Essential Guidelines for the ESVS 38th Annual Meeting Speakers, Chairs, faculty, Fast Track and e-Poster Presenters
Prepare, Present, and Excel at the ESVS 38th Annual Meeting
Find all the essential details you need to successfully prepare for your participation at the ESVS 38th Annual Meeting.
Fast Track Presenters
You have been selected to present a short oral presentation in a Fast Track Presentation Session, taking place on Tuesday, 24 September 2024.
Each session will be led by 4 or 5 Jury members. They are responsible for controlling the time and facilitating questions. In addition, they will score each presentation based on pre-defined criteria.
Presentation Format
Each presenter will be allocated 4 minutes for presentation and 2 minutes for answering questions from the Jury. Please keep your presentation to the allocated timing. The chairs in charge of the session may interrupt any presentation exceeding the given time limit.
Please make the necessary arrangements to be at the ICE Kraków at least 60 minutes prior to the start of your session at 13:00, to upload your presentation.
Please be aware that the total time allocated for your presentation is 6 minutes, which includes 4 minutes for the presentation and 2 minutes for discussion. The timer will countdown from 6 minutes and turn orange when 3 minutes are remaining, and red during the last minute. After the 6 minutes have passed, the timer will begin counting down into negative time. You will have one additional minute to conclude, after which the microphone will be switched off. The session chairs will monitor the timing and have the authority to interrupt if you exceed your allocated time.
The authors of the 10 highest scoring presentations from all Fast Track Sessions will have an opportunity to present an extended version of their presentation in front of a jury at the Prize session happening on Wednesday, September 25th, 2024.
Therefore, all presenters are required to prepare:
ONE SHORT ORAL PRESENTATION: 4 min + 2 min Q&A
ONE LONG ORAL PRESENTATION: 6 min + 2 min Q&A
The announcement of the highest-scoring abstract presentations and their scheduled presentation time will be made in the evening of the 24th of September.
During the Prize session on the 25th of September, the jury will determine the 3 Best Oral Prize Winners that will be oficially announced during the Prize ceremony on Friday 27th September. The winners will be contacted by the ESVS office on 25th of September.
PowerPoint Delivery
All presenters should bring their PowerPoint presentations on a USB memory stick to the congress and upload them in the Speaker Ready Room (SSC) at least 60 minutes before the start of their session. Over 130 abstracts will be presented on Tuesday afternoon, which may result in some waiting time in the Speaker Ready Room. Please see below the opening hours of Speaker Service Centre and the main registration desk:
Speaker Service Centre (SSC) opening hours
Tuesday 24 September 09:00 – 18:00
Wednesday 25 September 07:30 – 18:00
Thursday 26 September 07:30 – 18:00
Friday 27 September 08:00 – 10:30
Main Registration and Help desk opening hours
Tuesday 24 September 09:00 – 18:00
Wednesday 25 September 07:30 – 18:00
Thursday 26 September 07:30 – 19:00
Friday 27 September 08:00 – 13:00
All oral presenters are requested to sit in the first rows of the halls to reach the stage quickly. The sessions will begin with a brief introduction by the session Chair, who will then invite each presenter to speak in the order listed in the programme.
Technical Requirements
Presenters are kindly asked to use the official ESVS Annual Meeting PowerPoint template. If using a different template, please ensure that your presentation is set to a 16:9 ratio and includes the resolution of conflict of interests as a second slide of your presentation.
Only PowerPoint presentations (.PPTX) in a 16:9 ratio will be accepted.
Please make sure that all additional materials used in the presentation, such as images, charts, and videos, are embedded into the PowerPoint file before uploading it in the Speaker Ready Room.
Please note that only single projection will be available. Do not include live links to internet pages. If you wish to show web pages, use screenshots within your PowerPoint presentation.
Chairs and Speakers - Main Programme
As a Chair/Speaker, your role is essential to the success of the Annual Meeting. We want you to feel fully prepared for this conference, so we have created this guide to assist you. Please take the time to review it carefully before the event.
The ESVS Annual Meeting will be hosted in-person in Kraków, Poland. The main sessions will be recorded and made available to the ESVS members on the ESVS e-library.
