On this page you will find important information relating to your presentation within the official program at APGC 2024.
Program enquiries
If you have any questions regarding the program, your presentation or the congress as a whole, please reach out to the APGC Program Manager.
Checklist and deadlines
Included below is a checklist to assist you to manage your presentation items and the relevant deadlines.
| Item | Additional Information |
|---|---|
|
Prepare your oral / poster presentation according to the guidelines |
Refer to the relevant program guidelines below |
|
Oral presentation template Template used to prepare presentation |
|
|
Poster presentation template Template used to prepare presentation |
|
|
Oral presenters only |
Please upload onsite a the congress
via speakers preparation room
At least 3 hours before session commencement |
|
Have any questions regarding your presentation?
|
Contact the APGC 2024 Program Manager |
Oral presentation guidelines
APGC 2024 is being held as in-person congress. Therefore, speakers are only to give in-person presentations.
This information is for all 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 speaker’s 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 speaker’s 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)
Poster presentation guidelines
IMPORTANT: In 2024, all posters will be displayed in a traditional printed format. There will not be any virtual/digital poster displays.
Poster template
It is recommended that all poster presenters use the official poster presentation template when preparing their poster, however this is not mandatory. This template is already in the A0, portrait style.
Poster format
The official poster size is A0, portrait (1189mm high and 841mm wide – maximum size).
Each poster is permitted 1 x A0 display.
You are required to prepare your poster in the correct sizing i.e., it is not suitable to prepare multiple smaller size sheets to display.
Poster information
All presenters are responsible for printing and preparing their posters prior to their arrival at the congress. Please note, the APGC Congress Secretariat will not be able to print your posters onsite.
Your poster space allocation is A0 size, portrait (1189mm high and 841mm wide – maximum size). Please note clear identification is absolutely essential.
We recommend using Velcro to mount material on the board as poster boards will be Velcro compatible.
You may consider having a synopsis of your research eg. A4 or US sized letter sized copies of the poster, available at your poster or a business card if people wish to contact you after the congress. These are to be placed in pockets attached to the poster (presenters’ responsibility to supply).
Poster display number
Further information coming soon
Poster presentation
Poster presenters are required to stand by their work during morning and afternoon tea on their assigned day.
This is when delegates viewing posters will be able to interact with authors to discuss their work.
Note: the poster presentation schedule will be released closer to the congress, however posters themselves are to be displayed for the duration of the congress.
Poster display hanging times
Posters are required to be hung by no later than 9000 hours on Friday 24 May 2024 and removed by no later than 1530 hours on Sunday 26 May 2024.
Posters not removed by this time, will be taken down and stored at the registration desk for collection. All posters not collected by 1730 hours on Sunday 26 May 2024 will be discarded.
Film Festival video presentation guidelines
In 2024, there will be a Film Festival as part of the official program.
While all Film Festival video presentations will be available in the congress app, the top scoring videos will be included in the main program.
Your official notification letter will indicate whether your Film Festival presentation is part of the main program or available only on the congress app.
Video presentation upload
It is recommended that all film festival presenters please refer to the film festival guidelines of your presentation.
Main program Film Festival – upload instructions
While you have already uploaded your video presentation, it is mandatory that all main program film festival speakers upload a high resolution version of their video in the speakers preparation room a minimum of 24 hours ahead of your session commencing.
Congress app Film Festival – upload instructions
The video presentation link you have already provided will be used for your presentation in the congress app.
Session information
Main program Film Festival presentations
Your presentation will be given 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 (if applicable to your session).
Congress app Film Festival presentations
Your presentation has been accepted into the program and will be available for viewing on the congress app. Please note there will not be an oral component to your presentation.
What to do on the day of your presentation
Main program Film Festival presentations
Follow the below checklist to ensure you are ready for your presentation.
- 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.
Congress app Film Festival presentations
There is no requirement during the congress for your presentation. Should delegates have any questions about your work, they can contact you through the congress app.
Chairperson guidelines
Please use the detailed guidelines to assist chairpersons with managing their assigned sessions.
What can I expect on the day?
The session room will be setup and ready for your session when you arrive.
At the front of the room there will be a head table for two. The chairpersons will sit at the head table and manage the session from there.
Speakers in the session should sit in the front row and will come up to the lectern to present/answer questions.
What if I need help?
In all session rooms, there will be an AV technician and dedicated APGC hostess who will be able to answer any questions you may have.
How will Q&A work?
Questions from the audience will be collected via the congress app.
