The European Society
of Human Genetics

Poster presentations

Information for presenters

Poster Presentations

Important

  • If you are not able to present your poster, you are kindly requested to contact the organising office as soon as possible (conference(at)eshg.org).
    Authors who do not notify the organising office of their cancellation ahead of the meeting and fail to present their poster, will be banned from presenting an abstract at the 2017 meeting in Copenhagen.
    Therefore should you be unable to attend the meeting, please indicate 
    - the name of a co-author who  will present the paper. Important: One person can only present one poster!
    - if the abstract should be withdrawn (and will not be published in the abstract book),

    Your help in saving costs substantially by avoiding empty poster boards is highly appreciated.

 
IMPORTANT: Note that the presentation at the meeting will be the condition for the publication of the abstract in the electronic supplement of the European Journal of Human Genetics.

Schedule for display, mounting and removal

  • Posters will be on display from Saturday, May 21 (09:30 hrs) to Monday, May 23 (17:45 hrs). The organisers cannot assume any liability for loss or damage of posters displayed in the poster area. 
     
  • Poster mounting will be possible on: Saturday, May 21 from 09:30 hrs onwards
     
  • Removal times for the different groups:
    Groups A-C: Monday, May 23, 2016 from 16:45 hrs
    Group D: Monday, May 23, 2016: 17:45 - 18:00 hrs
    Posters that will not be removed by Monday, May 23, 2016, 18.00 hrs, will be removed by the staff, will not be kept or mailed to the author after the meeting, but will be discarded.
     
All details on your poster presentation (e.g. Poster board number, schedule for poster discussion) will be sent in the first week of May 2016.

Presence at Posters

In order to enable discussion and interaction with other participants, the presence at your poster board of you or one of your group will be mandatory between:

  • Poster Group A: 10.15 and 11.15 hrs on Sunday, May 22 for posters with board numbers ending with "A" (e.g. P01.01A, P01.03A - this refers to your final poster board number - not the abstract control number!)
       
  • Poster Group B: 16.45 and 17.45 hrs on Sunday, May 22 for posters with board numbers ending with "B" (e.g. P01.01B, P01.03B - this refers to your final poster board number - not the abstract control number!)
     
  • Poster Group C: 10.15 and 11.15 hrs on Monday, May 23 for posters with board numbers ending with "C" (e.g. P01.01C, P01.03C - this refers to your final poster board number - not the abstract control number!)
     
  • Poster Group D: 16.45 and 17.45 hrs on Monday, May 23 for posters with board numbers ending with "D" (e.g. P01.01D, P01.03D - this refers to your final poster board number - not the abstract control number!)

Format

  • Only posters in portrait format can be mounted.
  • The usable surface on the poster board will be 90 cm width x 150 cm height (approx. 35 x 59 inches).
     
  • Only adhesive tape can be used to mount posters. Material will be available onsite.

Important Guidelines

  • Due to EACCME regulations, authors are requested to disclose possible conflicts of interest on the poster.
     
  • When presenting data and health information (including photos) all presenters must have informed consent compliant with human subjects and applicable regulations.
     
  • Posters should stimulate discussion, not give a long presentation. Therefore, keep text to a minimum, emphasize graphics and make sure every item is necessary.
     
  • Include the title of your presentation. The ESHG will not post the abstract titles on display boards.
     
  • The lettering of the poster heading should be at least 2.5 cm high. Detailed information should be provided in a smaller type, but remember that your text must be easily readable from distances of at least 1 meter.
     
  • Optional Materials: If you wish, you may prepare handouts for distribution to interested colleagues.
    Alternatively you may include a QR code on the poster which would trigger a download of the handouts (WIFI is available in the poster area).
    Some authors may also wish to provide business cards/contact information.
    Your passport photograph on the poster may facilitate contacts during the congress.
     
  • For additional assistance in preparing your poster, there are a number of excellent resources available online. For more information, type “scientific poster preparation guidelines” into your internet search engine.

Poster Printing Service

The ESHG again offers a poster printing service for all poster authors. This service enables poster authors to upload & order their poster online prior to the conference and have it ready for pick-up on site at the ESHG Conference in Barcelona. 

In case of emergency (lost posters etc.) the ESHG also offers the possibility of onsite orders. Please contact the Poster Printing Service Desk onsite with your printing data. The poster will then be available within 24 hours.

Pricelist

The opening hours of the Poster Printing Service Desk on site are:

Saturday, May 21    09:30 - 18:30
Sunday, May 22      09:00 - 17:45
Monday, May 21     09:00 - 17:45

Contact eshg(at)support.ctimeetingtech.com for further information!

