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Guidelines and information for Presenters and Chairs

Information for Presenters:

Oral presentation (Symposium and Single Paper Session):
For your oral presentation, a computer connected to a video projector is available in every room. Please make sure to bring your slides on an USB-Stick, and to arrive about 15 minutes prior to the start of your session in order to upload your presentation material to the computer. Our computers are prepared to show presentations with

  • MS PowerPoint (2010 or below)
  • OpenOffice
  • Adobe Reader to show PDF-files

It is also possible to use your own computer for your presentation. In this case, please make sure your notebook is equipped with a VGA connection or, if not, please bring an adequate VGA adapter (e.g., for Apple computer). A student assistant will support you handling the conference notebook or connecting your own.

For presentations with multimedia content: If you want to show contents from the WWW you can use our WLAN which is available in every conference room. If you want to present audio, or video contents with audio, please contact the information desk in the building where your talk is located at least half an hour before your presentations starts (not every room is by default equipped with speakers).


Poster presentation:
Please bring your poster/s printed in the size 1.20 meter x 0.84 meter portrait format. (There will be no possibilities to print posters at the congress venue.) Shortly before each poster session starts (both Regular and Interactive Poster Sessions), you can fix posters with masking tape at movable boards. The masking tape will be provided by the congress organizers so that there is no need to bring your own fixing material.

For the Regular Poster sessions, the boards are numbered corresponding to the number of each poster in the program booklet. Please fix your poster at the corresponding board. During the Regular Poster Session, the author(s) of each poster present their posters and the audience circulates and stops to discuss posters of particular interest with the authors. Presenters of the posters are kindly asked to bring also handouts of their poster to the session for interested visitors.

For Interactive Poster Sessions (IPS), 6-8 posters with a common theme have been arranged by the program committee. The IPS sessions are located in certain areas (blue, red, yellow, green, or orange) of the tent in front of the Palace. The corresponding area is indicated in the congress program booklet. In the IPS sessions, please fix your poster at the boards in the corresponding area, numbers are not relevant in these sessions. More information on the procedure of an Interactive Poster Session can be found at our website: http://www.eawop2013.org/submission-registration/submission-types.


Information for chairs and cochairs of Single Paper Sessions:

The tasks of a chair /cochair of a Single Paper Sesssion are: starting off the session, playing the timekeeper role in a session, facilitating discussions between presenters and audience, and closing the session.
In paper sessions, presentation time is 15 minutes per contribution including time for questions and discussion (for example, presenters may use 12 minutes for presenting their paper and leave 3 minutes for discussion with the audience).

So what is expected from you as a chair / cochair

  • Start off the session with a few words about the subject matter of the session.
  • Create an informal atmosphere in the session to encourage discussion.
  • Session chairs/facilitators must shut down inexperienced or unprepared presenters who do not conform to the prescribed time limits.
  • Close the session

Please not that there will be a person taking care of the technical support in the session room. Therefore, you will not be responsible for the technical support of the session. In addition, all participants have been informed about the technical requirements in advance.
You may also contact the other session participants in advance to clarify time limits, etc.


Information for chairs and cochairs of Interactive Poster Sessions (IPS):

The tasks of a chair /cochair of an Interactive Poster Session are: starting off the session, facilitating discussions between presenters and audience, and closing the session.
An Interactive Poster Session is a dynamic forum among presenters, a facilitator (= chair and cochair), and the audience, intended to encourage discussion and sharing of multiple perspectives. Each Interactive Poster Session features about 6-8 posters on a common theme. In the beginning of the Interactive Poster Session, each presenter introduces her/his poster with a brief statement about objectives and results (approx. 3 minutes each). This round robin intro is led by the chair / cochair. A brief informal discussion (questions, comments, etc.) follows this introduction. The second part of the Interactive Poster Session is similar to traditional poster sessions, with audience members visiting posters and interacting with the presenters.

So what is expected from you as a chair / cochair

  • Start off the interactive poster sessions with a few words about the subject matter of the session and introduce the audience with the session’s course of action.
  • Create an informal atmosphere in the session to encourage discussion.
  • Close the session

You may also contact the other session participants in advance to clarify the course of action, special requests, etc.