It is IMPORTANT that all chairpersons download the congress app to effectively manage their assigned session.
It is the chairperson’s responsibility to ensure that they are checking the congress app for any questions asked.
Chairpersons will need to access the congress app from their own device to assist with their role during the session.
The app will show the following information:
- Session information including the title of the session, speaker names, presentation titles and presentation lengths
- Any questions submitted through the virtual platform
You will need to connect your device to the congress WiFi and updates to your session will automatically be made through the app – it will be important to refresh this regularly.
The speakers will not be able to see the questions, so please read the questions out and direct to the appropriate speaker.
Important note: if an audience member calls out a question whilst seated, you must repeat the question so everyone can hear. Chairpersons / speakers must always speak into the microphone.
What is expected of me as chairperson?
The chairperson is expected to manage the session, and this includes but is not limited to the following actions:
- Introduce the session
- Introduce the speakers (biographies are not necessary due to time constraints, full name and presentation title is sufficient)
- Facilitate Q&A through the congress app
- Ensure the session runs to time and does not exceed the allocated time
- Close the session and thank speakers/audience
Discuss with your co-chairperson how you will divide the role within the session. For example one may choose to open/close session while the other may choose to facilitate Q&A.
Presentation & Chairperson guidelines
Oral presentation guidelines
APGC 2024 is being held as in-person congress. Therefore, speakers are only to give in-person presentations.
The below information is for all oral presentations. These guidelines include instructions on how to prepare your presentation.
The below information is for all 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)
Poster presentation guidelines
IMPORTANT: In 2024, all posters will be displayed in a traditional printed format. There will not be any virtual/digital poster displays.
Your poster display information will be confirmed closer to the congress date.
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
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
Film Festival video presentation guidelines
In 2024, 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
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
Chairperson guidelines
APGC 2024 is being held as a in-person congress. Please find detailed guidelines below to assist chairpersons with managing their assigned sessions.
What can I expect on the day?
The session room will be setup and ready for your session when you arrive. At the front of the room there will be a lectern and head table for two. The chairpersons will sit at the head table and manage the session from there. From the stage, the chairpersons will see a foldback monitor in front of them which will show any virtual speakers, the PowerPoint slides and anything that is taking place on the projector screen behind them. You will not need to turn your head to see the content.
Speakers in the session should sit in the front row where the reserved signs will be located and will come up to the lectern to present/answer questions.
What if I need help?
In all session rooms, there will be an AV technician and a dedicated APGC staff member who will be able to assist you with any questions you may have.
How will Q&A work?
Questions from the audience will be collected in 2 ways:
- Via the virtual platform
- Verbally from delegates in the session room
It is the chairperson’s responsibility to ensure that they are checking both the in-person audience and virtual platform for any questions that may be asked.
Chairpersons will have access to a tablet to assist with their role during the session. This tablet will show the following information
- Session information including title of session, speaker names, presentation titles and presentation lengths
- Any questions submitted through the virtual platform
Your tablet will be connected to the internet and any updates to your session will automatically be made on your tablet – it will be important to refresh this regularly.
The speakers will not be able to see the questions, so please read the questions out and direct to the appropriate speaker.
Delegates may also verbalise questions using the microphone in the room. This microphone stand will be stationary in each room and must not be moved. Delegates must go up to the microphone. Please direct the delegate standing at the microphone to ask their question.
Important note: if an in-person audience member calls out a question whilst seated, advise them they need to repeat it into the stand microphone or you must repeat it so the virtual audience can hear the question and answer. Virtual delegates and virtual speakers will only hear what is coming through a microphone, please also remember this when Q&A is in progress.
What is expected of me as chairperson?
The chairperson is expected to manage the session, and this includes but is not limited to the following actions:
- Introduce the session
- Introduce the speakers (biographies are not necessary due to time constraints, full name and presentation title are sufficient)
- Facilitate Q&A both through the virtual platform and in-person attendees
- Ensure the session runs to time and does not exceed the allocated time
- Close the session and thank speakers/audience
As APGC is a hybrid conference in 2022 – it is important when chairing your session that you acknowledge both the virtual participants and the participants in the room with you. Try to make the session inclusive of everyone attending.
For example, when welcoming everyone and introducing the session – be sure to include the virtual participants and regularly look into the camera at the back of the room when addressing virtual speakers or delegates.
Program enquiries
If you have any questions regarding the program, your presentation or the congress as a whole, please reach out to the APGC 2023 Program Manager.