 

 

Oral Presentations

Important

  • If you are not able to present your talk for any reason, you are kindly requested to contact the organising office immediately and to notify them of any change of presenter or withdrawal.

Speaking Time

The chairpersons of your session will be strict in allowing no more than the time allotted to your paper. Remember to allow some time for the changeover of speakers and chairperson's introduction, and for questions and discussion.

  • For 15 minutes slots (in concurrent sessions) a maximum of 12 minutes speaking time.

Please rehearse your talk to make sure it will fit comfortably into the available time.

Please note that, as a rule, presenters can show a (final) slide with all acknowledgements, however, in view of the short time available, names cannot be read to the audience.

Commercial Disclosure information

Due to new EACCME regulations, authors are requested to disclose possible conflicts of interest on the first slide. An example slide can be found here.

A conflict of interest is any situation in which a speaker or immediate family members have interests, and those may cause a conflict with the current presentation. Conflicts of interest do not preclude the delivery of the talk, but should be explicitly declared. These may include financial interests (eg. owning stocks of a related company, having received honoraria, consultancy fees), research interests (research support by grants or otherwise), organisational interests and gifts.

If you have nothing to disclose, please state “I have no commercial disclosure” instead of the table.

Projection and Technical Setting

PowerPoint is the only communication tool available in all session halls. Overhead projection, slide projection or flipcharts is not available.

  1. Speakers are kindly asked to observe that only computers provided by the congress may be used for showing your presentations. All PowerPoint presentations must be handed in at the preview centre.
     
  2. All presentations are loaded into a PowerPoint handling system that will store and distribute your presentation to the session hall in time for your session.
     
  3. All PowerPoint presentations should be handed in at least 2 hours before the session starts.
     
  4. Please check your presentation carefully on the preview room computer assigned by the staff before the final sign off.
     
  5. The professional staff of the preview centre will load your presentation into the system so that it will be available on the computer in your session hall when you come to speak.
     
  6. If you are doing more than one speech during the congress, you may upload all your presentations at the same time and they will be sent to their corresponding session halls at the time of your sessions.
     
  7. The PowerPoint handling and distribution system is optimized for MS PowerPoint 2007 (Office 2007) and “*.pdf” (Adobe Acrobat)-files. The uploading of  “DVD-Movies” is not supported.
     
  8. The supported data media are: CD, DVD (as Data-storage-medium) and USB-Memory Key. You may want to carry a second key/CD as a back-up in case there is any insoluble technical problem.
    All needed files (including the movie files!) - have to be saved on the data media.
    Presentations can also be taken off speakers notebooks at the Preview centre.

  9. The fonts that are used in the presentations should be "Latin-based fonts“. If the speaker needs special fonts, they should be stored as "embedded fonts“ with the presentation (File -> save as "name of presentation“ and under "tools“ ->save options mark the checkbox "embed True type fonts“ and select "embed all characters“).

  10. When using mathematical symbols please use these which are available under Latin fonts (unicode or DOS: Western Europe). These can be shown without any problems in Office 2007.
     
  11. As format for embedded movies “MPEG2 - movies” are preferred (but can also be *.avi, *.wmv ). If Codecs are used, the Code package DIVx in the current version, which can be found under  www.divx.com, should be chosen.
     
  12. Presentations should be saved as "*.ppt“, “*.pptx” ( = PowerPoint) or "*.pps“,*.ppsx“ (=PowerPoint Slideshow) - file and movies as separate files on the data media.
     
  13. The computers and projectors will be set up and optimised for 1024 x 768 resolution (ratio 4 : 3).

 

These guidelines should be seen as a matter of improving the effectiveness of the Preview System and in consequence also the speakers comfort.

General hints and tips

Like all of us, you will have sat through many conference talks, some good and some bad. We have all been to talks which failed to communicate their message because the speaker spoke impossibly fast, perhaps in a very indistinct way, or flashed through large numbers of slides so crammed with detail that nobody could follow them. So please:

  • Make yourself known to the chairpersons and/or the room assistant in your session room before the beginning of the session.

  • Remember that the vast majority of the audience are not native English speakers - speak clearly (whether or not English is your native tongue) and not too fast
     
  • Plan an average of no more than 1 slide per minute, in most cases
     
  • Keep your Powerpoints simple. In text slides, use no more than seven lines per slide, with ample space between the lines, and no more than seven words per line in suitably large lettering
     
  • Leave sufficient space between the text and the edge of the slide/screen. Some data projectors may not display the very border of the slide/presentation.
     
  • Geneticists have no excuse to forget that one male in 12 is red-green colour blind.