Author Info

Oral Guidelines

Oral Presentation Timing

Each presenter will be allowed 10-12 minutes to present, followed by 3-5 minutes for Q&A.

Submitting Your Presentation on Site

All speakers must have their presentation on a USB and bring it to the session room (Portomaso Suite) at least 20 minutes prior to the session’s start time or day before, if possible, so it can be uploaded onto the session room computer.

During Your Presentation:

The meeting room will have a PC laptop at the podium. Once the presentation is launched, the speaker will control the program from the podium using a computer mouse or the up/down/right/left keys on a keyboard.

Poster Guidelines

Instructions for Preparing Your Poster Presentation:
Your poster should cover the KEY POINTS of your work. The ideal poster is designed to:

Attract attention.
Provide a brief overview of your work.
Initiate discussion and questions

The title of your poster should appear at the top in CAPITAL letters about 25mm (1″) high.
The author(s) name(s) and affiliation(s) are put below the title.
The size of the poster boards provided are: 100cm wide x 244cm height.
Your paper should fit within those dimensions.
Carefully prepare your poster well in advance of the conference. There will be no time or materials available for last-minute preparations at the conference. If you think you may need certain materials to repair the poster after traveling, Please BRING THEM WITH YOU.

Use color to highlight and make your poster more attractive, by using pictures, diagrams, cartoons, figures, etc., rather than only text wherever possible.

The smallest text on your poster should be at least 9mm (3/8″) high, and the important points should be in a larger font. Make your poster as self-explanatory as possible. This will save you time to use for discussions and questions.

Onsite Information:
Push pins or Velcro will be provided to attach your posters to the boards.

Your poster must be posted at least 1 hour prior to your presentation time and removed immediately after the session. If your poster is left behind, it will be discarded.

Poster Printing
All authors should print and bring their posters with them to the conference.

Author No Show – Substitution

Author No Show – Substitution:
EMBS enforces a strict “no show” policy. Any accepted paper in the final program must have at least one author to attend and present the paper at the conference. Authors of the accepted papers included in the final program who do not attend the Conference will be subscribed to a “No Show List” compiled by the Society. The “No Show List” will also be made available to all EMBS conference organizers, who can reject submissions from these authors in the following two years based on their past negative impact on an EMBS conference.

If a circumstance prevents you from attending (i.e., a medical emergency or visa issue), a no-show form must be completed and submitted by the corresponding author of the paper scheduled in the program.

If the corresponding author cannot attend the conference, he or she may delegate this responsibility to a co-author.  Delegation of this responsibility requires that the corresponding author submit a substitution form in advance.

Computer Equipment:

The Speaker Ready Room and all meeting rooms will be equipped with Windows 10 based PCs with Latest MS Office and Adobe Reader DC installed. Verification of proper performance in the Speaker Ready Room is essential, particularly if video and animation is included in the presentation. Please note that Internet access will not be available during your presentation.

Session room PC’s will be provided with the following configuration:

  • Processor: a minimum Core i7
  • 4 GB RAM
  • Minimum 1280 X 800 resolution at 24-bit color depth
  • Microsoft Windows 10
  • Microsoft Office (Latest Version)
  • VLC (Latest Version)
  • Adobe Acrobat Reader DC (Latest Version)

All electronic files must be submitted in the Speaker Ready room using one of the formats listed below:

  • PowerPoint pptx
  • Operating System: Media should be PC Formatted
  • Video Playback: PPT player, VLC codec pack
  • PDF Reader: Adobe Acrobat DC

The preferred aspect ratio of presentations, is 16:9 format

If you are using PowerPoint 2007 or older with linked media, you will need to supply those files along with your PowerPoint file in the Speaker Ready Room. It is recommended that where possible, any necessary video or audio files should be embedded in your PowerPoint file. If your presentation contains any video or audio, please submit your files to the Speaker Ready Room AT LEAST 24 hours in advance, due to additional processing time that may be required.

Some Helpful Hints:

  • Embed your fonts! – This will greatly reduce chance of format troubles. – In PowerPoint: File > Options > Save – at the bottom you will see a checkbox to embed fonts, make sure it is checked! This only works for True Type and Open Type fonts; proprietary fonts will not embed.
  • If you have media embedded in your PowerPoint, please run the Optimize Media Compatibility & Media Size and Performance (Compression) tools in PowerPoint. File > Info – if you have media in your presentation these two options will appear. They are very important tools to make sure your videos run smoothly.
  • If you are a Prezi user, make a downloadable Prezi and upload the entire zip file as live Prezi presentations may not run on the day of the presentation. Here are instructions on how to create a downloadable Prezi.
  • If you are using a PowerPoint version earlier than Office 2010 and are using video or sound files – your media files are linked to, not embedded in the ppt file – you will need to upload the separate files. Place the ppt file and the media files in one folder, zip the folder and upload the zip file. It is strongly recommended that you come to the Speaker Ready Room on site to upgrade these files to a newer PPT format with files embedded. Technicians will be on site to help.
  • Apple Mac Users working in PowerPoint are advised to use True-Type fonts whenever possible and must visit the Speaker Ready Room at least 24 hours in advance. Also, please bring a copy of your presentation in PDF format.

Even if you have submitted your presentation in advance, please plan to bring the latest version of your presentation to the meeting on one of the following media types as a safety backup for your talk.

  • USB Flash Drive or Hard Drive (any brand that does not require drivers)
  • CD ROM (CD-R, CD+R)
  • CD+-RW and DVD+-RW (not recommended)
  • SD Memory Card