Welcome!

Thank you for agreeing to present your abstract at the 36th ESVS Annual Meeting, taking place in Rome, Italy, on 20-23 September 2022. Please take a moment to read the below guidelines to effectively prepare for your presentation.

WHAT IS AN e-POSTER?

‘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 48” horizontally oriented touch-screen monitor, where every participant will be able to:

1. Search a poster using few keywords, such as topic, authors, title, ID, etc.
2. Watch the poster as a printed one on the monitor
3. Zoom in/out to see the details
4. Type messages or questions to the Authors

e-POSTER PRESENTATION

 There will be 10 e-poster presentations’ sessions held during the ESVS 36th 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 23rd September.

 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 Submission Portal.

After successful registration you will be able to upload your e-Poster(s). You may edit and replace the submitted file until the deadline, after that date no further changes can be made.

SUBMISSION PORTAL OPENS: 23 August, 2022

SUBMISSION DEADLINE: 16 September, 2022. Onsite submission won’t be possible.

ePOSTER – TECHNICAL REQUIREMENTS

Please submit your ePoster as a 1-page PDF-file in landscape orientation.

• File format: .pdf
• • Poster size in pixel: 1920×1080 – landscape orientation
  • Font size: ≥16
  • file size: 20 MB
  • You may create your e-poster as a 1 slide PPT file following the above format and save it as PDF. For your conveniece, you may find an e-poster template here e-poster template

In case you wish to add a video to your ePoster to show your model animations, field or lab test results, please keep these requirements in mind:

• Video formats: mp4, avi, flv, mov, wmv
• • file size: 40 MB

Welcome!

Thank you for joining the 36th ESVS Annual Meeting! As a Chair/Speaker, your participation is key to the success of the Annual Meeting, we want you to feel ready for this conference. To help you, we have put together this guide. We kindly ask you to carefully read it ahead of the event.

ESVS ANNUAL MEETING     

The ESVS Annual Meeting will be hosted in-person in Rome, Italy. The main scientific programme of the meeting (sessions from 21st to 23rd of September) will be streamed online on the Annual Meeting online platform.

INSTRUCTIONS FOR SESSION CHAIRS

The Session Chairs are responsible for introducing the speakers, communicating the session etiquette, format and schedule to the speakers and audience (live and online), as well to explain how the Q&A element will work, etc.

Timekeeping is key, any delay in the session will impact the next session on the programme!

Encourage participation of both onsite and online audince.

INSTRUCTIONS FOR MODERATORS

One of the chairs of the session will be assigned the role of moderator and will receive a tablet to keep track of the questions coming from the audience.

INSTRUCTIONS FOR SPEAKERS

GENERAL INFORMATION

Speakers are requested to take a seat in the first rows of the plenary rooms before the start of their session, in order to get quickly to the stage.

Once the session starts, you will be introduced by one of the session chairs. Please walk to the stage, take position behind the lectern and begin your presentation.  You will find a “clicker” to move your slides forward and backwards.

Important: Please be aware that you are being filmed, as the Plenary Sessions are also being streamed into the online portal for the online audience.  Make sure to look at the live audience as well as to the camera when presenting your lecture.

Your presentation will be displayed in the confidence monitor right below the lectern. Please rely on this confidence monitor instead of looking at the slides shown in the stage screen.

Each speaker will have a timer in front of them and is kindly asked to respect the time frame allocated for their presentation. The session chairs will also monitor the timing and have the right to interrupt the presentation if the speaker has extended their allocated time.

PRESENTATION REQUIREMENTS

Your presentation should follow the below guidelines:

• Prepare your presentation in PowerPoint, in 16:9 format; 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, 1 day prior to your session or no later than 60 minutes before the start of your presentation.

 Download ESVS Annual Meeting PowerPoint template here

YOU CAN NO LONGER JOIN US IN PERSON IN ROME? 

Please kindly inform the ESVS Programme Manager at madina@esvs.org before 25th August, 2022 and we could arrange your remote participation.

Thank you for joining the 36th ESVS Annual Meeting! As a remote Speaker, your participation is key to the success of the Annual Meeting, we want you to feel ready for this conference. To help you, we have put together this guide. We kindly ask you to carefully read it ahead of the event.

ESVS ANNUAL MEETING     

The ESVS Annual Meeting will be hosted in-person in Rome, Italy. The main scientific programme of the meeting (sessions from 21st to 23rd of September) will be streamed online on the Annual Meeting online platform.

As the organisers we fully understand that certain circumstances may prevent you from joining the conference in person, therefore our AV team is ready to assit your smooth remote participation.

PREPARATIONS PRIOR TO THE CONFERENCE

In order to ensure smooth organisation of the session all the remote faculty members are required to do a rehearsal with our AV team. 4 weeks prior to the conference you will receive an email from the ESVS secretariat with the details on how to book your rehearsal session through a dedicated rehearsal booking platform.

Rehearsals will be planned during the week of 5-9 September.

Important: Participation in the rehearsal sessions is part of the commitments of the Speakers to guarantee a smooth running of the session. We can’t guarantee a propper remote connection without the rehearsal meeting.

Please see below the graphical representation of the process:

PRESENTATION REQUIREMENTS & RECORDING

Your presentation should follow the below guidelines:

• Prepare your presentation in PowerPoint, in 16:9 format; using the template downloadable here
• Please make sure that all additional material used in the presentation, images, charts, and videos have been embedded into the PowerPoint file
• All the remote speakers must pre-record their presentation in order to avoid any issues with presentation delivery during the live session

PRESENTATION RECORDING

Our AV team is ready to help you to record your presentation during the rehearsal process. We strongly recommend using this service to ensure the proper delivery and functioning of your presentation.

 Download ESVS Annual Meeting PowerPoint template here

HOW TO PARTICIPATE AS A REMOTE SPEAKER/MODERATOR

• A few days prior the event, the Organizing Secretariat will send you an e-mail with a weblink to connect to the Webconference room.
• Follow the instruction on the above-mentioned e-mail to connect.
• Please, consider connecting about 60 minutes before the beginning of the session.
• Our Technician will welcome the Speakers in a Waiting Room and will do a final check with them about connection and settings.
• It’s important to perform the presentation in the same location and with the same equipment tested and confirmed during the rehearsal meeting.
• Once the session is live, the technician will move you to the broadcasting room. Please kindly switch off your camera outside of your presentation time.
• The technician will launch your pre-recorded presentation on your behalf. Depending on the set-up of the session the Q&A part may happen either directly after your presentation or at the end of the session. Therefore, we kindly ask you to stay on the line for the whole duration of your session.

TECHNICAL TOOLS FOR REMOTE CONNECTION

Each speaker should have:

• PC or Mac with stable wired internet connection (5 Mbit/sec upload) and administrator privileges (not company computer)
• Speakers (external or computer integrated)
• Microphone (external or computer integrated)
• Webcam (external or computer integrated)