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Instructions for Presenters

Please note that EuCAP 2023 is an in-person conference; presenters are expected to be on-site to give their presentations and to interact with the audience.  In general, there is no planned provision for recorded or remote presentation, live streaming, or any hybrid format. If authors cannot attend in-person to give presentation, they are encouraged to arrange for a substitute.  Exceptions to this will be considered only case-by-case and if logistic and technical arrangements are possible.

Important Information for Oral Presentations

It is our great pleasure to welcome you as a session speaker at EuCAP’2023 in Florence, Italy. To ensure a coherent quality, we kindly ask you to follow these instructions:

  • The overall time slot for each presentation is 20 minutes for both regular and convened presentations. Plan your speech for a duration of 15 minutes to allow time for questions and discussion.  Session chairs have been instructed to rigorously enforce the schedule, i.e., to strictly respect the duration of a presentation.  We kindly ask for your understanding and cooperation in keeping the session schedule.  

  • Be at the room of your session 15 minutes before the session starts so that you can meet your session chairs and the other speakers in advance.

  • A video projector and a PC will be available in each conference room. Speakers are not allowed to use their computers, avoiding useless time breaks between presentations.

  • Please bring your presentation on a USB memory stick in MS-PowerPoint or Adobe PDF formats, and upload it in the Session Room no later than 15 minutes before the session starts!  You can of course bring it earlier, during the coffee/lunch breaks.

  • To avoid any problems with your presentation, please make sure it fulfills the instructions below.

Power Point Instructions 

  • If preparing your presentation in MS-PowerPoint, please use the following versions only: Power Point 97-2003 (*.ppt) or 2007, 2010, 2013, to guarantee that it will work successfully on the on-site PC.

  • We recommend you save your PowerPoint presentation using PPT format instead of PPS.

  • All videos or animations in the presentation must run automatically!


  • JPG images are the preferred file format for inserted images.

  • GIF, TIF, or BMP formats will be accepted as well.

  • Images inserted into MS-PowerPoint are embedded into the presentations.  Images created with a dpi setting higher than 200 dpi are redundant and will only increase the file size of your presentation.

  • We cannot provide support for videos embedded in your presentation; please test your presentation with the on-site PC several hours before your session starts.  Generally, the WMV format should work with no difficulties.

  • If your video is not inserted in MS-PowerPoint, it is possible to have it in other formats – MPEG 2,4, AVI (codecs: DivX, XviD, h264), or WMV.  The suggested bitrate for all mpeg4-based codecs is about 1 Mbps with SD PAL resolution (1024x576pix with square pixels, AR: 16/9).

  • In the case of Full HD videos, please let us know well in advance of your session.

  • Please note that sound is not available in most of the rooms.

  • Videos that require additional reading or projection equipment (e.g., VHS cassettes) will not be accepted.


  • Only fonts that are included in the basic installation of MS-Windows will be available (English version of Windows).  Use of other fonts not included in Windows can cause a wrong layout/style of your presentation.

  • Suggested fonts: Arial, Times New Roman.

If you use different fonts, these must be embedded into your presentation by choosing the right option when saving your presentation:

  • Click on “File”, then “Save As”

  • Check the “Tools” menu and select “Embed True Type Fonts”

Important Information for Poster Presentations

When preparing a Poster, presenters should have in mind the objective of capturing the interest of attendees in the work that is being presented. The quality of the presentation stimulates the attention of the audience and improves the overall satisfaction of the community attending the conference. Please, use an appropriate font size allowing posters to be readable from 2 m away. Authors are required to use only the boards allocated for their posters.

The poster message should be clear and understandable without oral explanation. To help delegates find your poster, you should clearly display the following information on it:

  • The title of your paper

  • The authors’ names and their affiliations

  • Your usual contact details (e.g., an email address) to allow delegates to continue the discussion subsequently


For those who are not familiar with poster presentation (at EuCAPs), it means that you stand next to your poster and make yourself available to answer questions from conference attendees regarding your poster. You are also encouraged to prepare a short verbal summary of your poster (3-5 minutes) for those who would like you to explain what you have done. This can lead to greater interest and better discussion of your work. 


Posters should be printed in portrait layout to a maximum size of A0 (841mm wide and 1189mm height). The poster board is fitted to host a poster of an A0 format. We strongly encourage the authors to provide a single poster of this size, avoiding multiple A3 or A4 sheets as they will have problems fixing them on the board.

Please check on the conference program in which session and location your poster is scheduled. Each poster board will be marked with a poster ID-number. It can be found in the program. Presenters are required to use only the board corresponding to their poster ID-number.


Set-up and removal of the poster Schedule

  • Posters should be set-up the day you are presenting during the morning coffee break. Be aware that the local organization may be able to assist you with the appropriate material. Posters should be set-up on the poster board using only dual-face sticking tape or similar tools supplied by the local organization. Staples, pins, screws, or any abrasive or perforating hardware are not permitted. Do not write or paint on the poster boards.

  • Posters should be removed from the boards by the end of the day no later than 18:00, If not they will be destroyed.


Organized by EurAAP

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