Poster & Oral guidelines

Oral and poster presentations guidelines

Please always keep within your allotted time. Presentation should be adjusted to the given length. It is a discourtesy to your audience, the session chair and the other speakers to exceed the allotted time. Session chairs are required to adhere to the session schedule. With parallel sessions, this is critical to the overall success of the symposium.

Poster presentations Guidelines

 Poster sessions 

You have been allocated an entire day for your poster presentation, which includes dedicated time during lunch and the afternoon coffee break.
Posters and exhibits will be displayed on the ground floor in “Miros”, near the lunch and refreshment area of the symposium and adjacent to the plenary meeting room II. 
One poster board side is allocated to each presentation. 
Each poster presenter should remain with their poster during the respective poster session slot to be able to discuss their work and answer questions. 

Set Up: 

Please ensure your posters are set up between 8:00 AM and 9:00 AM on Monday, 18 Nov and between 8:30 – 9:00 on Tue, Wed and Thu (19-22 Nov).
Information on finding your poster location will be given during your morning check-in at the welcome desk.
 We have arranged dedicated poster sessions as follows: 
Monday, 18 Nov: 12:30 – 14:00 during lunch and 17:45 – 18:30 
Tuesday, 19 Nov: 12:15 – 13:45 during lunch and 16:30 – 18:30 
Wednesday, 20 Nov: 12:15 – 13:45 during lunch and 16:30 – 18:30 
Thursday, 21 Nov: 12:15 – 13:45 during lunch and 16:45 – 18:30

 Poster Size 

Format: A0 (841 mm x 1189 mm or 33.1 in x 46.8 in). 
Orientation: Portrait only 
Mandatory Template: All posters must use the template provided by the OP'24 secretariat. Please ensure you download and utilize this template (attached here) for your design. The content structure is here an example that you can modify. It is essential to preserve the background format of this template to ensure consistency within the UNESCO building. DOWNLOAD POSTER TEMPLATE

 Content 

Title: The poster title should be clear, concise, and prominently displayed at the top. 
Authors and Affiliations: Include the names of all authors and their respective affiliations below the title. 
Sections: Organize the content into clear sections (e.g., Introduction, Methods, Results, Conclusion) to enhance readability. It is advisable to sequentially number the materials in your poster. This will help guide the viewer through a logical progression of information. 
Text and graphics: Use a readable font size (minimum 24 pt) and avoid excessive text. Bullet points are encouraged for clarity. Poster should be readable from a distance of 1 to 2 meters. 
Images and Graphics: Use high-resolution images and graphics. Ensure all visuals are clearly labeled and referenced in the text.  

Online poster option : 

Deadline: Submit your final online poster by Wednesday, November 13, 2024, for display on the OP'24 website during the event and for an extended period afterward.  
File Format and repository: Provide an electronic version (PDF) of your poster. and kindly upload your presentation file to the REPOSITORY CLOUD. Click on the following link corresponding to the date of your schedule to upload your poster: 


 Ensure the file is named using your name in the folder as follows: “FirstName-LastName”* 
 *If you have multiple presentations on the same day, please mention it in the file name along with a designation such as '1,' '2,' or '3’

Oral presentations Guidelines

Plenary / keynote presentations 
Invited plenary presentation duration: 45 min 

• Two speakers – Thematic Plenary Sessions – Where two speakers share a 45 min slot, it will be up to the two speakers to have a joint keynote presentation (45 min incl. questions) or two shorter talks each, to open the theme sessions. 
• Three speakers – Where three speakers share a 45 min slot, it will be up to the three speakers to have separate 10 min talks followed by 5 min for Q&A. 
• Template: It is highly recommended to use the PowerPoint presentation template provided by the OceanPredict secretariat. DOWNLOAD PPT TEMPLATE

  
Splinter Sessions 
Splinter session presentation slot: 15 min (12+3min) 

ORGANIZATION OF SPLINTER SESSIONS 
• Time: The total time allotted to each speaker is 15 minutes. Talks should run for 12 minutes and leave 3 minutes for questions. 
• Template: No obligation to use the PowerPoint presentation template provided by the OceanPredict secretariat. 
• Parallel sessions: We are running a maximum of three splinter sessions in parallel called “Thematic session”.  Splinter session run for ca. 105 min and include mostly 7 talks. 
• Streaming: If you have requested not to display your abstract, we will fully respect your decision, but please note that all splinter sessions will be streamed. 
• Each splinter session room will be equipped with a projector and laptop. Normal audio equipment such as microphones will also be provided. 
• Please ensure that you arrive at least 15 minutes before the scheduled time to allow for any last-minute preparations. Verify that presentations are compatible with the Windows system and operate properly. If necessary, especially if you have embedded multi-media content, you will have the final opportunity to adjust or tweak your presentation at that time. We suggest the presenting author to bring his/her own laptop and an USB stick with presentation material as backup. 

REPOSITORY CLOUD FOR PRESENTATIONS: 
Kindly upload your presentation file to the dedicated repository cloud the day before your scheduled talk:. Click on the following link corresponding to the date and time of your oral to upload your presentation:
ROOM II 
ROOM IV 
ROOM IX 
Upload by 12:00 PM the day before; 

Ensure the file is named in the following format: “Firstname-Lastname”* 
* If you have multiple presentations on the same day, please mention it in the file name along with a designation such as '1,' '2,' or '3’ If you make any changes to your presentation, please save the file with a version number (e.g., v1, v2, v3...). 

GOOD PRACTICES
• Keep the number of slides manageable (talk + Q&A should not exceed 15 min) • Follow the instructions of the session chair(s) • Please include an introduction and a summary or conclusion in the talk. • In the Q&A session please answer any questions that are posed to you. If a question requires a lengthy reply, suggest that you and the person asking the question meet after the presentation, outside the meeting room. • Discuss plans for your talk(s) with the respective session conveners. 

Publication & Distribution

• Official conference photos and/or audio or video recordings may be made of your presentation. Your submission of an abstract has constituted your agreement that recordings can be made and distributed (unless otherwise stated). • Accepted abstracts will be posted on the website to be shared with all conference attendees and stakeholders, except for unauthorized abstracts that should not be displayed. • Social media (X, Facebook, Instagram, etc.): While the default assumption is to allow open discussion of presentations on social media, please respect any request by a presenter to not disseminate the contents of their talk. The summary of the abstracts will be distributed, and we will respect the wishes of those who have not given permission for public sharing.

Questions