• Introduce speakers and communicate session format and etiquette.
• It is of utmost importance to keep the session on time – as delays affect the whole programme. You will be provided a session script with exact duration of each talk.
• A comfort screen and microphone are provided. Please stop speakers who exceed their time.
• Timer turns red when time is up.
• After that, the microphone will be switched off and the slides removed. This policy is final and cannot be overruled by chairs or speakers.
• Encourage participation and guide Q&A.
• We aim to keep sessions dynamic – you are very much invited to walk around the audience and actively involve participants.

General Information

• Speakers are requested to collect a headset microphone from the AV team desk in the plenary room before their session and return it at the end of the session.
• Please sit in the first rows of the room before your session starts, so you can quickly access the stage.
• You will be introduced by the Session Chair. Walk onto the stage, take position, and begin your talk.
• Main sessions 23-26 September: No lectern will be available. You will use a headset or handheld microphone and a clicker to advance slides.
• Your slides will be visible on the comfort monitor in front of you. Please use this monitor instead of turning toward the stage screen.
• We aim for an informal environment that encourages discussion. Please position yourself close to the audience and use the “catwalk” when available. Feel free to move around on the podium.

Timing

• A timer is integrated into the comfort monitor. It counts down to zero, indicating the end of your allocated time.
• If you continue, the timer will show negative time (-/-) and will flash in black and red.
• In order to give all speakers the same exposure, time discipline is essential, so please realise that after 1 minute of delay your microphone will be switched off and your slides will be removed from the screen.
• This policy is final and cannot be overruled by chairs or speakers.

Your presentation should follow the below guidelines:

• Prepare your presentation in PowerPoint, in 16:9 ratio; using the template.
• 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.
• Please see below the opening hours of Speaker Service Centre and the main registration desk:

  Speaker Service Centre (SSC) opening hours

  Tuesday 23 September 10:00-18:00
  Wednesday 24 September 07:30-18:00
  Thursday 25 September 07:30-18:00
  Friday 26 September 08:00-10:30

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 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 equipment, Co-Convenors and industry reps are present in 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 can 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 that there are two certificates available to them – the general Congress one with their CME points and a workshop attendance one. On completion of the respective evaluation forms, they will receive these automatically. Participants will receive an email with the evaluation and a QR code should be displayed at the end of the session, to allow people to complete it as well. 

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), for example, banners and tablecloths. These must be removed. Tablecloths are available. For all 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 EACCME regulations.

Printing this year can be requested in advance, from the office, by 27^th August.

Equipment will be stored on the workshop 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 and set up, in time for the session start time. Setting up the evening before is possible.

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.

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.

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.

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.

Posters will be displayed on site on a large portrait oriented monitor, where every participant will be able to:

1. Search a poster per session, author, etc.
2. View the poster as a printed one on the monitor
3. Zoom in/out to see the details

There will be 14 e-poster presentations’ sessions held during the ESVS 39^th 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 are requested to upload your e-Poster(s) prior to the conference.  You will receive an invitation e-mail with all the instructions, poster template and log-in and password to access the e-Poster Submission Portal by 29th August 2025 at the latest.

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

Watch this space for the ESVS Annual Meeting Chairs, Speakers, Workshop faculty guidelines!