Presenters at the meeting are strongly encouraged to prepare their presentation according the following guidelines:

Guidelines for preparing oral presentations

Presenters in all sessions are kindly requested to use digital projection of their presentation. Presentations should be prepared for use with Microsoft PowerPoint 2010 or Acrobat (pdf) in a Windows compatible format; there will not be any MAC equipment available. If made in another programme or in an earlier PowerPoint version, please make sure that it is compatible with PowerPoint 2010.

A few guidelines to keep in mind when preparing your talk:

  1. The preferred Power-Point format would be .ppt and not .pptx
  2. Prepare your slides to communicate ideas, not details. If attendees want details, let them ask you during the ‘Questions and Answers’ time.
  3. A table in a published article is much too detailed for a slide presentation. Take the time to think through what conclusion you want to present from the table and present the least amount of material you can to communicate that idea. A figure or graph may better communicate your data or results.
  4. A slide presentation should include a title slide, a slide stating the question or hypothesis to be addressed, and a slide describing the overall approach you used to address the question. A “methods” slide should be included but should never include the details of the method unless the purpose of the talk is to describe the method. The next several slides should present the results obtained, and a final slide should give the conclusions of the study.
  5. Excessive use of organisation logos / advertisements is not allowed.
  6. Review your presentation on a different machine from which it was originally prepared to ensure the backgrounds, transitions, video clips, graphics, and linked images appear properly.
  7. Take your presentation on a USB flash drive to the meeting, and upload it to the presentation laptop at least 20 minutes before the session kicks off!

At the symposium:

  1. All oral presentations will be given in meeting rooms ‘Diamond Hall’, ‘Royals Suits’ and ‘Jade Room’. Have a look at your abstract acceptance letter to find out the exact location.
  2. Unless communicated otherwise by the organising committee/SETAC, you have 15 minutes to present your work, plus 3 minutes discussion time with the audience (= Questions and Answers). The chairpersons are instructed to require all speakers to adhere to this limit.
  3. Arrive at least 20 minutes prior to the beginning of your session and bring your presentation on a USB flash drive to upload it on the computer before the session starts. Please take this opportunity also to introduce yourself to the chairperson.
  4. The electronic projection equipment provided in each room will include a laptop equipped with Windows 7, PowerPoint 2010 and Adobe Acrobat reader.
  5. Should last-minute circumstances prevent you from making your presentation, you must arrange for a substitute (co-author) to present your paper and you must notify SETAC.

Download the guideline as pdf here.

Guidelines for preparing poster presentations

A few guidelines to keep in mind when preparing your poster:

  • Poster orientation should be Portrait. Poster size should be A0 (841 mm wide x 1189 mm high).
  • Proposed sections to be included:
  1. Introduction & objectives
  2. Materials & methods
  3. Results & discussions
  4. Conclusions
  • Minimum font size for all text: 18 pt.
  • Text and graphics must be readable from 2 meters (6 feet) away.
  • Use bullets and keep text to a minimum.
  • Use simple backgrounds; do not distract from the message. Aim for clarity and simplicity. Make an initial rough layout, keeping in mind the proportions of figures, tables, and text.
  • In the planning of your poster presentation, remember that the poster will be available for viewing and discussion for several hours. The poster should be understandable without oral explanation.
  • The temptation to overload the poster with excessive text and data should be resisted. Where possible, organise tables and figures chronologically in vertical progression. Be clear and concise in all statements.
  • Excessive use of organisation logos / advertisements is not allowed.
  • Poster presenters are responsible for their own poster, and should bring the poster personally to the conference. Do not send any posters prior to the event to the venue in Calabar nor to SETAC in Brussels; it would most probably get lost and/or arrive too late etc.

At the symposium:

  • All posters will be located in the exhibition area (Jade room).
  • The 2 letters in your poster code represent the day your poster should be displayed (TU = Tuesday, WE = Wednesday, TH = Thursday), the number is the number of the poster board. E.g. TU 10 should be displayed on Tuesday on poster board 10.
  • SETAC and the organizing committee will provide and post the presentation ID. Logos and advertising material should not be used.
  • Posters can be fixed to boards using adhesive double sided tape. Please do not use pins, velcro or blutack. Double sided tape will be provided in the exhibition area.
  • Provide an envelope where people can leave their business cards for requests for more information. If possible, also provide hand-outs of your poster and your own business card.
  • Be at your poster during the breaks and during the poster session to discuss your work with scientists visiting your poster.
  • Should last-minute circumstances prevent you from making your presentation, you must arrange for a substitute (co-author) to present your paper and you must notify SETAC.

Download the guideline as pdf here.