Presenter guidelines

Oral presentation guidelines

Oral presentations are organized in sessions scheduled in specific lecture rooms, which are indicated in the programme together with the time of presentation of each contribution. Sessions are scheduled in four time blocks per day; one time block is 90 minutes in duration. A session can cover multiple time blocks.

All sessions are run in a fully hybrid mode, using the lecture room settings for on-site attendees combined with Zoom for virtual participants. This setup allows both on-site and virtual attendees to follow and present in the session equally.

Oral presentations for EPSC2024 will be in English and should cover the same material as your abstract. Dissertation talks, that have been selected as such by the conveners, are allowed to contain additional material from the entire duration of the doctoral thesis that is presented.

Each oral presentation has a length of 10 minutes. Solicited presentations as well as dissertation talks will have a length of 15 minutes. The presentation length includes the time for change over but excludes time for discussion. The allocated presentation time cannot be exceeded. After every 3 to 4 talks, a joint Q&A panel discussion is scheduled. Speakers of the previous talks are asked to join at the front/virtually for the Q&A panel discussion. Questions will be directed to all speakers of the previous talks (virtual and on-site). The Q&A discussions can also be continued asynchronously on Discord.

On-site presenters must give a live presentation. It is strongly recommended that virtual presenters also present live, to benefit from audience feedback and questions. Virtual oral presenters will have the opportunity to share their screen. However, to be prepared for possible technical issues, virtual oral presenters are also asked to upload their presentation files. A pre-recorded talk may be submitted in exceptional cases, such as if all (co-)authors are unable to present live due to substantial time-zone differences, unstable internet connections, or other barriers. Session conveners must be informed in advance if this applies.

Virtual presenters will give their oral presentation live in the respective Zoom session. Please browse through the session programme to find your session of interest. The detailed session page lists all oral and poster abstracts with their schedules. Buttons to enter the respective Zoom Meetings will only appear 15 minutes before the session starts. Please note that no Zoom access links will be sent to presenters by email. Instead, please access the Zoom meeting via the button that appears on the page 15 minutes before the session starts. You will be asked for your Copernicus Office user ID to access the Zoom session, as a paid conference registration (either for on-site attendance or virtual attendance) is mandatory to access the Zoom meeting.

We kindly request that authors follow these guidelines:

Submission

Oral presenters are asked to upload their presentation slides (ppt, pdf, …) at least 24h before the start of the live session as "Presentation file". This material is only visible to session chairs. It will not be possible to upload presentations from a memory stick in the session room.
Additional material can be uploaded as "Supplementary material". This material can be accessed on the abstract page, either open access (if marked as "public" during upload) or restricted to EPSC participants (if marked as "restricted").
The presentation upload tool will open on Thursday, 15 August 2024. Supplementary materials can be modified until Friday, 13 September 2024. Presentation files can be modified up to 24h before the start of the live session.
In case of an emergency, it will be possible for registered participants to replace their uploaded slides with a pre-recorded video as "Presentation file" material up to 4h before the presentation. A presentation originally marked as on-site can also be given virtually, with no separate virtual registration required if an on-site conference registration had already been paid. However, the participant must inform the session chairs of the change from on-site to virtual presentation as soon as possible.

Presentation style guide

The aspect ratio of your slides should be 16:9 (not 4:3).
Please include an introductory slide with your title, name, co-authors, affiliation(s) and contact details.
Be creative. Make good use of visuals to make your talk engaging and accessible.
Text on slides should be clear and concise with correct spelling. Please use fonts that are clear to read (e.g. Arial, Calibri or Verdana), and ensure there is good colour contrast between the text and the background.
Prepare all diagrams or charts neatly and legibly beforehand, in a size sufficient to be read on screen (this includes annotations).
Ensure that you leave your audience enough time to read and digest the material or data that you show. We recommend no more than one slide per minute speaking time.
Bullet points and enumerated lists are easier to digest than large blocks of text. Your presentation must only include content that you are entitled to use.

Asynchronous discussion and advertisement

To allow for asynchronous discussion and based on the positive feedback received during the last two conferences, session-wide discussions will also take place on a dedicated EPSC2024 Discord channel. Please monitor this regularly over the full duration of the conference. Consider posting an initial "welcome" comment to advertise your presentation, introduce your topic in general, or raise/invite questions.
Please note that the Discord channel will only be accessible to EPSC2024 registered participants.
You should also feel free to advertise your oral presentation via the social media hashtag #EPSC2024.

Accessibility and readability

The minimum font size you should use for body text on slides is 24pt or 18pt for minor text (e.g. the slide number). Use sans serif fonts such as Arial, Calibri, Verdana or Helvetica that are easier to read.
Make sure that you speak clearly and not too quickly, aim for about 140-150 words/minute.
If your presentation includes visuals e.g. images or videos, make sure you describe what people are seeing as part of your spoken presentation.
You should ensure that there is sufficient contrast between your text and the background (you can check this with online tools e.g. at: https://webaim.org/resources/contrastchecker/).
Try to use colour schemes suitable for participants with colour vision deficiencies (e.g., red-green colour blindness). You can check this with online tools such as https://www.color-blindness.com/coblis-color-blindness-simulator/.
PowerPoint offers an in-built accessibility checker (Tools>Check Accessibility), which can draw attention to accessibility issues in your presentation.

