team to assist with practicalities within the room and assist if needed in managing online Q&A)

Delegates presenting an online presentation, either as part of a regular oral presentation session or as part of a symposium will need to pre-record their presentation in advance of the conference and upload it to the conference platform. Instructions on how to do can be found at the end of this page.

Poster presenters have the option of presenting their poster on-site or on-line. All poster presenters will be asked to upload a version of their poster onto the conference platform.
On-line poster presenters can have their poster printed by the organizers for a fee. These posters will be put up during the allocated on-site poster session by the conference organizers.
On-line poster presenters will be able to interact with others through the “Join the discussion” button on the conference platform.
Conference session chairs, facilitators and discussants are required to be at the conference in-person (they cannot participate online).
The Conference Platform (where all submissions will be accessible) will be available to all registered participants.
A General Email with all the details needed to participate in the conference will be sent to all registered participants the week before the start of the conference.

2. Instructions for On-site Oral Presentations/Presentations as part of a Symposium

Before the Conference

You have fifteen minutes for your presentation slot (seven for Flashlights), including Q&A. You should time your talk for ten minutes (five for Flashlights), which will allow four minutes for questions and discussion (two minutes for Flashlights) and one minute for presenter change-over. It will be much easier for you to keep within your allocated time if you practice your presentation before the conference.
All rooms at the venue will be equipped with a laptop, which will be used for broadcasting each on-site presentation. Bring your presentation on a USB stick in PDF or PPT format and save a copy of your presentation in your email so that it is stored online.
Presentation Format: PowerPoint Presentation / Keynote / PDF format should be set to either 4:3 or 16:9 ratio.
Make a note of the room and the time of the session in which you’re presenting.

At the Conference

Familiarize yourself with the room where you’ll be presenting.
Please arrive at the room where you are presenting a minimum of 10-15 minutes before the start of your session: each session contains six presentations (or for symposia typically five presentations plus a discussant).
A member of the organizing team will be in each room to assist with technical issues and to help you upload your presentation onto the laptop in use in that room, prior to the start of the session. Presentations from your personal laptops will not be possible.
Please save your presentation as “Name of Presenter_Date_Time_First four words of Title”. For example: Smith_24August_0900_RandomisedControlledTrialOf.pptx (or .ppt).
Introduce yourself to the chair of your session and confirm your name details and the title of your talk.
The physical rooms will be fully equipped with a computer, a camera, and speakers.
Since EHPS 2023 presentations will be livestreamed, we kindly ask you to be aware of the online participants and adjust your position and volume for their benefit as well.
Please do not exceed your allocated talk time of ten minutes. We know how difficult it is to keep to time when you are talking passionately about your research, your session chair will notify you with your remaining time at various intervals. We have instructed the session chairs to adhere to the timetable strictly.
Q&A will be coordinated by the session chair.
At the end of the session, please take any presentation materials away with you. Anything left at the end of the conference will be sent for recycling.

3. Instructions for On-line Oral Presentations

Before the conference

Delegates presenting an oral presentation on-line are required to prerecord their presentation and upload it to the Conference Platform at www.easyacademia.org/ehps2023 by the 21^st of August 2023.
On-line presenters, like on-site presenters, have fifteen minutes for their presentation. You should time your talk for ten minutes, which will allow four minutes for presenter change-over.
The video should not exceed 10 minutes or 100 mb in size and should be made preferably with PowerPoint video, or as an alternative, with Zoom. Make sure that your contact details are visible long enough for on-site participants to be able to contact you.
Optional: If you wish you can also upload your presentation (PPT OR PDF) on the conference platform.

At the conference

All presenters are required to attend their session online via Zoom. The conference platform will have buttons linking to each zoom room so there will be no need for the organizers to communicate to you the URLs or codes of each zoom room.
Your video will be played, through zoom, by a member of the support team, and will be viewable simultaneously to both on-site and on-line participants of the session.
Please see the instructions at the end of this page on how to record your video and how to submit your file.

4. Instructions for On-site Poster Presentations

Note: Recommended size is A0. Posters must be prepared as portrait, not landscape.

Before the Conference

All onsite poster presenters are required to upload to the conference platform at www.easyacademia.org/ehps2023 by the 21st of August 2023 the following:

A pdf file of their poster, A0 size. (Compulsory)
A video presentation of their work, with file size no bigger than 100mb. (Optional)

If you have ordered and paid for the printing of your poster you must upload the pdf file by the 15th of August.

Make a note of the room and the time of your poster session.

If you have not paid for the poster printing service through our registration system you will need to print your poster and bring it with you as the conference venue has limited printing facilities.
All poster sessions are interactive, so you need to prepare a brief and informal presentation. You will be expected to present your research in 3-4 minutes and answer questions on the content of your poster for a further 3-4 minutes.
We recommend that you prepare a handout with your details and your poster presentation (if possible, in an expanded form) to bring with you and give to interested delegates. Please print these and bring them to the conference since our venue will have limited printing capabilities.

