Presentation Guidelines

On this page you will find important information relating to your presentation within the official program at APGC 2022.

Checklist and deadlines

Included below is a checklist to assist you to manage your presentation items and the relevant deadlines. 

Item Due Date Additional Information
Prepare your oral / poster presentation according to the guidelines
-
Refer to the relevant program guidelines below
Oral presentation template used to prepare presentation
-
Virtual poster presentation template used to prepare presentation
-
Virtual poster presenters
Upload your poster audio/video component (optional)
Monday 11 July 2022
Via virtual poster presentation upload link
File name: last name_paper number_poster
Virtual oral presenters only
Upload your oral PPT presentation slides
Monday 11 July 2022
Via oral presentation upload link
File name: last name_paper number_ppt
Film Festival video presenters only
Upload your video presentation slides
Monday 11 July 2022
Via Film Festival video presentation upload link
File name: last name_paper number_film festival
In-person oral presenters only
Upload your oral PPT presentation slides
Onsite at congress
Via speakers preparation room
- At least 3 hours before session commencement
Need help with your presentations (oral / poster)?
-

Presentation & Chairperson guidelines

Oral presentation guidelines

APGC 2022 is being held as a hybrid congress. Therefore speakers are able to either give their presentations in-person or virtually. 

*In-person presentations are strongly recommended*

Please select the relevant option to you below:

The below information is for all in-person oral presentations. These guidelines include instructions on how to prepare your presentation.

Presentation template

It is recommended that all oral presenters use the official presentation template when preparing their presentation. This template is already in the 16:9 ratio for you.

 

PowerPoint files

All users of Macintosh hardware need to ensure before they leave home that the files are compatible with PC hardware. It is expected that presenters will use Microsoft.

Other compatible software includes:

  • Windows XP
  • Office XP (Word, PowerPoint, Excel, Access, Outlook)
  • Windows Media Player
  • Quick Time
  • WinZip
  • Adobe Acrobat
  • Flash Player

Please let us know immediately if you use a Mac system.

 

Movies or sound files

If you have movies or sound files in the PowerPoint presentation please embed them and test that they work correctly in presentation mode

To ensure a complete and effective presentation every time here’s what to do:

  • Create a folder for your presentation.
  • Place or copy every file that is used in the presentation in this folder. This will include all pictures, movies, sounds or any files that are used in the presentation.
  • Now re-create any links so that they access this presentation folder (Insert, Movies and Sounds, From File). Remember to resave the presentation.
  • Another advantage of this approach is that you have access to the original files such as video clips etc. in the event of PowerPoint problems.

 

Loading your presentation

All speakers are required to pre-load their presentations at the speakers’ preparation room at least 3 hours prior to their session commencing.

All presentations will be networked to the presentation rooms; therefore you need to ensure your presentation is loaded prior to your speaking time.

It will not be possible to use your own laptop or USB for your presentation

 

Session information

Your presentation will be given live, in-person. Questions from the audience will be moderated by the session chair and distributed verbally to speakers.

You are required to be available for the duration of your session and to participate in the live Q&A.

 

Speakers preparation room

Please check in at the speakers preparation room well in advance of your presentation (at least 3 hours prior to your session commencement).

Your presentation will be checked, then loaded onto the network, and will be available in your assigned session room.

 

What do to on the day of presentation
Follow the below checklist to ensure you are ready for your presentation!

  • Make sure you have loaded your presentation in the speakers preparation room
  • Be in your assigned session room at least 20 minutes prior to your session commencing
  • Ensure that you are seated at the front of the room (front row near lectern or at head table depending on number of speakers in your session)

The below information is for all virtual oral presentations. 

These guidelines include instructions on how to prepare your presentation.

 

Presentation template

It is recommended that all oral presenters use the official presentation template when preparing their presentation. This template is already in the 16:9 ratio for you.

 

Movies or sound files

If you have movies or sound files in the PowerPoint presentation please embed them and test that they work correctly in presentation mode

To ensure a complete and effective presentation every time here’s what to do:

  • Create a folder for your presentation.
  • Place or copy every file that is used in the presentation in this folder. This will include all pictures, movies, sounds or any files that are used in the presentation.
  • Now re-create any links so that they access this presentation folder (Insert, Movies and Sounds, From File). Remember to resave the presentation.
  • Another advantage of this approach is that you have access to the original files such as video clips etc. in the event of PowerPoint problems.

 

Loading your presentation

All virtual oral presentations will be delivered live on the scheduled date/time. 

You have a choice of the below delivery methods:

  • You can screen share your presentation from your own device
  • You can ask our technicians to share the presentation on your behalf (slides MUST be provided in advance if you wish for technician to share).

There is no need to pre-record your presentation unless you are unavailable to present live, or it is your preference to pre-record.

