Presenter guidelines

Guidelines for preparing oral presentations

Presenters in all sessions are kindly requested to use digital projection of their presentation. Presentations should be prepared for use with Microsoft PowerPoint 2010 in a Windows compatible format; there will not be any MAC equipment available. If made in another programme or in an earlier PowerPoint version, please make sure that it is compatible with PowerPoint 2010.

A few guidelines to keep in mind when preparing your talk:

  1. Prepare your slide to communicate ideas, not details. If attendees want details, let them ask you during the ‘Questions and Answers’ time.
  2. A table in a published article is much too detailed for a slide presentation. Take the time to think through what conclusion you want to present from the table and present the least amount of material you can to communicate that idea. A figure or graph may better communicate your data or results.
  3. A slide presentation should include a title slide, a slide stating the question or hypothesis to be addressed, and a slide describing the overall approach you used to address the question. A "methods" slide should be included but 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 the results obtained, and a final slide should give the conclusions of the study.
  4. Excessive use of organisation logos / advertisements is not allowed.
  5. Review your presentation on a different machine from which it was originally prepared to ensure the backgrounds, transitions, video clips, graphics, and linked images appear properly.
  6. Send your presentation to SETAC before 31 October for back-up, and save it on a USB stick to bring with you to Rome.

At the symposium in Rome:

  1. You have 15 minutes to present your work, plus 5 minutes discussion time with the audience (= Questions and Answers). The chairpersons are instructed to require all speakers to adhere to this limit.
  2. Arrive at least 20 minutes prior to the beginning of your session and bring your presentation on a USB stick to upload it on the computer before the session starts. Please take this opportunity also to introduce yourself to the chairperson.
  3. The electronic projection equipment provided in each room will include a laptop equipped with Windows 7 and PowerPoint 2010. 
  4. Should last-minute circumstances prevent you from making your presentation, you must arrange for a substitute (co-author) to present your paper and you must notify SETAC.


Guidelines for preparing poster presentations

A few guidelines to keep in mind when preparing your poster:

  • Poster orientation should be portrait (=vertical), NOT landscape. Poster size should be A0 (841 mm wide x 1189 mm high).
  • Proposed sections to be included:
  1. Introduction & objectives
  2. Materials & methods
  3. Results & discussions
  4. Conclusions
  • Minimum font size for all text: 18 pt.
  • Text and graphics must be readable from 2 meters (6 feet) away.
  • Use bullets and keep text to a minimum.
  • Use simple backgrounds; do not distract from the message. Aim for clarity and simplicity. Make an initial    rough layout, keeping in mind the proportions of figures, tables, and text.
  • In the planning of your poster presentation, remember that the poster will be available for viewing and discussion for several hours. The poster should be understandable without oral explanation.
  • The temptation to overload the poster with excessive text and data should be resisted. Where possible, organise tables and figures chronologically in vertical progression. Be clear and concise in all statements.
  • Excessive use of organisation logos / advertisements is not allowed.
  • Poster presenters are responsible for their own poster, and should bring the poster personally to Rome. Do not send any posters prior to the event to Rome nor to SETAC in Brussels, it would most probably get lost and/or arrive too late etc.

At the symposium in Rome:

  • All posters will be located in the poster and exhibition area.
  • SETAC Europe will provide and post the abstract number. Logos and advertising material should not be used.
  • Provide an envelope where people can leave their business cards for requests for more information. If possible, also provide hand-outs of your poster and your own business card.
  • Be at your poster during the breaks and during the poster session to discuss your work with scientists visiting your poster.  
  • Should last-minute circumstances prevent you from making your presentation, you must arrange for a substitute (co-author) to present your paper and you must notify SETAC.