Presentation Guidelines
If you are a presenter, please read this information carefully.
Only onsite attendees will give live presentations. It is NOT possible to stream remote participants into the session room. Every onsite presenter must have registered for the onsite meeting. If you registered for the virtual conference, then your presentation will be available on-demand (with no live presentation).
All presenters (both onsite and virtual) have a personalised Q&A functionality associated with their abstract in the virtual meeting platform.
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.
Please choose your presentation type below to view detailed guidelines and the link to the upload entry.
- Onsite platform presenters should prepare a 12-minute oral presentation. It will be followed by a three-minute Q&A period, which will be moderated by the session chairs. We have created helpful presentation tips.
- Each session will be live-streamed and recorded. The video will be posted on the virtual meeting platform and be available for three months after the meeting. Onsite platform presenters will not be able upload a pre-recorded video of their presentation.
- Your specific presentation time, ID and session room can be found on the virtual meeting platform.
Presentation slides upload
- Each presenter received a unique upload link via email. You can also upload your entry in the User Portal. Please log in and go to ‘Assigned Entries’ to view the presentations you are associated with. Click on the presentation title in order to access the upload entry and upload your presentation.
- Presenters are required to upload their presentation slides (PPT, PPTX, PDF, max file size 500MB) by 23:59 IST the day before their onsite presentation is scheduled. If your file size exceeds the limit of the online upload module, please bring your presentation to the speaker-ready room and upload the file onsite.
- You can also visit the speaker-ready room to upload or to test the presentation the day before the session.
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).
- Stay on schedule. You have been allotted 12 minutes for presentation and three for discussion.
- Poster presenters should bring their printed poster to the poster area in the exhibition hall for a full-day display. There are no printing facilities at the venue, and we have not partnered with any printing vendors in Dublin.
- Poster presenters are also expected to share their poster with remote participants by uploading a PDF or an e-version of their poster to the virtual meeting platform by 24 April. Presenters can choose to upload a PDF or an e-poster. The e-poster is a file accompanied by narration such as an audio or video recording of no more than three minutes.
At the meeting
- Posters are displayed from 8:45–18:45. The two letters in the poster code represent the day the poster will be displayed, and the number is the number of the poster board. For example, poster Mo052 will be displayed on Monday on poster board 52.
- Poster orientation should be portrait, NOT landscape and size should be A0 (84.1 cm [33.11 in.] wide by 118.9 cm [46.81 in.] high). View more tips for poster presentations.
- Velcro discs will be provided in the exhibition hall, so you can hang your poster. Please do not use your own pins, tape or blu-tack.
- Presenters are responsible for the setup and take-down of the poster.
- Poster setup: 08:00-08:45 IST
- Poster take-down: MO-WE: 18:45-19:00 IST; TH 14:30–15:00 IST
- Posters that are not removed by the end of the day will be removed and destroyed.
- Be at your poster during the poster & networking breaks and poster socials to discuss your work with scientists visiting your poster.
Poster upload
- Each presenter received a unique link via email to upload a PDF or an e-version of their poster to the virtual meeting platform by 24 April. You can also upload your entry in the User Portal. Please log in and go to ‘Assigned Entries’ to view the presentations you are associated with. Click on the presentation title in order to access the upload entry and upload your presentation.
- Maximum file size is 200MB. See the helpful tips to create an e-poster.
- Poster presenters should bring their printed poster to the poster area in the exhibition hall for a full-day display. There are no printing facilities at the venue, and we have not partnered with any printing vendors in Dublin.
- Onsite poster corner presenters are also expected to share their poster with remote participants by uploading a PDF or an e-version of their poster to the virtual meeting platform by 24 April. The e-poster is a file accompanied by narration such as an audio or video recording of no more than three minutes.
- Onsite poster corner discussion sessions are scheduled from 18:00–18:45 on the same day as the regular poster exhibition. The discussion sessions take place around a digital screen where up to six presenters pitch their poster with either a pdf of their poster or a slide series. Session chairs will give a brief introduction and moderate the discussion with the audience. This session will neither be recorded, not live streamed.
At the meeting
Poster presentation:
- Posters are displayed from 8:45–18:45. The two letters in the poster code represent the day the poster will be displayed, and the number is the number of the poster board. For example, MO-052 should be displayed on Monday on poster board 52.
- Poster orientation should be portrait, NOT landscape and size should be A0 (84.1 cm [33.11 in.] wide by 118.9 cm [46.81 in.] high). View more tips for poster presentations.
- Velcro discs will be provided in the exhibition hall, so you can hang your poster. Please do not use your own pins, tape or blu-tack.
- Presenters are responsible for the setup and take-down of the poster.
