GUIDANCE FOR IN-PERSON ORAL PRESENTATIONS & SYMPOSIA

Before the session

Please make sure that you check the final programme for your session and let the conference organisers know (eusarf2025@erf.unizg.hr) if you have any queries.

Please upload your Power Point slides to the ExOrdo system by 5th September 2025.

These will be made available for delegates to view.

Presentations

To create a presentation, please use the official conference template. All presentations must be presented on official EuSARF2025 template.

Speakers will be unable to use their own laptops to avoid technical challenges and disjoining the program. We ask all speakers to kindly use the equipment provided from organinsing tema and utilise the instructions below.

Please ensure Power Point presentations are ready either on a USB drive or stored on an accessible online platform such as Google Drive or Dropbox. This will allow you to readily share your presentation with the Session Chair. If your presentation includes video files, please ensure these video files are saved separately on your USB drive or accessible online platform. We ask that speakers arrive at their rooms five minutes before the session starts to meet the Session Chair, familiarise with the room, prepare, ensure comfort and make ready their presentation. Sessions will begin promptly.

There will be Conference Facilitators or Volunteers (who will be wearing a EuSARF T-shirt) to help you find your way around SEECEL building and presentation room. If you have any questions, kindly ask the Session Chair.

Timing

Each in-person paper session or symposium is 90 minutes in length. This allows a maximum of six 15-minute slots per paper within each session. Your presentation must be 8-10 minutes long. There will be 5 minutes for questions and discussion.

The Session Chair will assist with facilitation and smooth running of the session. Session chairs may utilise signs to signal timings to you e.g. 3 minutes, 1 minute, and STOP. If there are fewer than six papers in your session, the chair will assist with managing timings of presents and discussions.

Discussion and questions

Each session of individual papers has been organised to group papers with related themes/interests. The organising team are keen to encourage discussion across papers within each session as well as building opportunities for conference attendees to share ideas and build new connections. With that in consideration, the chair will encourage and facilitate discussion between presenters and delegates. We ask all presenters to remain in the room, to engage with this discussion as it is focused on all papers presented in that session. Your active engagement will contribute to the success of the conference sessions.

If you have any questions about your presentation, email eusarf2025@erf.unizg.hr. If you have any issues with any aspect of your presentation on the day, please speak to one of the Conference Facilitators or Volunteers (who will be wearing a EuSARF t-shirt) and they can arrange how best to help you.

GUIDANCE FOR POSTER SESSIONS

The poster session

The poster session will be dedicated session in the programme, and we ask that all poster authors are available to present their posters during planned time. Your poster will be displayed in the common area in the SEECEL Building throughout the duration of the conference, accessible to conference attendees during meals, and breaks between sessions.

When you register, please let the Volunteers know that you will be presenting a poster, and you will be assigned a numbered poster board, providing the specific location of where your poster should be displayed. The organizers will provide materials for placing posters on the board.

Please ensure you have sufficient time in advance of the poster session to mount your poster. Fixings, if required, will be provided. Please note that it is the responsibility of the author(s) to print and transport posters to conference.

We will be running a competition for student posters, and these will be judged during the session on 11 September. The winning posters will be announced during the main conference on Friday 12 September.

Preparing your poster

Please review the accepted abstract and ensure that your poster aligns with the information provided. We ask that you avoid using your conference abstract on the poster, as it will already be available in the conference program.

All posters must be presented on official conference template for posters. The Poster should be in portrait mode. AO size (84,1 cm wide x 118,8 cm high)

Word Count:
A minimum of 500 and maximum 800 words allowing viewers to fully read your poster within 10 minutes. It is essential to make your poster visually appealing and captivating to attract viewers.

The standard format for a poster includes:
Introduction
Methods
Results
Conclusions
Recommendations

General guidelines:

Include the poster board number to the top let of the poster. The poster should be relevant to the theme of the conference, and this should be apparent to viewers.

Plan the layout of your poster in advance.

Place the title at the top and organize the content logically, starting with the introduction at the upper left, finishing with recommendations at the lower right, and filling the central space with methods and results. Use short sentences, simple words, and bullets to illustrate your points. Break up text with graphics, images, or photos.

Emphasize self-explanatory graphics, ensuring clarity in illustrations and tables.
Avoid jargon, acronyms, or unusual abbreviations.

Use a non-serif font (Arial) for the poster. Ensure that the poster (text and graphics) is readable from about 2 meters away.

Titles should be in large fonts (e.g., Arial >80 points). If possible, minimize the size of institute logos or affiliations, placing them in the lower corner of the poster or next to the title.

Sections of the poster:

Introduction: Generate viewer interest in the issue or question while providing essential background information and definitions. Place the objectives of your contribution at the end of the introduction.

Methods: Be concise and precise, describing the study design, methodology and study population, and analytical approaches.

Results: Provide descriptive results briefly. Tables and graphs should stand on their own.

Conclusion and recommendations: Comment on the main results, explaining their conclusiveness and significance. Discuss any limitations and provide recommendations.
Acknowledgments/further information: Express gratitude to individuals for their specific contributions to the project and acknowledge funding sources. Include your email address for additional information.

Creating the poster:

To create a poster, please use the official conference template.

You can directly insert text and graphics onto that slide or copy-paste from a Word document or another PowerPoint slide.

The printed size is set according to the official template.

Please upload your Poster to the ExOrdo system by 5th September 2025.

These will be made available for delegates to view.

Creating a handout of your poster for distribution during the poster session can be helpful.

If you have any questions about your poster, email eusarf2025@erf.unizg.hr. If you have any issues with any aspect of your poster on the day, please speak to one of the Conference Facilitators or Volunteers (who will be wearing a EuSARF T-shirt) and they can arrange how best to help you.