Guidelines for Speakers, Abstract Presenters, Session Chairs and Poster Exhibitors


Speaker Centre

The Speaker Centre is intended to support all speakers, abstract presenters and session chairs/facilitators. It is located on the first floor of the ICC, in Meeting Room 21, close to the Main Entrance. The opening hours are as follows:

Sunday, 17 July 14:00 – 18:30
Monday, 18 – Thursday, 21 July  08:00 – 18:30
Friday, 22 July 08:00 – 16:00

Check-in Required at the Speaker Centre

IMPORTANT: All invited speakers, session chairs/facilitators, oral abstract presenters and poster discussion presenters must check in at the Speaker Centre at least four hours before the start of their sessions.

Session chairs are required to collect their final session schedule and instructions.


PowerPoint Presentation Upload

All PowerPoint presentations must be uploaded prior to the session, as it is not possible to run PowerPoint presentations directly from a laptop in the session rooms.

Presentations should be saved on a USB memory stick or CD/DVD-ROM, and brought to the Speaker Centre. Presentations should be uploaded at the Speaker Centre, at least four hours prior to the start of the session. The presentations will then be uploaded to the session room network and made available in the session room at the time of the presentation.

We kindly ask for your understanding that due to time limitation at the Speaker Centre, presentations should preferably be prepared and edited before upload. Thus, please bring your presentations in a ready-to-upload format.

When agreeing to publish your presentation, please make sure to remove any speaker notes you do not want shared with the public before submitting them for uploading on the online programme.


IMPORTANT:Check-in at the Speaker Centre is mandatory for all speakers.


Technical Requirements for Presentations

The AIDS 2016 computers will run MS PowerPoint 2013. Only MS PowerPoint (*.ppt or *.pptx) presentations with video formats will be accepted. The pre-installed font types available in MS Office 2013 should be used as standard font types.


Download technical requirements and practical guidelines on how to produce efficient PowerPoint presentations
Download a PowerPoint template that can be used at the conference


Movies and video files
If your presentation contains links to video files, it is essential that you bring not only your PowerPoint file, but also your video files to the Speaker Centre. Most video files types (e.g. .MP4, MPEG, .wmv, .AVI, etc.) are accepted. All videos linked to PowerPoint slides must be tested and checked in advance in the Speaker Centre to be sure they will work properly.

Please note that Prezi is not supported. If you are using this format, your presentation must be sent to the secretariat prior to the conference, and it must be converted and tested before it can be uploaded in the Speaker Centre. Please contact the secretariat at [email protected] for further information.

Data format – images, audio and movies
Place all audio and movie files linked with the presentation into a single file folder (e.g. when transferring the presentation from your hard disk to removable drives such as USB sticks or when uploading it). Do not use any passwords or encryption for your files.

Flash-animations and Macros
Flash-animations are not supported. Should they be essential to your presentation, please contact [email protected]. Do not use Macros within your presentation.

Presentation format
Please use 4:3 as presentation format.

File size
There is no size limit for presentations uploaded onsite at the Speaker Centre (it is however recommended that presentations do not exceed 500 MB).

Saving of files
For onsite upload at the Speaker Centre the presentation has to be saved on a USB memory stick (which is preferred) or an external hard disk.

Please use only “WinZip” to pack your data (free download of the current versions at www.winzip.com).

Fonts
Do not use special fonts, which are not part of the standard PowerPoint package, as this will cause problems while uploading your file.

Special characters
To avoid any compatibility problems, please do not use special characters (e.g. «, Ö, Ø, ñ, ε, ®, ý, }, {, etc.) to name your presentation or movie files.

If you use a Macintosh Computer 
Please note that PowerPoint.mac and Keynote (*.key) presentations are not accepted. Even if you have transferred your presentation to a Windows format, you must check your presentation in the Speaker Centre to ensure that it is fully compatible with the conference computers.