INSTRUCTIONS FOR SESSION CHAIRS
The Session Chairs are responsible for introducing the speakers and communicating the session etiquette, format, and schedule to both the speakers and the audience. They also facilitate the Q&A following each presentation.
Session chairs are requested to remain on stage throughout their sessions. Please be aware of the following stage arrangements:
Each plenary room will feature two seating areas: one with a mix of sofas and armchairs, and another with high tables and chairs. Session chairs are welcome to position themselves in either area according to their preference.
Timekeeping is key, any delay in the session will impact the next session on the programme!
Encourage participation of the audience.
When the total allocated time for the presentation has elapsed, the timer will begin counting down in negative (minus) time, turning red for the final minute of the presentation. At this point, the technical team will allow the speaker one additional minute to conclude. After this additional minute has passed, the speaker’s microphone will be turned off, and the presentation will be removed from the screen.
The same process will be followed for the discussion time, with the timer turning orange when 3 minutes remain and red for the final minute. It is the responsibility of the Session Chairs to strictly enforce the timing and ensure that the schedule is adhered to. Please monitor both the presentation and discussion times closely and intervene if necessary to keep the session on track.
INSTRUCTIONS FOR SPEAKERS
Speakers are requested to pick up a headset microphone from the AV team, located behind the curtain on the right side of the stage, prior to their session. After receiving your headset, you may choose to wait there until it’s your turn to speak or take a seat in the first row of the plenary room.
Once the session starts, you will be introduced by one of the session chairs. Please walk to the stage, position yourself, and begin your presentation. A “clicker” will be available for you to move your slides forward and backward.
Your presentation will be visible in front of you on the comfort monitor. Please rely on this monitor instead of looking at the slides shown on the stage screen, which will allow you to move freely around the stage. After your session, kindly return the headset to the AV team.
Each speaker will have a timer in front of them and is kindly asked to respect the time frame allocated for their presentation.
Please note the following:
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Auditorium Hall: The hall will be equipped with a lectern, but no laptop will be placed on it. You will be provided with a clicker to advance your slides. While the lectern is available, we strongly encourage you to move around the stage during your talk to create a more dynamic and engaging session.
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Theatre Hall: This hall will feature a catwalk-style stage without a lectern. Speakers are encouraged to use the repeating screens available to deliver their presentation effectively.
Please note that there will be two countdowns: one for your presentation time and one for discussion time.
For the presentation timer, the light will remain green initially. When 3 minutes are remaining, the timer will turn orange, and when 1 minute is left, it will turn red. Once you reach the end of your allocated presentation time, the timer will begin counting down in negative (minus) until it reaches -1 minute. At that point, your microphone will be switched off, and the discussion timer will begin.
The same principle applies to the discussion timer: the timer will turn orange when 3 minutes remain and red for the final minute. The session chairs will closely monitor the timing and have the authority to interrupt if the speaker exceeds their allotted time.
PowerPoint Requirements & Delivery
Your presentation should follow the below guidelines:
- Prepare your presentation in PowerPoint, in 16:9 ratio; using the template downloadable here.
- Rehearse your presentation before arriving to the venue, be sure it’s the proper length in time.
- Please make sure that all additional material used in the presentation, images, charts, and videos have been embedded into the PowerPoint file before uploading it in the Speaker Ready Room.
- Bring the portable device (e.g.: USB stick) with you to the venue and present it to the technical staff at the Speaker Ready Room, preferably 1 day prior to your session but no later than 120 minutes before the start of your session.
- Please keep in mind that if your presentation is scheduled in the first session of the day, you need to upload your PowerPoint presentation the day before your session.
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Please see below the opening hours of Speaker Service Centre and the main registration desk:
Speaker Service Centre (SSC) opening hours
Tuesday 24 September 09:00 – 18:00
Wednesday 25 September 07:30 – 18:00
Thursday 26 September 07:30 – 18:00
Friday 27 September 08:00 – 10:30
Main Registration and Help desk opening hours
Tuesday 24 September 09:00 – 18:00
Wednesday 25 September 07:30 – 18:00
Thursday 26 September 07:30 – 19:00
Friday 27 September 08:00 – 13:00
Workshop faculty
Thank you for your support for these sessions. The workshops would not be possible or valuable without your expertise and good humour.
