Instructions for Speakers

Instructions for Speakers

INSTRUCTIONS FOR INVITED SPEAKERS AND ORAL PRESENTERS

If you are an ESPID 2020 invited speaker or oral presenter, we are here to support your virtual participation, from pre-recorded presentations to live discussions.

PREPARE YOUR PRESENTATION

ESPID 2020 will have 2 formats of sessions taking place throughout the meeting; pre-recorded with live discussion (live-streamed at scheduled time immediately followed by live Q&A) and fully live sessions (both lectures and discussion in real-time). The format of each session will be indicated in the instruction letters sent to speakers and chairs. Please see below further details regarding these formats and their related preparations. All ESPID 2020 live-streamed & live programming will take place as scheduled in Central European Time (CET).

Conflicts of Interest Disclosure

In compliance with CME/CPD requirements, all speakers and oral presenters have been requested to complete a conflict of interest form. Please ensure that the first slide in your presentation is the conflict of interest disclosure slide.

Please click here to download a disclosure slide and the slide template to use throughout your presentation, in 16:9 widescreen PPTX PowerPoint.

Hyperlinks, animated images, animations, and videos are not permitted for ePosters and will be non-functioning. QR Codes can be included. 

When saving your.PPTX file please make sure there are no symbols or characters (i.e. +/-) in the file name. There should be only letters or numbers in the file name. 

Pre-recorded Presentations

You will receive an e-mail with information on how to book a recording slot.

Deadline for completing your pre-recording: Wednesday, 30th September 2020

  1. Read the Technical Guidelines before booking your recording session.
  2. Book Your Recording Session via the link you received in the instructions email and add it to your calendar. Note you will need to book a recording slot for each presentation that you give. 
  3. Finalize Your Presentation
  4. Attend the Recording Session

Live Session

All live programming will take place in Central European Time (CET). If you are not able to attend the scheduled time of the session, please contact the programme coordinator.

In order to ensure the live session will run smoothly, we ask you to join a rehearsal session. The rehearsal will include technical instruction and allow speakers and chairpersons to practise using the session’s platform (Zoom). A notification will be sent of the available rehearsal times and the links to join.  Please note that a rehearsal session will take approx. 30 min.

  1. Finalise Your Presentation
  2. Read the Technical Guidelines on how to join a session live.
  3. Join a Rehearsal Session

FULLY LIVE SESSION – LIVE PRESENTATIONS & Q&A

The chairperson will give a live introduction of the session. Then each speaker will take turns giving their lecture and answering any questions from the audience live. At the end of the session, any additional time may be used for a panel discussion and additional questions from the audience.

No pre-recording will be necessary for sessions where the presentation and discussion is taking place live.

LIVE DISCUSSION

Speakers` pre-record presentations will be broadcasted and at the time of the scheduled session and a live discussion within the virtual hall, where speakers have just viewed their live-streamed pre-recorded lectures, participants will be able to submit their questions via the Q&A feature from the start of the session, while pre-recordings are being live-streamed.

Session Chairman will lead the moderated panel Q&A involving all session speakers.

Joining the Live Session

  • Speakers and chairpersons will receive a link to enter the live session/live discussion approx. a week before the planned session.
  • Please be ready to enter the live link 20 minutes in advance of the official start of the live session/live discussion in order for technical issues to be checked and resolved by a technician as well as preparing with your peers.
  • There will be a technician in the virtual room with you to assist and to guide the entire session.
  • Participants will be able to ask questions to the speakers via chat whilst they view the lectures. These will be written questions only. The chairperson’s role will be to decide which questions will be discussed at the end of all the speakers’ presentations.

Chairpersons – for the live section of the session, we kindly request that you end the discussion on time. Unfortunately, if the session runs over-time, it will need to be stopped by the technician.

Networking Lounge

Group chat channels may be found in the networking lounge for each abstract topic where participants and presenters can join in a public dialogue.

Proprietary

By agreeing to record, you are agreeing to have it published on the ESPID 2020 virtual platform for the duration of 3 months following the meeting. If you are not willing to share the presentation for 3 months on the platform, please inform the secretariat by 24 October 2020 in order for your presentation to be removed after 29 October 2020.

Participant Support

If you have technical questions or you need helpdesk assistance, please email: virtualmeeting_espid20@kenes.com. If you have questions regarding your abstract, please do not hesitate to contact us at ESPID_abstracts@kenes.com.

 

We rely on our participants to respect the explicit virtual meeting code of conduct .