SPEAKER PRESENTATION GUIDELINES

We aim to create an interactive atmosphere and engage the audience through dialogue and discussion.

To achieve these goals, we have identified a few key guidelines that may be helpful in creating effective and engaging presentations. To ensure a smooth presentation, we kindly ask that you visit the technical requirements section.

Please contact us if you have any questions: info@virology-education.com

General presentation guidelines

Timing

In order to leave enough time for the audience to ask questions and engage in discussion it is crucial that all speakers stay within the allotted time. We encourage you to rehearse your presentation in advance to make sure that it does not exceed the time limit. We will provide timers to guide the pace of your presentation.

Slides and Presentation

Slides can be an effective learning tool to complement your presentation. Consider using them to help the audience visualize your talk. Remember to speak slowly, loudly and clearly, face the audience and use body language and voice to interact with your audience.

Here are some suggestions for the design of your slides:

Less is more!

General tips
  • One slide – One idea
  • Do not use more than one slide per minute
  • Limit the text on your slides – Focus on the main message
    • Use not more than 20 words per slide
    • Use clear visuals instead of text
    • Limit abbreviations and unnecessary text
    • Use bullet points instead of full sentences
  • Make sure slides are clear and readable
    • Use clear fonts and contrasting colors
    • We recommend using double-spacing
    • Avoid the use of ALL CAPITAL letters or underlined text, as they are difficult to read
    • Remember, your slide must be readable from the back of the session room
    • Prevent using font sizes smaller than 18pt
  • Cite your sources
  • Include a final slide with the main messages of your presentation
Always include
  • Title of your presentation
  • Names and affiliations of the authors
  • Conflict of Interest statement (mandatory, you can find more information below)
  • Learning Objectives of your presentation
  • Final slide with conclusions / main messages
  • Acknowledgements
  • Your contact details
What NOT to include

Most of our meetings are funded through independent educational grants, we therefore strongly discourage any kind of commercial bias or promotion in our meetings. Please refrain from including the following in your presentation:

  • Commercial logos or industry logos
  • Brand names (please use generic names instead)
  • Any kind of advertising or marketing
Conflict of Interest

In order to comply with legislation, we require each speaker to include one slide with their conflict of interest statement at the start of their presentation. You can view an example of a Power Point presentation slide, which can be downloaded here. Please let us know if you need clarifications.

Technical requirements

Presentation format

We kindly ask you to prepare your presentations in Microsoft PowerPoint™, or convert them into Microsoft PowerPoint™ format. For any other format, we cannot guarantee compatibility and we might not be able to show your presentation. If you prepare your presentation on a Mac, please make sure to convert it to PowerPoint or pdf and arrive early to test it prior to your presentation.

Slide resolution

The screen format for most of our meetings is 4:3, however some meetings will require a ratio of 16:9. In this case, you will be notified prior to the meeting about the different format.

Movies / videos / Audio

If your presentation includes videos or movies, please inform the AV technician at the tech table and provide us with the corresponding movie or video files together with the presentation on a portable drive. Please arrive at least 20-30 minutes before your session so that we can test the video prior to your presentation. If not tested in advance, we will not be able to guarantee that these movies/videos will work properly during the presentation. Please contact us if you need our help, or have questions regarding the movie/ video formats.

Graphics

Graphics can be of great help for conveying your message. Use clear graphics. Incorporate only the essential elements. When using images, please make sure they are 72 dpi (anything larger will make your final file size much larger than it should be, and PowerPoint does not always work well with large file sizes). When creating charts and graphs, make sure to label axis and include legends. Leave blank space around charts and graphs; text placed too close to graphs (except for labels and numbers) will make your slide appear cluttered. We strongly recommend that you bring all the elements with you as separate files in case they need to be re-inserted into the presentation.

Miscellaneous

Equipment in the room

We will provide the following equipment in the meeting room:

  • Lectern with microphone (for some meetings clip-on microphones are available)
  • Laptop
  • Presentation control device
  • Timing device for your presentation
  • Laser pointer
  • Projector
  • Confidence monitor

We will assist you with the technical set-up of your presentation and any questions you may have.

Language

The general language of our meetings is English. However, for some regional and local meetings we provide simultaneous translations, and you may give your presentation in your own language. For those meetings we will need your slides at least two weeks in advance in order to send them to the translators. If this is applicable to you, we will notify you prior to the meeting.

Recording

Most of our sessions are recorded and the videos are published on a website containing all our scientific content: www.infectiousdiseasesonline.com. We will ask you for your consent to publish your presentation and video prior to your presentation. If you have any questions, please contact us.

At the meeting

Please bring your presentation on a portable drive to the tech table located in the meeting room either prior to the meeting, or, at the latest, 30 minutes prior to the start of the session in which you will present. Please double-check your USB flash drive for computer viruses before submitting your presentation.

If you arrive early, you will have the opportunity to ‘test’ your presentation on the large screen before the session starts. We strongly encourage that you test your presentation, especially if it includes video/movie files or animations. Please note that for some meetings, e.g. those with simultaneous translations, we require that you send us your slides two weeks prior to the meeting.

Contact us if you have any questions regarding your presentation.

Virology Education B.V.

Tel: +31 (0)30 230 7140

E-mail: info@vironet.com

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