Guidelines for Speakers

Speaker Centre

The Speaker Centre is intended to support all speakers, Delegate presenters and session chairs/facilitators. The opening hours are as follows:

Sunday, 17 September 14:00 – 18:30
Monday, 18 September 08:00 – 18:30
Wednesday, 20 September 08:00 – 16:00

 

Check-in Required at the Speaker Centre

IMPORTANT: All invited speakers, session chairs/facilitators, oral abstract presenters and poster discussion presenters must check in at the Speaker Centre at least four hours before the start of their sessions.

Session chairs are required to collect their final session schedule and instructions.

PowerPoint Presentation Upload

All PowerPoint presentations must be uploaded prior to the session, as it is not possible to run PowerPoint presentations directly from a laptop in the session rooms.

Presentations should be saved on a USB memory stick or CD/DVD-ROM, and brought to the Speaker Centre. Presentations should be uploaded at the Speaker Centre, at least four hours prior to the start of the session. The presentations will then be uploaded to the session room network and made available in the session room at the time of the presentation.

We kindly ask for your understanding that due to time limitation at the Speaker Centre, presentations should preferably be prepared and edited before upload. Thus, please bring your presentations in a ready-to-upload format.

When agreeing to publish your presentation, please make sure to remove any speaker notes you do not want shared with the public before submitting them for uploading on the online programme.

IMPORTANT: Check-in at the Speaker Centre is mandatory for all speakers.

Technical Requirements for Presentations

The WYC 2016 computers will run MS PowerPoint 2013. Only MS PowerPoint (*.ppt or *.pptx) presentations with video formats will be accepted. The pre-installed font types available in MS Office 2013 should be used as standard font types.

Movies and video files

If your presentation contains links to video files, it is essential that you bring not only your PowerPoint file, but also your video files to the Speaker Centre. Most video files types (e.g. .MP4, MPEG, .wmv, .AVI, etc.) are accepted. All videos linked to PowerPoint slides must be tested and checked in advance in the Speaker Centre to be sure they will work properly.

Please note that Prezi is not supported. If you are using this format, your presentation must be sent to the secretariat prior to the conference, and it must be converted and tested before it can be uploaded in the Speaker Centre. Please contact the secretariat at teamindia@saarcyouth.org for further information.

Data format – images, audio and movies

Place all audio and movie files linked with the presentation into a single file folder (e.g. when transferring the presentation from your hard disk to removable drives such as USB sticks or when uploading it). Do not use any passwords or encryption for your files.

Flash-animations and Macros 

Flash-animations are not supported. Should they be essential to your presentation, please contact teamindia@saarcyouth.org . Do not use Macros within your presentation.

Presentation format

Please use 4:3 as presentation format.

File size

There is no size limit for presentations uploaded onsite at the Speaker Centre (it is however recommended that presentations do not exceed 500 MB).

Saving of files

For onsite upload at the Speaker Centre the presentation has to be saved on a USB memory stick (which is preferred) or an external hard disk.

Please use only “WinZip” to pack your data (free download of the current versions at www.winzip.com).

Fonts

Do not use special fonts, which are not part of the standard PowerPoint package, as this will cause problems while uploading your file.

Special characters

To avoid any compatibility problems, please do not use special characters (e.g. «, Ö, Ø, ñ, ε, ®, ý, }, {, etc.) to name your presentation or movie files.

If you use a Macintosh Computer 

Please note that PowerPoint.mac and Keynote (*.key) presentations are not accepted. Even if you have transferred your presentation to a Windows format, you must check your presentation in the Speaker Centre to ensure that it is fully compatible with the conference computers.

Session Recording

Presentations in session rooms will be recorded. If the presenter has given consent, the recordings will be published on the online conference programme and on YouTube. Further information on how consent can be given or declined will be sent out closer to the conference.

Session Room Equipment

Session rooms will contain the following basic equipment:

  • Lectern with microphone, laptop and mouse;
  • Chairperson table with microphone(s);
  • Screen displaying the PowerPoint presentation (for some of the bigger sessions rooms the speaker might be displayed too);
  • Presentation timer;
  • Microphones on stands for audience questions.

Guidelines for Poster Discussion Presenters

Held daily from 13:00 – 14:00, poster discussion sessions are 60-minute sessions featuring four to six oral presentations of five minutes each. An interactive moderated discussion, facilitated by the co-chairs, will be held at the end of the session.

Poster discussion presenters are asked to mount their posters outside the session rooms on Saturday, 12 November, between 08:00 and 09:00, and remove them on Monday, 14 November, between 18:30 and 19:00.