Information for Presenters
ESREL 2022 is primarily and in-person conference, with only one room being streamed online for online attendees. However, in recognition of travel restrictions and to remain cautious with regard to Covid-19, online presentation has been facilitated for those presenters who cannot attend in person.
Presenters, please refer to your confirmation email from firstname.lastname@example.org which confirms whether you are registered as an in-person or online presenter. Online facilities have only been set up for those who are pre-registered to present remotely.
Oral abstract presentations have been allocated 20 minutes each - 15 minutes for presentation, 5 minutes for Q&A.
Please, keep to the scheduled times so that the conference can run smoothly and participants can attend the talks they wish to see. Session chairs have been asked to keep exactly to the timetable.
Please click the links below to jump to the relevant speaker instructions for your presentation type.
(Presenters attending the conference in Dublin, in person)
In-person presenters are asked to please check their slides in with the technician onsite as soon as possible and at least ONE HOUR before your session begins. Note that the speaker prep room can be busy at times, so please give plenty of time to check your slides in and give priority to speakers who are presenting sooner than you are.
The technician will be located in the Speaker Preparation room (left of the registration desk) during the following times.
Sunday 17.00 - 20.00
Monday 08.00 - 17.00
Tuesday 08.00 - 17.00
Wednesday 08.00 - 17.00
Thursday 08.00 - 15.00
Each speaker can bring their presentation to the Speaker Preparation Room with a memory stick (or USB flash drive) or on their laptop.
Presenters are encouraged and expected to bring their own memory device to the Speaker Preparation Room, where they will have the opportunity to review their presentations or make any last-minute changes. During this time, you are able to edit your presentation. As well, please verify that all fonts appear as expected and that all sound or video clips are working properly.
Stop by the Speaker Preparation Room prior to your presentation!
Take the time to review, rehearse, and finalize your presentation.
Include any external files that are utilized in the same folder as your presentation – e.g. movie files.
When creating your media for transportation, copy the entire folder to your memory device - It is highly recommended to make a backup copy of your files and transport your media in a separate piece of luggage.
Note: If you have movies in your presentation, it is important that you verify the file in the Speaker Preparation Room before the time of your presentation. In the instance that you are using PowerPoint 2010, which allows for embedding of video into the PowerPoint presentation, it is suggested that you bring the separate video files with you – in case of any issues.
AT THE EVENT
Collect your badge at registration and ask to be directed to the Speaker Preparation Room
Check in your slides with a technician as early as possible and at least one hour before the session is due to begin
15 minutes before your session begins, please meet your room manager and the session chair in the allocated room (details will be on signage / the conference app)
When the presentation is to be given, the file will be accessed via the Windows computer in the meeting room. A room manager will be on hand to help you locate this. Once the presentation is launched, the presenter will control the program from the podium using a computer mouse.
FORMAT OF SLIDES
We ask that all presentation files are in PowerPoint file type and 16:9 aspect ratio (widescreen)
Presenters are strongly discouraged from using their own computers and should do so in exceptional cases only. Changing computers takes time away from other presenters and valuable discussions. In these special cases, presenters should make themselves known to the technician in the Speaker Preparation room as soon as possible and visit their session room during a break to verify that their presentation works by connecting their device to the projector in the room where they will present and test their presentation out before beginning their session.
Directions for ensuring you have the correct ratio:
a) Go to Design on the top Tab
b) Go to Slide Size and click on it
c) You will see the choice of 4:3 or 16:9
If you are changing dimensions, please check each slide to be sure photos and text havent moved. If your slides are not in 16:9 format (3:4), they will still show but will not take advantage of the full screen in the room.
If you are creating your presentation on an Apple computer, please be aware of the following matters:
QuickTime is not native to Windows computers.
Highly recommend to have your video files converted to .mp4 (h.264) – in order to allow for proper operation in PowerPoint for Mac or PC.
Use common image formats: JPG, PNG, and GIF.
Use common fonts: Times New Roman, Arial, and Courier. Pre-installed and custom fonts will not translate properly on a Windows machine.
Use simple entry animation effects: fly in/out, appear, and dissolve
Online presenters will be sent a Zoom link in order to join the session live for Q&A.
We ask that all online presenters upload a recording of their presentation by 09.00 on 25 August. This will ensure your presentation can be given in the case there are connection problems at the venue or with yourself remotely. The Secretariat encourages you to attend for Q&A so you can interact with the in-person audience.
Please save the video recording of your session in MP4 format.
Your recording should show your slides and either also your face in a smaller picture or have your audio only.
You can record yourself using any screen recording system you are comfortable with including powerpoint, keynote or zoom. For help with this, please visit
Please note that your videos will not be edited after you share with us, be sure you are ready to start presenting before you hit record and do not include any pre or post presentation content in the file you share (such as preparation time).
HOW YOUR RECORDING WILL BE USED / HOW TO JOIN YOUR SESSION
Before the session begins, a room manager will open a Zoom meeting for the session, where you will be able to join remotely. (Details of this Zoom session will be sent to you a few days before the event).
When it comes to your turn, the chair will introduce you and will show the recording of your talk. After the video is shown, they will open Zoom onscreen and you can switch on your mic and camera to appear live on the projector to receive questions from the room.
During the session, Zoom will be open in the background as other presenters (in-person or online) are presenting their slides. You will be able to hear them but we ask that you stay on mute with camera off until it is your turn.
HOW TO UPLOAD YOUR VIDEO
Online presenters will receive a link to access the conference DropBox.
Please title your file with the following naming convention:
DAY OF PRESENTATION - SESSION NUMBER - PRESENTER NAME
E.G: Tuesday - 22D - Joanna Smith
If you are uncertain of your session number, please click here to find your name.
Deadline to upload videos is 09.00 on 25 August. If you have not received the DropBox link by this time and need to upload a file, please contact email@example.com
JOINING USING ZOOM
You should not need to download Zoom to join your session and can do so using the browser version of the programme however we find the downloaded programme to be more reliable.
Please make sure to test if you can open / download Zoom on your device in advance of the meeting and be sure to join the meeting, via the link provided, at least 15 minutes before the session is due to start.
Please visit zoom.com to download the latest version of Zoom.