- Poster setup: 08:00-08:45 IST
- Poster take-down: 18:45-19:00 IST
- Posters that are not removed by the end of the day will be removed and destroyed.
- Be at your poster during the poster & networking breaks and poster socials to discuss your work with scientists visiting your poster.
Poster corner discussion:
- The discussion sessions are located outside the exhibition area in the Foyers on Level 1, 2 and 3. The exact location can be found on the virtual meeting platform.
- Each poster or slide series (max 3 slides, PDF only) will be displayed electronically following the order in the programme. The screen is in portrait format and 49″ (61 cm [24.02 in.] wide by 108.5 cm [42.72 in.] high), and is not customised to the A0 format of the hard copy poster. The screen does not have a zoom functionality.
- Be at the poster corner location at least 10 minutes before the beginning of the discussion session and introduce yourself to the session chair(s).
File upload
- Each presenter received a unique link via email to upload their entries to the virtual meeting platform by 24 April. You can also upload your entries in the User Portal. Please log in and go to ‘Assigned Entries’ to view the presentations you are associated with. Click on the presentation title in order to access the upload entry and upload your presentation.
- Poster Corner presenters should upload:
- Their contribution for the poster corner discussion under “Upload Presentation Slides”. One poster or three slides in PDF, max file size is 500MB.
- The poster to be shared with the remote participants as a PDF or e-version. Maximum file size is 200MB. See the helpful tips to create an e-poster.
- Poster presenters should bring their printed poster to the poster area in the exhibition hall for a full-day display. There are no printing facilities at the venue, and we have not partnered with any printing vendors in Dublin.
- Poster spotlight presenters are also expected to share their poster with remote participants by uploading a PDF or an e-version of their poster to the online meeting platform by 24 April. The e-poster is a file accompanied by narration such as an audio or video recording of no more than three minutes.
- 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. Presenters are encouraged to invite the audience to visit the poster in the exhibition area. We have created helpful presentation tips.
- The session will be live-streamed, and a recording will be posted on the virtual meeting platform, which will be available for three months after the meeting.
At the meeting
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).
- Stay on schedule. You have been allotted four minutes for your spotlight presentation.
Poster presentation:
- Posters are displayed from 8:45–18:45. The two letters in the poster code represent the day the poster will be displayed, and the number is the number of the poster board. For example, MO-052 should be displayed on Monday on poster board 52.
- Poster orientation should be portrait, NOT landscape and size should be A0 (84.1 cm [33.11 in.] wide by 118.9 cm [46.81 in.] high). View more tips for poster presentations.
- Velcro discs will be provided in the exhibition hall, so you can hang your poster. Please do not use your own pins, tape or blu-tack.
- Presenters are responsible for the setup and take-down of the poster.
- Poster setup: 08:00-08:45 IST
- Poster take-down: MO-WE: 18:45-19:00 IST & TH 14:30–15:00 IST
- Posters that are not removed by the end of the day will be removed and destroyed.
- Be at your poster during the poster & networking breaks and poster socials to discuss your work with scientists visiting your poster.
File upload
- Each presenter received a unique upload link via email. You can also upload your entry in the User Portal. Please log in and go to ‘Assigned Entries’ to view the presentations you are associated with. Click on the presentation title in order to access the upload entry and upload your presentation.
- Poster spotlight presenters should
- Upload the poster to be shared with the remote participants as a PDF or e-version by 24. April. Maximum file size is 200MB. See the helpful tips to create an e-poster.
- Upload the presentation slides (PPT, PPTX, PDF, max file size 500MB) by 23:59 IST the day before their onsite presentation is scheduled. If your file size exceeds the limit of the online upload module, please bring your presentation to the speaker-ready room and upload the file onsite. You can also visit the speaker-ready room to upload or to test the presentation the day before the session.
Virtual-only presentation
Presenters of a virtual-only presentation can prepare either:
- A pre-recorded video presentation of 12 minutes or less. This presentation should be uploaded to the virtual meeting platform by 24 April. Maximum file size is 300MB. See the helpful tips to create a video presentation.
OR - A poster image or an e-poster. The e-poster is a file accompanied by narration such as an audio/video recording of max 3 minutes. The poster image, PDF or e-poster should be uploaded to the virtual meeting platform by 24 April. Maximum file size is 200MB. See the helpful tips to create an e-poster.
Each presenter received a unique upload link via email. You can also upload your entry in the User Portal. Please log in and go to ‘Assigned Entries’ to view the presentations you are associated with. Click on the presentation title in order to access the upload entry and upload your presentation.
Helpful tips onsite platform presentation production
- Each onsite platform presenter has 12 minutes followed by three minutes for questions & answers. Session chairs will enforce this limit. A general rule for timing is one minute per slide.