 

Submission deadline for presentation slides

While you will be delivering your presentation live on the scheduled date/time, we do require you to submit your PowerPoint presentation slides ahead of time. 

Please ensure that you submit your slides by no later than Monday 11 July 2022 using the link included above. 


Important
Before uploading ensure the file is labelled last name_paper number_ppt

Your paper number can be found on your notification letter.

 

Session information

Your presentation will be given virtually. Questions from the audience will be moderated by the session chair and distributed verbally to speakers. 

You are required to be available for the duration of your session and to participate in the live Q&A (if applicable to your session). 

 

What to do on the day of your presentation

Follow the below checklist to ensure you are ready for your presentation!

  • Close all unnecessary programs and documents on your device so only your presentation is open. Ensure programs like outlook or Microsoft teams are closed so the sound from notifications are not heard during your presentation
  • Make sure you have your presentation open on your device and you know how to screen share through zoom
  • You will be sent an email from program@apgcongress.org with a list of zoom links. Please click on the relevant zoom link for your session.
  • Join the assigned Zoom link at least 20 minutes prior to your session commencing. This will allow you time to upgrade zoom if required.
  • Ensure before joining you are in an appropriate area for the duration of your session i.e. background is uncluttered, no background noise, area is well lit

Poster presentation guidelines

In 2022, posters will be displayed virtually. 

  • All poster presenters must submit a virtual poster display
  • Optional: virtual poster presenters may also submit a video or audio accompaniment to their virtual poster display


Virtual poster displays and any video accompaniments must be submitted prior to the congress, please ensure you read the guidelines below.

The below information is for all poster presentations. It is important that you read and understand these guidelines while preparing your presentation. 

These guidelines include instructions on how to prepare your presentation along with how to submit this for sequencing. 

Deadline: You are required to submit your completed files by Monday 11 July 2022

 

Presentation template

It is recommended all poster presenters to use the official virtual poster template when preparing their poster. This template is already in the 16:9 ratio.

Your virtual poster should be a visual representation of your work and should have a maximum of two (2) slides.  

 

Submission deadline

Virtual poster presentations are required to be submitted no later than Monday 11 July 2022.

Before submitting your poster ensure the following:

  • Your poster is saved as a PDF document
  • You have renamed your poster in the following format: last name_paper number_poster

To submit your virtual poster please use the virtual poster upload link

Important: before uploading ensure the file is labelled last name_paper number_poster

Your paper number can be found on your notification letter. 

 

Virtual poster quality assurance

To ensure that all submitted virtual posters are of appropriate congress quality, all submissions will be quality checked. Should there be any inconsistencies your presentation will be returned to you. 

Inconsistencies can include:

  • Text is not readable i.e. too small or too large
  • Text has been placed over the top of congress branding within the template
  • There is no presentation title or lead author information included

The below information is for poster presenters who wish to also submit a video or audio accompaniment to their poster. 

Video accompaniments should follow the below guidelines:

  • Video/audio content should match poster content
  • Recording may only contain audio (no video) if preferred
  • Audio must be in English
  • Recording should be no longer than three (3) minutes in length
  • Recording should be submitted in .MP4 format
  • We recommend you use Microsoft PPT to record your audio or a zoom recording to record your video.

 

Submission deadline

Poster video/audio is required to be submitted no later than Monday 11 July 2022.

To submit your poster video please use the poster audio upload link

Important: before uploading ensure the file is labelled last name_paper number_audio

Your paper number can be found in your notification letter. 

Film Festival video presentation guidelines

In 2022, there will be a Film Festival as part of the official program. 

Below are guidelines related to Film Festival video presentations.

Film Festival video presenters are required to submit a video presentation for review by the Scientific Committee. 

While all Film Festival video presentations will be available on-demand on the virtual platform for the Congress, the top scoring video presentations will be included in the Film Festival session scheduled in the official program.

You are required to submit your video presentation as soon as possible but no later than Monday 11 July 2022.

 

Video presentation guidelines

Please ensure you read the below requirements when preparing and submitting your video:

  • Video is required to be 7 minutes in length, any submissions received in excess of this time will be returned for re-editing
  • Video is required to cover the content included in your initial abstract submission
  • It is recommended (not mandatory) to include a title slide at the start of your video with presentation title and author name

 

Video submission deadline

To submit your video please label your file as follows: last name_paper number_film festival and upload it via the link included above. 

Deadline to submit: Monday 11 July 2022

 

IMPORTANT: If we do not receive your video by the above deadline, your video will not be considered for the Film Festival session in the program, instead it will be included on the virtual platform as an on-demand presentation. 

Program enquiries

If you have any questions regarding the program, your presentation or the congress as a whole, please reach out to the APGC 2022 Program Manager

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