Information for Authors

Information for oral presentation authors

Please take a few minutes of your time to read the following guidelines which will present you the on-site organization of the Conference for the smooth running of the sessions.

In order to match with the most recent technology, the Conference will be equipped with a single data projector for computer assisted presentations (ie. Powerpoint).

For the general organisation, after having picked-up their badge at the Registration desk, each speaker should go to the Speakers’ corner (follow signs on site). The presentations should be handed in to the Speakers' corner at least 2 hours prior to the session start.

All speakers are kindly asked to verify in the online programme the time of their presentation has not changed.

It is advisable for each speaker to be already present in the session hall 15 minutes before the beginning of his session.

  • Please, follow strictly the instructions of the Chairman, especially with regard to the time allotted  to the speech: do not go over the time limit (your lecture time includes 5 min discussion)
  • Remember to speak directly into the microphone
  • You will find a laser pointer on the lectern to help you pointing out your slides if necessary. Please do not leave with it!

For your computer assisted presentation (Power-Point style)

  • To avoid delays caused by switching computers at the platform, booting-up computers and potential compatibility problems, the Organizing Committee has made available the standard A/V system used in the convention sector. There will be a master computer to ensure smooth transition between speakers and appropriate audiovisual technical support.
  • The Organisers request that speakers do not plan on connecting their laptop to the Conference centre projector.

Format – Presentation

  • Only presentations for PC’s (Windows 98/2000/XP/Win7 configurations) and PC’s compatible (to avoid problems of compatibility between PC’s and MAC, please use commune fonts to both PC’s and MAC) will be accepted (no UNIX).
  • Do not forget to add .ppt extension to your file when saving it.
  • Please prepare your presentation using Power Point Version XP or 2003 patched with the last service pack.
  • If you have pictures, they must be under the following format: .jpg, or .gif, format .pict is prohibited).
  • If you have video files attached to your power point presentation, they must be in the following format: .mpg, .mpeg, .avi r .wmv.
  • The format .mov (quicktime) is NOT accepted. If you have such files, please export them in .avi format.
  • When saving your final presentation to CD or USB stick, do not forget to make sure to include your video files if any and all links to these multimedia files.

Depositing a file

  • Your computer file must be handed over to the personnel of the Speakers‘ corner  either with a CD or a memory stick, as far in advance as possible and TWO hours BEFORE the beginning of each session AT THE LATEST. (The presentation for an early morning session should be handed over the evening before).
  • In the Speakers’ corner you will be assisted by a technician who will help you to download your presentation to the internal network. You will also be able to review your presentation and to verify that it has been transferred correctly to the network.

In the session hall

  • Your presentation will be sent directly to the meeting room through the internal computer network.
  • A hostess in the meeting room will then point out your presentation on the screen of the computer positioned on the lectern, a few seconds before your turn.
  • The PC on the lectern is programmed with 1024x768 pixels and is linked to the data projector.
  • Once the presentation is launched you will advance your own slides using the control on the lectern. 

Official Language

The official language of the Conference is English.
All presentations and questions must be delivered in ENGLISH.


Information for poster presentation authors

Prior to coming to the Conference venue, please make sure to check your poster number and the time when your poster is to be mounted, presented and dismounted.

All poster authors are encouraged to be present at their poster(s) during the scheduled poster presentation time.

  • to be mounted on Thursday, September 16 at 08.00 – 09.00
  • to be presented on Friday, September 17 at 12:00 – 12:30 and Saturday, September 18 at 12:00 – 12:30
  • to be dismounted on Saturday, September 18 at 17.00 – 18.00

Poster dimensions

Height 120 cm x width 90 cm - portrait format (visible part of the poster board)

Self adhesive velcro for mounting posters will be available.

Please make sure to prepare your material beforehand so that it will fit neatly into the space available and can be easily attached to the board.

Suitable fixing materials will be provided by the Conference organisers and assistance will be available on site.

The organisers are not responsible for loss or damage to those posters which are not removed by authors within the times of dismantling as indicated above. Posters not removed by their authors at the stated time will be automatically destroyed.










18th EASM Conference

7 - 10 September 2011
Madrid, Spain