- A traditional slide presentation should include a title slide, a slide stating the question or hypothesis, and a slide describing the overall approach you used to address the question. A slide briefly describing methods should never include the details of the method, unless the purpose of the talk is to describe the method. The next several slides should present your results, and a final slide should summarise the conclusions of the study.
- Your PowerPoint presentation must be readable from the back of the room. Text should not exceed 8 lines.
- Make an effort to reduce clutter on PowerPoint slides. Prepare your slides to communicate ideas, not details. If attendees want details, they can ask you during the Q&A period.
- Graphs are best used to convey trends, comparisons, and relationships. A table from a published article is much too detailed for a slide presentation. Take the time to think about what conclusion you want to present from the table and present it as concisely as you can, to communicate that idea. A graph or photograph may better communicate your data.
- Use horizontal position (landscape) for all PowerPoint slides. Both aspect ratios 16:9 (optimal) and 4:3 are compatible with the screen size.
- 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.
- Review your presentation on a different machine from which it was originally prepared, especially if you prepared it on a Mac, to ensure the backgrounds, transitions, video clips, graphics and linked images appear properly. Feel free to make use of the speaker-ready room to test at the meeting.
Helpful tips ONLINE poster presentation production
- PDF files of posters are welcome.
- The maximum file size is 200 MB.
- Use JPG or PNG file formats for embedded images.
- Do not use animations or videos in your file.
- The virtual meeting platform provides a tool to make your poster more interactive. Follow the guidelines provided during the presentation upload. You can also add an optional video to your ePoster.
- Save space for controls in the lower right-hand corner of your poster and avoid important information in this area.
- To keep file size low, export your files for online viewing instead of printing when prompted. Your typical screen resolution is 72 dpi (print is 300 dpi).
- Use the “save as” function in PowerPoint to save your poster as a PDF file. The print-as-PDF option may make your poster blurry.
- Poster files cannot contain embedded links, but presenters can upload supplementary information, such as a PDF handout with embedded links in PDF, when uploading materials to the platform.
Helpful tips ONSITE poster presentation production
- 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.
- Consider using an innovative format that prominently features the conclusion in its design.
- The poster should:
- Be legible from two meters (six feet) away.
- Convey a message without an oral explanation.
- Avoid excessive use of organisation logos or advertisements.
Helpful tips virtual video presentation
Video Presentation
- Aspect ratio of 16:9 is preferred while 4:3 is acceptable.
- Accepted file formats include MP4, AVI, WMV and M4V.
- The maximum duration is 12 minutes. Shorter presentations are welcomed if they are deemed enough to convey the message.
- The maximum file size is 300 MB.
- Presentation orientation should be landscape.
- Video files will be available for viewing only, not downloadable. Do not record your screen with a higher resolution than 1920 x 1080. You can view instructions for changing computer resolution in Mac and Win 10.
- Presentations should include a voice-over or a video insert of the presenter speaking.
- If you place a video of the presenter speaking, be sure to not place content on your presentation in that area.
- We recommend that you may want to add transcription or closed captions for your audio. This will make your presentation much more accessible to a larger audience, including people with hearing disabilities.
Screen Recorders
For Mac: Use the screen recording feature built into Keynote (included with most Apple devices) and submit the resulting M4V file. To edit the recording created with Keynote, we recommend iMovie (included with most Apple devices). Please save your file as MP4 using 1080p resolution, quality high and compress to the best quality.
For Windows or Mac:
- Use TechSmith Snagit (free 15-day trial) and submit the MP4 recording.
- Use the Zoom Meeting application (free account) and submit the MP4 recording.
- Consider sharing your Powerpoint or Keynote presentation as a Virtual Background for a more immersive experience. This allows your participants to view your video imposed directly on the screen share. It also allows you to manage your presentation directly from within the Zoom meeting controls.
- PowerPoint recordings are also accepted, but Snagit or Zoom recordings are preferred due to their file size and performance.
Helpful tips e-poster
- PDF files of posters are welcome.
- The maximum file size is 200 MB.
- Use JPG or PNG file formats for embedded images.
- Do not use animations or videos in your file.
- The online meeting platform provides a tool to make your poster more interactive. Follow the guidelines provided during the presentation upload. You can also add an optional video to your ePoster.
- Save space for controls in the lower right-hand corner of your poster and avoid important information in this area.
- To keep file size low, export your files for online viewing instead of printing when prompted. Your typical screen resolution is 72 dpi (print is 300 dpi).
- Use the “save as” function in PowerPoint to save your poster as a PDF file. The print-as-PDF option may make your poster blurry.
- Poster files cannot contain embedded links, but presenters can upload supplementary information, such as a PDF handout with embedded links in PDF, when uploading materials to the platform.