ROLES AND RESPONSIBLIITIES
Before the Annual Meeting:
Lead Convenors are responsible for coordinating the preparation of the workshop, together with the co-convenors, the ESVS Academy Leads and allocated Technical Assistant. Your role is to ensure that all convenors involved are aware of their respective task and have adequately prepared for the workshop.
Technical Assistants support the successful running of workshops they are allocated to the workshop teams by the Academy and may meet online with the Lead Convenor in advance of the workshop, in order to begin preparations.
On the day of the workshop:
Lead convenors are to ensure that their co-convenors are present at the room of the workshop at least 30 minutes in advance. They will keep track of time throughout the workshop to ensure sufficient hands-on experience.
The Technical Assistant will print and collect resources for the workshop; set up and take down equipment, before and after; ensure the room is set up as required by the Lead Convenor and all AV, refreshments and any special requirements are in place; and manage the door.
At the end of the workshop:
Attendees are to be made aware of the procedure to obtain CME points for their attendance – to be confirmed. Certificates will be sent to all delegates who complete the Academy survey.
GENERAL
Please make the necessary arrangements to be at the venue at least 30 minutes prior to the start of the workshop, in order to meet the workshop team and ensure you have everything you need. Please ensure that no unnecessary sponsor logos are visible in the room (except where unavoidable on equipment).
Printing this year can be requested in advance, from the office, by 4th September, or you can print what you need for free, in the Speaker Service Centre. Please note there may be queues.
For CME-accredited workshops, please be aware that a representative of the UEMS may be attending your workshop to evaluate the quality of the training and educational outcome, in accordance with the regulations.
EQUIPMENT
Equipment will be stored on the third floor and may already be available in the workshop room when you arrive. If not, please liaise with the conference team and Technical Assistant, to bring items to the room in time.
e-Poster Presenters
You have been selected to present an e-Poster presentation in one of the e-Poster sessions taking place from 24th to 26th September, 2024
‘e-Poster’ stands for electronic poster. Attendees of an event can view your e-Poster on interactive touch screens. The advantage of this system is that you can show a lot more information than on classic paper posters.
e-Poster Display Onsite
Posters will be displayed on site on a large portrait oriented monitor, where every participant will be able to:
- Search a poster per session, author, etc.
- View the poster as a printed one on the monitor
- Zoom in/out to see the details
e-Poster Presentation
There will be 15 e-poster presentations’ sessions held during the ESVS 38th Annual Meeting. The presenting authors will be requested to be present on-site and deliver their e-poster presentations next to the dedicated e-poster screen. Please note: no online presentation option will be offered this year.
You will be given 4 minutes for presentation and 1 minute for handling questions of the Jury member in charge of scoring the posters.
The winners of 3 best e-poster presentations will be announced at the closing ceremony on Friday 27th September. The authors of winning posters will be contacted on Friday and asked to be present during the ceremony.
e-Poster Upload
You are requested to upload your e-Poster(s) prior to the conference. You will receive an invitation e-mail with log-in and password to access the e-Poster Submission Portal by 22nd August 2024 at the latest.
You may edit and replace the submitted file until the deadline, after that date no further changes can be made.
SUBMISSION PORTAL OPENS: by 22 August 2024 at the latest
ONLINE SUBMISSION DEADLINE: 11 September, 2024
e-Poster Requirements
Please submit your e-Poster as a 1-page PowerPoint slide in portrait orientation.
Once uploaded, the system will convert your file into a high-resolution image. For the best results, please:
- Use file format: .pptx
- Poster orientation is portrait
- Keep text as actual text and not as image. Where possible, do this for figure captions and texts in charts as well.
- Where applicable, use high resolution for included images and graphs
Check out the ESVS 38th Annual Meeting Programme
Explore the full programme of the ESVS Annual Meeting and save all your favorite sessions in your calendar
