The European Society
of Human Genetics

Info for presenters

Information for presenters

Please select your presentation type:

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.

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.

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.

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.

Oral Presentations

Important Guidelines

  • Due to new EACCME regulation, 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. 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.

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 made available.

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:

  • 10.30 and 11.30 hrs on Sunday, June 1 for posters with odd board numbers
    (e.g. P01.001, P01.003 - this refers to your final poster board number - not the abstract control number!)
     
    or
     
  • 10.30 and 11.30 hrs on Monday, June 2 for posters with even board numbers
    (e.g. P01.002, P01.004 - this refers to your final poster board number not the abstract control number!)

Schedule for display, mounting and removal

  • Posters will be on display from Saturday, May 31 (8.30 hrs) to Monday, June 2 (17.30 hrs).
     
  • Poster mounting will be possible on: Saturday, May 31 from 08.30 hrs onwards
     
  • Removal will be possible on: Monday, June 2 from 13.30 hrs - 17.30 hrs strict! Access after this time is not possible!
    Please note that posters not removed until then, will be taken down by the staff of the conference center and will not be stored or sent to the authors after the meeting.
     
  • All further details on your poster presentation (e.g. Poster board number, schedule for poster discussion) will follow by email in the second week of May 2014.

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 submitting an abstract at the 2015 meeting in Glasgow.

    Therefore should you be unable to attend the meeting, please indicate whether
    - one of the co-authors will present the paper (note that one person can only present one poster!),
    - the poster will not be presented, but the abstract should remain in the electronic publication.
    - the abstract should be removed from the abstract book (complete withdrawal),

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

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 Milan. 

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 31   08:30 - 19:00
Sunday, June 1       08:00 - 18:00
Monday, June 2      08:00 - 18:00

Contact eshg(at)webges.com for further information!

 

 

Poster Presentations