Rules for Congress/Meeting Speakers/Chairs

I. Instructions for Speakers

1. Presentation upload
Speakers are requested to upload their presentations on a protected server. This should be done online at the least two weeks prior to the arrival at the Congress/Meeting venue. Clear instructions and guidelines regarding this last matter will be sent to all speakers by the officially appointed technical supplier.

2. Presentation formats
Only presentations prepared with the official Congress PowerPoint template are accepted.

3. Meeting room equipment
Each meeting room is equipped with a laptop and a data-projector. A network-based presentation system will be used along with a conference specific interface to ensure the perfect quality of all presentations. Therefore, personal laptops cannot be connected in the lecture room. A laser pointer will be available in all meeting rooms.

4. Presentation timing
Normally all Congress talks will last 18 minutes and will be followed by a 6-minute discussion (this however can change depending on the sessions). It is essential that speakers keep to the time allocated to their presentation. The Chairs have been instructed to ask the speakers to stop if their presentation overruns. This will be helped by the presence of a timer on the podium (or other system, i.e. traffic light, etc.).

5. Presentation Live-Streaming and Publication
All Congress talks will be published in Live-Streaming on a specific section of the ERA website. All talks will also be recorded and published as Webcasts in a special section of the ERA website. In case of unpublished data, speakers can remove the relevant slides from the ppt file. This must be done when submitting the file through the online platform.

II. Instructions for Chairs

1. Presentation timing
Normally all Congress talks in the session will last 18 minutes and will be followed by a 6-minute discussion (this however can change depending on the sessions). It is essential that all speakers keep to the time allocated to their presentation. Chairs have the authority to ask the speakers to stop if the presentations overrun. Chairs should make sure that speakers do not run late and that the session starts and ends in time. This will be helped by the presence of a timer on the podium (or other system, i.e. traffic light, etc.).

2. Introduction
Chairs should simply welcome the audience to the session and present the speakers, without giving any specific details/introduction.

3. Unexpected events
In case one of the speakers unexpectedly does not show up, the Chairs should use the void time for discussion.

Last update: November 2023