Paper & Poster Guidelines

Paper/Invited Speaker Presentation guidelines

Presentations

It is expected that the First Author will present the same work described in the abstract, with the same title and content. Design a presentation that is independent, objective, scientifically rigorous, balanced and free of bias.

• Only presentations created in PowerPoint will be accepted.

• Widescreen display
Speakers should using PowerPoint 2016 and 2013 default to a 16:9 widescreen display. For other versions of PowerPoint, click on the “Design” tab. Click “Page Setup”. PowerPoint will default to Slides sized for: “On-screen Show (4:3)”. Change the setting to “On-screen Show (16:9) and click OK.
Apple Keynote users have a choice of creating the presentation in “Standard or Wide Aspect Ratio” If you have created the presentation in Standard Aspect Ratio, you can change it to Wide by choosing View: Inspector: Document and choosing Widescreen under Slide Size.
If you do not format your presentation in 16:9 then the presentation will fill the screen from top to bottom, but will display with black bars to the left and right of your slides.

• English is the language used for all Congress presentations
• Please note that you cannot use PowerPoint’s “Presenter View” function during your lecture.
• Light colored text on a dark background is advised.
• Font size of AT LEAST 24 points for body text and 36 – 40 points for headings can be seen well by delegates
• When linking picture, graph or video files in PowerPoint, make sure to keep a backup copy of your files and confirm that they work from within your presentation. In addition, please note that adding picture files into your presentation may result in a large PowerPoint file size. Please resize picture files to before importing to prevent an unwieldy file size.
• If using video, make sure that the video file can be played using the following software: – Windows: Windows Media Player (WMV format recommended) *If using video, we recommend bringing your own laptop. – Macintosh: QuickTime Player
• Speakers should be in the meeting venue at least 10-15 minutes prior to the session start.
• Speaker should sit in the front row of the session and approach the podium as the Moderator introduces the talk. Speakers can share the moderators table as space permits during the discussion period.
• Pairs of moderators have been assigned for each session.
• At the beginning of your session the moderators will introduce themselves, your session title, and the speaker and the title or their talk
• The moderators will indicate that session is open for discussion and questions
• A microphone will be available at the podium as well as a laser pointer
• You can advance your slides by use of the mouse or the use of the page up or down buttons.

Presentation Timing

Presentations given within Congress Sessions are scheduled for 7 minutes for the presentation with all discussion occurring at the end of the session talks. We ask that you please keep to your allotted time for your presentation. Invited Speaker presentation lengths are determined by the Invited Speaker session organisers.

Uploading Presentations

Upload your PC or MAC presentation in the speaker ready room at least 1 hour prior to your presentation. Make sure to bring a back-up of your presentation.
Note: You may make changes to your presentation up to 1 hour before the start of your session. We will not accept presentations within 1 hour of the START OF THE SESSION. If you do not upload your presentation, you will not be allowed to present.
• If necessary, edit and revise your presentation the DAY BEFORE your scheduled talk. Edits to your presentation are not permitted inside the lecture hall.
• Ensure you have included your financial disclosure slide as the second slide of your presentation.
• Upload and check your presentation in the Speaker Preview Room
• Confirm your presentation runs as planned and is scheduled correctly.
• Arrive 15 minutes before the start of your session and check in with the session moderator.
• The voltage is 240 Volts in the UK and the frequency of electric current is 50 Hertz. Please bring your plug adaptor if needed.
• Make sure to inform staff if using videos in your presentation

Speaker preview room and AV assistance

Speakers may preview their presentations, make any changes, or get assistance from the audiovisual staff on site.
The speaker preview room is located in TBC and will be open during the following hours:TBC

Disclosure

Any potential conflict of interest, regardless of its connection to the topics discussed or mentioned during this event, must be declared by the Congress speakers and their co-authors and be conveyed to the audience as a second slide as part of any presentation. See the Congress Website for a downloadable disclosure slide.

Example financial disclosure slide

Drug names

Only generic names of medications should be used, whenever possible. Use of generic names only or generic and trade names should be consistent throughout any presentation.

Balanced information

If specific products or services are mentioned, there should be a balanced presentation of the prevailing body of scientific information on that product or service and of reasonable alternative treatment options.
If unapproved or off-label uses of a product are discussed, presenters must inform the audience of this fact.
Presenters should not engage in peer selling. Peer selling occurs when a pharmaceutical or medical device manufacturer or service provider engages an orthoptist/scientist or physician to conduct an activity that focuses on or is designed to enhance the sale of its own products. Avoid using:

• Product endorsements
• Product logos or branding

Poster Guidelines

An academic poster is the visual aid for a compact presentation of (a part of) a research project. Both content and layout are essential. The poster should attract the attention within a few seconds and the reader should be able to get the main points from the headings alone.

