GUIDELINES FOR ABSTRACT PRESENTATIONS

If your lecture is accepted, here are the guidelines:

The appropriate use of audio-visual equipment is crucial for the success of our congress. We will be working with an excellent team of technicians. We have set up recommendations for the use of audio-visual equipment during the 21st EUMASS Congress.

Please read them in order to ensure a smooth process without inconvenience for the attendants.

The lecture room in the Banquet Hall at the Grand Hotelu Union will be available to all abstract AND POSTER presenters. The facilities in the lecture room will provide the possibility of reviewing your PowerPoint presentation, last minute alterations of your PowerPoint presentation and support by technical staff.

To enable the staff to handle the technical aspects in an adequate way, all presentations should be prepared according to the presentation guidelines below.

From the lecture room - the presentations will be sent to the relevant lecture rooms. Technicians will be available to offer any kind of assistance you may need, and it will be possible to visualise the presentations.

The organisers strongly recommend:

  1. If possible, we would like to receive your presentation (slides, video) a couple of days ahead of time. Send your presentation to office@eumassslovenia.com, including your name, title, date, the time you are scheduled to speak and the name of the session according to the programme. To be on the safe side, please bring an extra copy of your presentation with you on a memory stick (USB).
  2. If you cannot provide us with your presentation ahead of time, please bring it on a memory stick by 8.30am at the latest on the day you are scheduled to speak
  3. On arrival at the congress venue, please register yourself at the congress desk labeled »LECTURERS«. The hostess will escort you to the Speaker's Room where you may check and save your presentation in the network system. We recommend that you go to the Speaker’s Room the day before your presentation. You may also access the room on Wednesday 8th June 2016.
  4. Presentations should be planned carefully and each phase of the lecture should be co-ordinated to match the PowerPoint presentation
  5. Presentations must be given in English, the official language of the congress
  6. The assigned time for each platform presentation is 15 minutes, followed by questions and answers as is stated in the congress programme. Please make sure that the length of the oral presentation remains within the allotted time as session chairs will be instructed to terminate lectures which exceed their time allotment
  7. Remember, the three rules of effective presentation are:
    1. Introduce your topic and inform your audience about what you intend to speak
    2. Deliver your talk, including the methods, results and conclusions
    3. Summarise the most important points of your lecture for the audience
  8. Data projectors for PowerPoint presentations will be used in each session room
  9. Please make sure that you arrive in the session room at least 10 minutes before the start of the session to meet the chair(s)
  10. Format and saving method for PowerPoint documents:
    • Your presentation should be prepared in Microsoft PowerPoint version 2003, 2007 or 2010
    • Your presentation will be displayed in landscape orientation on 4/3 screens (16/9 presentations will not be displayed correctly, but with black bands on top and bottom)
    • Use high-contrast lettering and readable fonts (minimum font size of 24)
    • Use standard Windows fonts only. Try to avoid the use of non-standard Windows fonts or language specific fonts. Strongly recommended - Arial
    • A maximum of 7 lines per slide and 5 words per line will improve the communication value of your slide
    • Save the picture you want to use as a JPG or PNG and set compression/quality to medium or high
    • Save the pictures used in your presentation separately on your USB memory stick
    • In case of problems, we can re-insert the original pictures
    • AVI, WMV, MPG or MOV are the only acceptable video formats
    • Save the videos used in your presentation separately on your USB memory stick
    • In case of problems, we can re-insert the original videos
    • Save the graphics or spreadsheets (Excel 2003, 2007 or 2010)
    • Save the graphics or spreadsheets used in your presentation separately on your USB memory stick. In case of problems, we can re-insert the original graphics or spreadsheets
    • If your presentation uses digital video file, note that standard codecs for Windows 7 will be used. *.wmv files are preferred, but *.mpg or *.avi could work depending on the codec. Check that they are saved in the same directory as your PowerPoint file and adapt the link if necessary.
    • Mac (Apple) users must export their presentations to PDF form
  11. Media to use to upload your presentation:
    • Please bring the USB pen drive or CD/DVD for PC
    • If you wish to compress your files, use Winzip
    • We strongly recommend that you bring a spare copy of your presentation on a USB stick or CD, even if you have your presentation saved on your laptop
  12. Please be sure to disclose any conflict of interest on the second slide of your presentation in a 12-point font or larger.
  13. Your slides should cover the key points of your presentation (avoid extraneous information). Structure your presentation by sections (background, objectives, methods, results, conclusions, etc.)
  14. Limit each slide to a few words per line and 5-7 lines altogether
  15. Speak slowly and clearly and don’t show more than one slide per minute
  16. Rehearse until you have total command of your material. Do not read from a script
  17. Remember that slides are a visual medium. Rely on graphs, charts, tables and images rather than words. Along with your oral presentation, the slides should draw attention to your message, inform your audience and stimulate discussion
  18. If you plan to use video or film in your presentation, please let us know in advance so we can have the right equipment on hand
  19. English is the official language of the congress. The slides need to be in English
  20. During the plenary session, another participant or the moderator may help you with interpreting during the question and answer period if the question has been asked in French and you do not understand it
  21. Please plan your presentations for the parallel section to take 12 to 13 minutes, so you will have 2 minutes to spare, just in case
  22. Be sure that all of your PowerPoint slides have the same layout
  23. No simultaneous interpreting services are available for parallel sessions
  24. Graphs and figures are often better than tables during an oral presentation. A flowchart can be a highly effective tool
  25. Please contact the moderator of your session before you make your presentation. The moderator will be in your session room at least 15 minutes in advance

