Oral Presentation Guidelines

SUBMISSION OF PRESENTATION

Please submit your final presentation, in Microsoft PowerPoint format, to the Programme Co-ordinator, Erika Kruger at [email protected] or via www.wetransfer.com by no later than Friday 12 April 2023.  Presentations may also be submitted on arrival at the Congress, for uploading onto the presentation system.  Please arrive at least 3 hours prior to your presentation. 

This Congress does not require the submission of formal papers. 

ARRIVAL DETAILS

1. On arrival at the convention centre, do not go to the Registration Desk. Rather proceed directly to the Speaker Room located in the CTICC, Meeting Suite 1.52, on Level 2 of the CTICC. Mrs Erika Kruger will meet you there to hand you your ID badge and Congress collateral. If you are not attending the full day of your presentation or the full Congress, please arrive at least 3 hours before your presentation to ensure the correct version has been uploaded on the presentation dispatch system.

SPEAKER ROOM

The Speaker room is equipped with terminals where Speakers can upload their presentations into the network connecting all the Session Rooms.  They system will ensure that the correct presentations are available in the right session room at the right time.

At the Speaker Room, you will be offered the following services:

• Expert advice by technical staff onsite.
• Reviewing, converting (if necessary), media embedding and unloading of your presentation files.
• Last minute changes to your presentation.

To enable the staff to handle the technical aspects efficiently, the presentations should be prepared as per the guidelines in this document.  It is essential that:

• The presentation (if not submitted prior to attendance), is hand in at the Speaker Room no later than 3 hours before your presentation time of the day before if you presentation is in the early morning.
• Prepare your presentation as per the guidelines and save it on a USB stick. Label the materials with your name, session name, session date, and presentation name.
• Be in the session room at least 10 minutes before the session starts to meet the Chair of the session.
• Familiarize yourself with the equipment in the session room. Technical staff and a hostess will be present to assist you.
• Use the PowerPoint template available here. Please include one slide as Conflict-of-Interest disclosure, if you have any disclosure.

SPEAKER ROOM OPENING HOURS

SESSION ROOMS

Each session room is equipped with the following items:

• Lectern with lectern microphone, monitor and mouse
• Data projector for PowerPoint presentations
• Laser Pointer
• Floor microphone for Q&A session
• Basic PA system and audio amplification equipment with a dedicated technician

IMPORTANT

• No personal laptops may be directly connected to the lectern computer as the presentation must be checked beforehand the Speaker Room.
• Please note that there will be NO overhead projectors or slide projectors in any of the Session Rooms.

TECHNICAL REQUIREMENTS

To guarantee your presentation will be displayed correctly, please note the following technical requirements and general notes:

• Use Microsoft PowerPoint 2021 (version 16) (Office 2021)/Microsoft 365. If you use MS PowerPoint, we recommend that you save your PowerPoint presentation using .pptx-format and not .ppsx.
• Presentations must be formatted in a 16:9 aspect ratio.
• Use high contrasting lettering and fonts with a minimum size of 24pt and high contrast layouts like light text on dark colours. Only fonts which are included in the basic installation of MS-Windows 10 will be available (English version of Windows). Use of other fonts not included in Windows can cause the wrong layout/style of your presentation.
• Note that Apple Keynote presentations must be converted to PowerPoint. If you are a Mac-user, please use PowerPoint for Mac.
• Presentations will be projected in a minimum resolution of 1920 x 1080 pixels. All video/data projectors at the congress can utilize this resolution without a problem.

IMAGES AND VIDEOS

• Save the image you wish to use as a JPG or PNG and set compression/quality to medium or high. (Avoid saving images as TIF files, especially Mac presentations).
• Because of the many different video formats, support cannot be provided for embedded videos in your presentation; please test your presentation with the on-site PC several hours before your presentation. Generally, the MPEG-4 and WMV format should work with no difficulties.
• Movies or videos which require additional reading or projection equipment will not be accepted.
• Save the images/videos used in your presentation separately on a USB memory stick. In case of problems, we can re-insert the original items.
• Pictures and animation links to the internet or other files will NOT be accessible.
• Feel free to embed localized video files in your presentations. However, make sure to always bring a standalone copy of the video file to the Speaker Room.
• All movies should be set to start automatically as it is NOT possible to click to start a movie. If you require further information, please ask a technical assistant in the Speaker Room.
• As a general rule, be careful to respect the rights of all authors and the anonymity of all individuals.
• Please account for extra time in the Speaker Room if your presentation has one of the following features:
  • MOV-file movies, TIF-file images
  • Hyperlinks inside presentations
  • Starting a movie by clicking it
  • Flash Movies

Should you have problems preparing a PowerPoint presentation, please contact the Programme Co-Ordinator in advance, so that necessary arrangements can be made.

CONTENT STRATEGY ADVICE

We suggest a method which help speakers get their message to the audience more effectively:

• Maximum of one clear idea or topic per slide.
• Concise slides by keeping text short and avoiding too many bullet points.
• Provide a new visual every minute.
• Use standard Windows fonts only: font size 24 can be read easily.
• Try to avoid reading your slides and engage your audience by structuring your presentation with a Proposal, your Evidence, and Call to Action:
• Break your presentation into a series of 3-to-4-minute segments alternating storytelling and learning:

All presentations will be properly tested and reviewed in the Speaker Room to assure that all features are fully functional.

SESSION FORMAT

Each oral presentation will form part of a 90-minute session, consisting of two presentations.  Each of the speakers per session will have 20 or 40 minutes to speak on their assigned sub-topic (presentation time as per speaker confirmation notice). A further 5 minutes will be allocated for questions and answers.

The audience of the WVAC includes veterinarians, animal health technicians, veterinary nurses, and para-veterinary professionals. It may also include non-academics. In order to engage in a meaningful dialogue between all participants it is important to use plain language in and during your presentation. 

MARKETING

Selling or marketing, whether direct or indirect, of your company or any service or product will be deemed inappropriate. Sales presentations are strictly prohibited. The Congress reserves the right to list your name and presentation topic for publicising and promoting your presentation and the WVAC2024.  The Congress reserves the right to publish your PowerPoint presentation in PDF format on its website and to be included in the proceedings of the WVAC2024, subject to no objection received from you in this regard.