1. Poster boards

Poster boards are 147 x 97 cm (width x height), so for posters in Landscape orientation. Poster size should not exceed these dimensions. Please, use adequate letter type and size to ensure good readability. Well-designed figures, graphs and tables will generally increase the attractiveness of your poster.

2. Poster titles and structure

Poster titles should be identical to the title of the corresponding abstract.
Structure
The general structure includes Introduction, Aim of the study, Methods, Results, Discussion/Conclusion. Abstracts are not needed, because the information is already condensed on the poster.
Try to make title and headings as informative as possible, i.e. not too general. Preferably the reader should be able to get the main points from the headings alone.
Try to reduce Methods and Study Design in a photo or scheme with subscript and focus on the principle outcome measure(s).
Present your Results in simple graphics. All visuals should relate to the main message and conclusion.
The Conclusion should be the direct answer to the Aim of the study.
The References contain background information and can be presented in a compact way (e.g. 1st author et al. Journal (short form), Issue, Pages).

3. Poster numbers

Poster boards in the poster area will be numbered by means of the poster code (letters and numbers) appearing in the scheduling confirmation sent to you. You will also find your poster code in the final program on the conference website.

4. Text format

Title should be readable at about 5 m, text is generally read at 1 or 2 m. It is recommended to use bulleted points and to use an active voice. Keep text elements to 50 words or fewer.

5. Fonts

For headings (at least 36 point) and bulleted points use sans serif fonts like Arial or Tahoma
For blocks of texts use serif fonts like Times New Roman, Palatino or Garamond of at least 24 point, since they are easier to read.

6. Colours

Use light colour background and dark colour letters for contrast, as poster boards are not always in the spotlight. The use of transparent of background pictures may go at the cost of readability of text: what you see on screen is not always what you get after printing! Avoid red-green combinations because of colourblind visitors in the audience.

7. Figures and Artwork

Usually 4-6 figures are included in a poster. Make them simple, readily comprehensible and self-contained. Lines in graphs are generally identified by form or colour. We do advise you to use the combination of both. (see also colours). Figures and artwork are magnified on posters. In case of bitmap photos and figures try to maintain sufficient resolution (at least 150 dpi in the final format). Keep figure legends short (10-25 words maximum).

8. Authorship Identification

Step 1. Author affiliation

Please create the institutional affiliations for all authors.  Additional affiliations can be added by selecting the ‘Add Affiliation’ button at the bottom.

Please enter all text in sentence case, i.e. capitalise only the first letter of a title or name.

Each affiliation will be given a number. This will be visible in the top left had corner of each affiliation box. 

Note, assigning of affiliation to each author will be done in Step 2 ‘Abstract Authorship details’

 

Step 2. Author details

Please enter details for each author.

‘Title’ field:  e.g. Prof, Dr., Mr., Mrs., MS., Miss

‘Primary professional title’: e.g. Orthoptist, Pediatric Ophthalmologist, Researcher

Please enter all text in sentence case, i.e. capitalise only the first letter of a title or name.

Identify the Presenting author by clicking the “Presenter’ box.

Assign author institutional affiliation in the ‘Affiliations’ field.  Enter the affiliation number (found in the Author Affiliation box from Step 1). Do not enter text in this field. In the case of multiple affiliations, please enter the affiliation numbers separated by a comma (with no spaces, e.g. “1,2”).

Set authorship order.  This is done by clicking the arrow key in the top right hand corner of each author box.

9. Drug names

The use of generic drug names is encouraged (trade-marks may be added between brackets the first time a drug is mentioned). The identity of experimental agents should be disclosed by means of brief descriptions, structural formulas and/or full chemical names.

10. Marketing/commercial purpose

Scientific posters are not to be used for marketing or commercial purposes.

11. Financial interest

Any grants or other real or perceived financial interests should be acknowledged on your poster.

12. Poster display

Posters should be on display continuously from TBC. Education Forum posters will be on display TBC.
Each poster presenter is scheduled to stand by their poster on one day of their Congress session during the breaks and lunch hour.

13. Removing posters

Posters should be ultimately removed on TBC, immediately after the last session. Posters that have not been taken away by 18:00 hrs will be removed by the Congress organisers and will be destroyed.

14. Mounting materials

Mounting materials will be made available by the local organisers. A poster area attendant will be available to provide instructions on the proper mounting of posters.

15. Handouts

You are advised to bring hard copies of your poster as handouts.

16. Rapid Fire Poster Session

A special rapid poster session will follow each main plenary session talk. If you are invited to present at the rapid poster session you will receive a letter to this effect.