Technical information

  1. Each room will have a computer for you to use. Please do not bring your own
  2. Technical assistance will be available during your presentation

GUIDELINES FOR POSTER PRESENTATION

If your abstract for poster is accepted by the Scientific Committee, here are the guidelines:

  1. present yourself at the Welcome Desk - Section LECTURERS. Your hostess will bring you to the lecture room where you will receive poster numbers that will be indicated at each panel. Posters will be affixed with pins and these materials will be provided. No tacks are allowed.
  2. your presence by your poster is required during coffee breaks.

Posters will be set up on Wednesday 8th June 2016 between 17:00 and 19:00 and Thursday 9th June 2016 between 08:00 and 10:00, and taken down on Saturday 11th June 2016 between 12:30 and 13:30.

Posters will be displayed during the entire congress period and will stay accessible to all attendees at any time.

Maximum size allowed: width: 1m / length: 1.50m or width: 1.50m / length: 1m

Guidelines for poster presentation

The specifications for poster presentations are as follows:

  1. Poster board dimensions - the maximum available dimensions of the portrait or landscape poster board are 100cm width x 150cm height
  2. We suggest you design your poster using the following sections:
    • Title, author and address (at upper edge, across the width of the whole poster)
    • Purpose
    • Methods
    • Results
    • Conclusions
  3. Keep the text to a minimum, emphasise graphics, and make sure every item in your poster is necessary.
  4. Posters must correspond directly to the original abstract submitted
  5. Posters must be written and presented in English, the official language of the congress
  6. The use of colour makes the poster more effective and attractive. When Choosing a background, remember that neutral or grey colours will be easier on the eyes than a bright color. In addition, colour photos look best when mounted on grey
  7. Materials should be mounted on a thin poster paper or lightweight cardboard. Do not use heavy cardboard as it may prove difficult to secure to the poster Board
  8. Poster numbers will be indicated at each panel. Posters will be affixed with pins and these materials will be provided. Tacks are not allowed
  9. Bring your acceptance letter and meeting registration badge to gain access to the poster area for placing your poster

The Organising Committee would like to give the opportunity to poster presenters to meet with delegates who may have questions and would like to know more about the work presented. In order to facilitate this process, we kindly ask the poster authors to be near their posters during coffee breaks.

GUIDELINES FOR MODERATORS

Thank you again for serving as a moderator at the 21st EUMASS Congress, Scientific Knowledge and Good Practice in Insurance Medicine and Social Security.

Moderator responsibilities

Your responsibilities as a moderator include the following:

  1. Please review the session abstracts in advance and be prepared to ask the speaker one or two questions in the event that the audience does not ask any
  2. You will receive an e-mail in late May, including attachments containing the abstracts for your session and the contact details of the speakers
  3. Please visit the speaker preparation room no later than 30 min before the start of your session to ensure that your file contains all of the scheduled presentations.
  4. Please be in the room 15 minutes prior to the session so that you can greet the speakers and learn how to pronounce their names properly
  5. Your responsibilities include calling the session to order, introducing the speakers, moderating the discussion, adhering to the schedule and adjourning the session
  6. The parallel session room will have a computer to which all the presentations have been copied. Please do not use your own computer. Microphones will be available for the speakers, moderators and audience. A host will be there to support you
  7. Please talk to your co-moderator ahead of time about sharing responsibilities for the session
  8. English is the official language of the conferences. English-French interpreters will be available only during the plenary sessions
  9. During the question and answer period, another participant may help you with interpreting the questions if you do not understand them
  10. For the complete programme and any changes, refer to the congress website: www.eumassslovenia.com