Conflict of Interest Disclosure in Presentations

The Conference organizers require faculty members (session speakers, chairs, moderators and facilitators) to disclose any conflict of interests they may have. The intent of this policy is not to prohibit faculty members from presenting or participating in session, but rather to inform the audience of any bias that they may have. The conference organizers thus ask that all speakers/presenters with a conflict of interest fill in a disclosure form and include disclosure slides at the beginning of their presentation.

Please note that the disclosure slide(s) must be included even if you do not have a conflict of interest. The slide will thus state that you have no conflict of interest.

If you have a conflict of interests, please include a short description of the conflicts of interest and explain how you have made sure your presentation is not affected.

For the purpose of this policy, the following principles apply:

  1. A commercial interest is any entity that produces, markets, resells or distributes healthcare goods or services consumed by, or used on, patients.
     
  2. Any financial relationship within the last twelve months, as well as known financial relationships of your spouse or partner, must be disclosed.
     
  3. Types of relationships needing to be disclosed include full-time or part-time employee, independent contractor, consultant, research or other grant recipient, paid speaker or teacher, planning or advisory committee or review panels, ownership interest (product royalty/licensing fee, owning stocks, shares, etc.…) or any other financial relationship.

Please note that failure to disclose or false disclosure may require the Planning Committee to replace the faculty member.

If you need more information or support regarding conflict of interests disclosure, please contact us at [email protected].


Session Recording

Presentations in session rooms will be recorded. If the presenter has given consent, the recordings will be published on the online conference programme and on YouTube. Further information on how consent can be given or declined will be sent out closer to the conference.


Session Room Equipment

Session rooms will contain the following basic equipment:

  • Lectern with microphone, laptop and mouse;
  • Chairperson table with microphone(s);
  • Screen displaying the PowerPoint presentation (for some of the bigger sessions rooms the speaker might be displayed too);
  • Presentation timer;
  • Microphones on stands for audience questions.  

Guidelines for Non-Abstract Driven Session Speakers (Plenary Sessions, Bridging Sessions, Symposia Sessions, Special Sessions)

All non-abstract driven sessions address a variety of current viewpoints and issues. Session format, duration and focus will vary, depending on the session type.

Download general guidelines for speakers


Guidelines for Session Chairs

Download general guidelines for session chairs


Guidelines for Oral Abstract Session Presenters

The oral abstract sessions are 90-minute sessions that usually consist of five oral presentations of ten minutes each. A five-minute question and answer session will immediately follow each presentation. An interactive moderated discussion, facilitated by the co-chairs, will be held at the end of the session.

Download the general guidelines for oral abstract session presenters


Guidelines for Poster Discussion Presenters

Held daily from 13:00 – 14:00, poster discussion sessions are 60-minute sessions featuring four to six oral presentations of five minutes each. An interactive moderated discussion, facilitated by the co-chairs, will be held at the end of the session.

Poster discussion presenters are asked to mount their posters outside the session rooms on Tuesday, 19 July, between 08:00 and 09:00, and remove them on Thursday, 21 July, between 18:30 and 19:00.

Download the general guidelines for poster discussion presenters

For guidelines on poster layout and format, please see Guidelines for Poster Exhibition below.


Guidelines for Poster Exhibitors

The Poster Exhibition is open from Tuesday 19 – Thursday 21 July, 10:00 – 18:30 and is located on the balcony around the Plenary (first level, by the Arena Entrance).

Posters are displayed for viewing from Tuesday to Thursday. Each poster is displayed for one day. Late breaker posters are displayed for the duration of the conference (Tuesday to Thursday) in the Poster Exhibition area.

Authors will stand by their posters between 12:30 and 14:30 on their day of presentation to answer questions and provide further information on their study results.

Posters must be mounted between 08:00 and 09:00 on the day of presentation, and removed between 18:30 and 19:00 on the same day.

Presenters of Late Breakers Posters are asked to mount their poster on Tuesday 19 July, between 08:00 and 09:00, and remove them on Thursday 21 July, between 18:30 and 19:00.

Poster exhibitors are not required to check in at the Speaker Centre.

Download general guidelines for poster exhibition presenters