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Guidelines for Oral Presentations

Speaker Registration:

To participate in ESV 2015, you have to register online.

  • Select “Conference fee Speaker” in the registration form.
  • Please note: Only 1 (one) “Speaker” is allowed per Oral Paper for the “Speaker fee”. When registering you have to fill out the paper ID.

Oral presentation guidelines:

Organizing your oral presentation
Many interesting and informative oral presentations fail to hold the interest of the audience due to inadequate preparation and coordination. The following instructions and recommendations may prove useful in preparing and delivering your presentation:

  • Carefully coordinate each phase of your lecture with your slides;
  • Use a white background. Colors should be kept limited and simple;
  • Use a minimum of text on a slide. As a rule of thumb for legibility, apply the 6x6 rule (6 lines of text and 6 words per line);
  • Use a minimum point size of 36 and serif typeface (i.e., Roman) for titles.  For body text use a point size not less than 24 and a sans serif typeface (i.e., Arial or Universal);
  • Use graphs/charts where appropriate; they often speak louder than words.  Make your graphs/charts stand out by using solid colors for lines or bars

Oral presentations  
On-site technical support will be provided to facilitate and coordinate the smooth delivery of all oral presentations. It is important that you adhere to the following guidelines.

  • Computers onsite will be PC´s. Presentations should be in Microsoft PowerPoint (PPT), windows-based environment. Macintosh users who want to submit presentations must export their presentation as a MS PowerPoint file or save as pdf file.
  • File format: On-site organizers operating systems will include Microsoft Office 2013 and Windows 7.
  • The following file formats are supported: *.ppt *.pps *.pptx *.ppsx *.pdf.
  • Videos: Make sure that you compress the video. There are numerous different file formats and codecs, we recommend using .mp4 videos encoded with H.264 video and AAC audio (MPEG-4 AVC). Other supported file formats are .mpg .wmv .avi using the default-installed codecs in Microsoft Windows 7. If you use a different codec or video format, please check its functionality with the technician in the Speaker Preview Room, well in advance of your presentation.
  • Projector format: The standard format of the projectors in the conference rooms will be 16:9 (wide screen). The default slide size in PowerPoint 2013 is widescreen (16:9), for earlier versions of PowerPoint it might be necessary to manually change this. Change the slide size from standard (4:3) to widescreen (16:9):
    1.    Click the Design tab, and then click Slide Size.
    2.    Click Widescreen (16:9).
  • Name your presentation accordingly:
    "Date of presentation (YY/MM/DD) _Family name_paperID"
    For example: "150607_Anderson_15-0080"
  • Note the day and time of your technical session presentation
  • Bring with you a copy of your presentation on a USB flash drive to the Speaker Preview Room to be uploaded onto the computer provided for presentation.

At the Swedish Exhibition & Congress Centre
Presenters must report to the Speaker Preview Room in the F-hall (conference area) the day before your scheduled oral presentation.
The Speaker Preview Room will be available during the following days/hours:
o    Sunday, June 7, 16:00-20:00
o    Monday, June 8, 08:00-18:30
o    Tuesday, June 9, 08:00-18:30
o    Wednesday, June 10, 08:00-18:30
o    Thursday, June 11, 08:00-13:00

  • Please note that there will be no presentation uploads in the conference rooms. All presentations must be uploaded in the Speaker Preview Room prior to your presentation.
  • Technical personnel will test-check your oral presentation(s) for compatibility and you will be given a final opportunity for any last minute modifications.
  • Please give the technical personnel any special instructions you may have when you are in the Speaker Preview Room, not during your lecture.

At the time of your presentation
Arrive at least 20 minutes before the session begins, get acquainted with the operation of the podium and location of the equipment, and meet the moderator/session chair and co-chair. You are requested, to be seated at the next speaker’s seat provided at the front row of the room at least ten (10) minutes before your presentation.

Remember the three rules of effective presentation are:

  • Introduce your topic and inform your audience what you intend to speak about;
  • Deliver your talk, including the methods, results and conclusions;
  • Summarize for your audience the most important points of your lecture.


  • Select your vocabulary to address as wide an audience as possible and avoid unfamiliar abbreviations or expressions. Please note there will be no translation during the technical lectures, so please prepare and deliver your presentation in English;
  • Be careful to coordinate your lecture with your slide sequence, discuss the material as written on the slide, and use a pointer to guide the audience. (Do not wave the pointer around the slide);
  • An automatic slide advance button (remote control) including pointer will be located at the speaker's podium, and a technician and staff will be in the room to provide assistance if needed;
  • Carefully note the allotted time for your presentation and make sure the length of your oral presentation stays within the allotted time. Oral presentations will be limited to 10 minutes. The podium will contain a timer and will count down from 10 to 0 minutes. When you begin your presentation the light on the timer will be green. When you have 3 minutes of your allocated time remaining the light will become yellow. When your allotted time has ended the light will become red.  Please conclude your remarks at this time. Session Chairs allocate 5 minutes for introduction and Q&A per speaker.
  • Please be courteous of other speakers and do not run over your allotted time;
  • Technical Session Chairs are instructed to terminate lectures that exceed their time allotment;
  • Lastly, your audience is interested in what you have to say, and will benefit most if you prepare properly.

Guidelines for Oral Presentations (pdf)

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