Public/Restricted settings for presentation materials

"Supplementary materials" (slides, videos, pdf posters, etc.) can be added to the abstract page. You can set these either to be publicly available or mark them as "restricted" so that they are only accessible by registered EPSC participants. It is prohibited to retain or share scientific material shown in any supplementary materials if they have been marked as "restricted" in the programme and/or include the "no sharing" icon.
Supplementary material will be available via the Copernicus website for the duration of EPSC2024 and on the archived site for one year afterwards.
"Presentation files" (for oral presentations) can only be accessed by session conveners and will not be available on the EPSC website. However, please note that all scientific sessions will be recorded. Recordings will only be accessible to conference participants via the EPSC2024 website and to Europlanet Society members through the Europlanet membership website. However, if oral presenters do not wish for the recording of their presentation to be included, it will be possible to withdraw the recording by contacting epsc-registration@europlanet-society.org.

Upload presentation & supplement

Poster presentation guidelines

For poster presentations at EPSC2024, we kindly request that authors follow these guidelines:

Submission

Poster boards are in portrait format, suitable for A0 portrait posters. Posters will be attached using special, easily removable, glue pads (for white poster boards) or pins (for blue poster boards) provided at each poster board as well as at the information & name badge pickup counter. Self-provided pins, needles, stronger tape or similar (e.g. for fabric posters) must not be used as fixation material.
Virtual posters will be presented on the EPSC2024 website on the day of their respective poster session. In addition, they will be displayed in the poster halls (printed in A3 format) and should therefore also follow the standard A0 poster design. Virtual poster presenters must upload their poster pdf by 4 September 2024, 23:59 CEST as "Presentation file", otherwise it will not be printed in A3 and displayed during the on-site poster session.

On-site poster

at least 24h before the start of the poster session

Presentation files will be accessible by all registered EPSC2024 participants on the day of the poster session.
Additional material can be uploaded as "Supplementary material". This material can be accessed on the abstract page, either open access (if marked as "public" during upload) or to EPSC participants only (if marked as "restricted").
The presentation upload tool will open on 15 August 2024. Supplementary materials can be modified until 13 September 2024. Presentation files can be modified up to 24h before the start of the live session.

Poster style guide

Your poster presentation should be in English and cover the same material as your abstract.
The poster must be self-contained and designed to be read: a bit more text can be added than would be appropriate for oral presentation slides.
You are free to organise your poster layout as you wish, but a potential structure is as follows:
- Title/author details; abstract/overview of key results.
- Introduction, and necessary background.
- Methodology and results.
- Discussion, conclusions.
- Acknowledgements/references.
The text should be clear and concise with correct spelling. Please use fonts that are clear to read (e.g. Arial, Calibri or Verdana), and ensure there is good colour contrast between the text and the background
Prepare all diagrams or charts neatly and legibly beforehand, in a size sufficient to be read when standing 1-2 m from the poster board, including annotations (see notes on accessibility below). As a rule-of-thumb test, if you cannot read the text when printing your poster on an A4 sheet, it is too small.
Links to web-based content are welcome.
Make good use of colour to highlight different features within the text and charts.
Bullet points and enumerated lists are easier to digest than large blocks of text.
Authors can download a QR code from their abstract information page (magnifying glass icon) on the EPSC2024 website or from their EPSC abstract page. This QR code directly refers to the abstract page including (if used) online supplementary material.

Asynchronous Discussion and Advertisement

To allow for asynchronous discussion and based on the positive feedback received during the last two conferences, session-wide discussions will also take place on a dedicated EPSC2024 Discord channel. Please monitor this regularly over the full duration of the conference. Consider posting an initial "welcome" comment advertising your presentation, introduce your topic in general, or raise/invite questions.
Please note that the Discord channel will only be accessible to EPSC2024 registered participants.
You should also feel free to advertise your poster presentation via social media hashtag #EPSC2024.

Accessibility and readability

The minimum font size you should use is 16pt.
Use sans serif fonts such as Arial, Calibri, Verdana or Helvetica that are easier to read.
You should ensure that there is sufficient contrast between your text and the background (you can check this with online tools e.g. at: https://webaim.org/resources/contrastchecker/).
Try to use colour schemes suitable for participants with colour vision deficiencies (e.g., red-green colour blindness). You can check this with online tools such as https://www.color-blindness.com/coblis-color-blindness-simulator/.
PowerPoint offers an in-built accessibility checker tool (Tools>Check Accessibility), which can draw attention to accessibility issues in your presentation.

Public/Restricted settings for poster presentations

Poster presenters need to upload their poster pdf as "Presentation file" (by 4 September for virtual participants and at least 24 h before the start of the poster session for on-site presenters). The material will only be accessible by registered EPSC2024 participants on the day of the poster session.
In addition, poster presenters will have the option to upload their poster or any additional material as "Supplementary material" to be accessible beyond the poster session.
The presentation upload tool will open on 14 August 2024. Supplementary materials can be modified until 13 September 2024.
When you upload your poster presentation or other material as "Supplementary material", you will be asked to mark it as "Public" or "Restricted". We encourage you to choose the open access "Public" option, and it is likely that your presentation will receive more views.
If your "Supplementary material" contains material that you do not wish to be shared publicly, you can choose the "Restricted" option. In this case, your material will only be accessible to registered EPSC2024 participants.
Note that commenting will be restricted to EPSC participants, via the EPSC2024 Discord channel.
Supplementary materials of posters will be available via the Copernicus website for the duration of EPSC2024 and on the archived site for one year afterwards.

Upload presentation & supplement

Printing of posters

Presenters of on-site posters need to arrange printing of their posters by themselves. There is no possibility to print posters directly at the conference centre.
To provide a convenient poster printing and delivery service with online ordering and payment options, the Local Organizing Committee of EPSC2024 has partnered with CSV Copy, a local print shop in Berlin. You will find more information on this page.