Format of Your Poster

We recommend a size of 1188 mm high and 841 mm wide (DIN A0 size, portrait).
The font size of the title should be at least 80 points, bold face.
The font size of the section headers should be at least 32 points, bold face.
The font size of the body of the poster (abstract, introduction, objectives, methods, results, and conclusions) should be between 18 and 26 points.

Content of Your Poster

Focus your poster and your brief presentation on the following elements of your study: (1) Background – why?; (2) Methods – how?; (3) Results – what?; and (4) Conclusions – so what?
We recommend that you prepare the text of your poster as short sentences and paragraphs or even as bullet points and break up the text as much as possible with visual aids such as graphs, diagrams, tables, charts, or figures as appropriate. This should make your poster more attractive and easier to read.
Make sure that your title, author(s) and affiliated institution(s) are clearly visible at the top of your poster. It is common practice to include your institution logo on the left corner of your poster.
Your poster will receive a number in the scientific program, but you don’t need to print this number on your poster. You will need to be aware of this number, though, since your poster board in the room will have the same number.

At the Conference

Please put up your poster at the start of the day.
Your poster session has a designated chair, who will ask all presenters in turn to give their presentation (3-4 minutes) and respond to questions from the audience (3-4 minutes). After all presentations have concluded, your chair will lead a short discussion among presenters and audience.
Your audience will include other presenters in your session and other interested delegates.
Please stay with your poster during the whole poster session to answer any questions from delegates who were unable to attend your presentation.
Take your poster down at the end of the poster session. We will remove and recycle any posters left after the end of the poster session.
After you upload your material on the conference platform your work will be available for viewing and commenting through the “Join the Discussion” function for 3 months after the conference.

5. Instructions for On-line Poster Presentations

Before the conference

All on-line poster presenters are required to upload to the conference platform at www.easyacademia.org/ehps2023 by the 21st of August 2023:

A pdf file of their poster, A0 size. (Compulsory)
A video presentation of their work, 3 min long with file size no bigger than 100mb. (Optional)

If you have ordered and paid for the printing of your poster you must upload the pdf file by the 15th of August.

The above material will be accessible to participants just before, during the conference and for 3 months after the last day of the conference.

Format of Your Poster

We recommend a size of 1188 mm high and 841 mm wide (DIN A0 size, portrait).
The font size of the title should be at least 80 points, bold face.
The font size of the section headers should be at least 32 points, bold face.
The font size of the body of the poster (abstract, introduction, objectives, methods, results, and conclusions) should be between 18 and 26 points.

Content of Your Poster

Focus your poster and your brief presentation on the following elements of your study: (1) Background – why? (2) Methods – how?; (3) Results – what?; and (4) Conclusions – so what?
We recommend that you prepare the text of your poster as short sentences and paragraphs or even as bullet points and break up the text as much as possible with visual aids such as graphs, diagrams, tables, charts, or figures as appropriate. This should make your poster more attractive and easier to read.
Make sure that your title, author(s) and affiliated institution(s) are clearly visible at the top of your poster. It is common practice to include your institution logo on the left corner of your poster.

At the conference

The local organizers will print your poster, for a fee of 20 euro and put it up in the poster session. This service is available for booking through the conference registration system.
Interaction between participants and presenters will happen through the “Join the Discussion” function available for each poster in the conference online platform All participants will be able to comment or leave messages to the presenter through this field and each presenter will be able to respond to these comments if they choose to do so.
For the benefit of all poster session attendees a QR code for each on-line poster will be made available in all on-site poster sessions. This way all on-site participants will be able to access the on-line posters as well.
Please see the instructions at the end of this page on how to record your video and how to submit your file(s).

6. Guidelines for Uploading Videos

To submit your file please Log in to our system www.easyacademia.org/ehps2023 and select the submission for which you want to submit your document.
Click on “upload presentation”. In the next screen, please upload the video following the parameters below:
Videos should be in mp4 format in 1280 x 720p resolution or less.
File size upload limit: 100MB
Maximum duration: Oral presentations: 10 minutes; Poster presentations: 3 minutes
Note: Videos not following the provided parameters in the guidelines will not be accepted.

7. Guidelines for Uploading Files

To submit your file please Log in to our system www.easyacademia.org/ehps2023 and select the submission for which you want to submit your document.
Click on “upload presentation”. On the next screen, please upload your file in pdf format. Posters should be a single page/slide in A0 (portrait) size.

Please remember that each submission is accessible by the person who originally submitted it.

8. Pre-recording your Presentation

Instructions on how to record your talk (including voice over):

Zoom:

Please click here for further instructions and information on recording your presentation through Zoom.

PowerPoint:

First record your voiceover following these or these instructions
Then export your video including narrations following this guide
On export select HD (720p) as video quality

Deadline for video/poster uploading 21st of August 2023
If you have ordered and paid for the printing of your poster you must upload the pdf file by the 15th of August.

9. Slide Template

Click to Download