Information about time and location of sessions

The Programme is on the congress website and will be revised with the final information and changes in August 2025. The Congress App will launch soon and will contain all the programme information and allow you to build your personal timetable of sessions. The App should be looked at regularly as this is where last-minute changes will appear in real time.

Oral Presentations

Presenting in the Submitted Programme

• The presenter is required to upload their PowerPoint slides in the Slide Room before the start of the session in which they present their work. If you have provided a working PowerPoint slide deck following the guidance supplied, your slides will be on the computer in your presentation room. If you have not provided your slides in the Slide Room, there will be no uploading or use of personal laptops in the sessions themselves so you will have to give your speech without slides. Each presentation room will be equipped with a device to remotely change slides.
• Please arrive 5 minutes before the start time of your session, not just before your own talk’s expected start time. If the previous session is still in progress, please wait for the end of the session in the corridor and enter during the break. For Oral Presentations all speakers in a timetable session are required to be in the presentation room before the session starts and to stay until the end. Sessions are organised to include presentations on the same topic so this should not be in any way a problem.
• The Chair of the session will be appointed by the scientific committee.
• Chairs are responsible for timekeeping. The technical support of the presentation room will inform the speakers through sound signals (gong sound) about the beginning and the end of each speech time slot and about the ammount of time remaining until the end of the speech (3 minutes and 1 minute).
• Presenters are asked to help their Session Chair by keeping strictly to time and respecting the Chair’s right to stop their presentation if they start to go over time.
• Each presentation room will have technical support and at least one volunteer steward who will be a student with an interest in our discipline. They will seek to help the session Chair and assist with time management.
• Chairs decide how and when Q&A panel will be handled for their session.

Slides preparation:

• Slide sets are to be prepared in Microsoft PowerPoint format with the PPT extension (available in any version of PowerPoint and easily convertible from Apple Keynote software). Slides are to be formatted as 16x9 and NOT 4x3 (advice available at https://www.microsoft.com/en-us/microsoft-365/blog/2010/06/23/ready-for-widescreen-how-to-manage-aspect-ratios-in-powerpoint-169-vs-43/) 
• In the case of grouped presentations, we recommend having all slides combined into a single PowerPoint file and submitted by the main presenter. 

Best practice for oral presentation

• Please consider how easy it is for your audience to read your slides – follow the 6x6 rule: aim for no more than six words per line and six lines per slide to minimise the amount of text per slide. A further guideline would be to use no more than 1 slide per minute.
• Ensure that the smallest text on each slide is at least 28 points in size and preferably larger, e.g., 40 points in Arial. Sans Serif fonts generally easier to read.
• Better still, mostly use images with just a few words and certainly avoid just standing and reading out your slides.
• Complex tables and graphs should be simplified to focus on the key message. Try to avoid saying “As you can see…”  when in fact nobody in the presentation room can possibly read your slide contents.
• Preferably avoid embedding sound clips or videos in a PowerPoint and especially do not rely on a weblink for any content – these are frequent points of failure.
• Additional detailed information about your research can always be made available through your personal webpages and/or through email exchange after the event. A large QR code on your final slide can be scanned by the audience to take them to a support webpage.

Slide Room

The Slide Room will be open:

on Monday: [to be established]

on Tuesday [to be established]

on Wednesday [to be established]

onThursday [to be established]

• Speakers should appear at the Slide Room with their USB stick well in advance of their presentation and a technician will then check the slides. If something is wrong, it can be corrected on the spot. If everything is in order the technician will assign the file to the appropriate presentation room/session.
• There will be a priority system with preference given to those who will be submitting in the following 2 hours so please understand if you are asked to wait or come back later while others are dealt with and do not leave things till the last moment. You may upload slides for more than one presentation, but only if the Slide Room is not too busy.
• To help speed up the upload process, for each presentation you should have ready the following information – preferably have this information on a card you can hand to the IT person: Name of the lead presenter, Title of the presentation, presentation room number/name you are presenting in, Day of your presentation, Start time of your session, Order of your paper within that session.

E-Poster Session

Meet-the-Author Poster Sessions

• Each one-hour poster session is organized in the form of „Meet the Author” and allows congress attendees to meet and talk with the poster authors. The location of the poster session will be determined and there will be set times when a group of poster authors will attend for one hour.
• The schedule of meetings with authors will be available in the App and on the congress website.
• Conference participants will be encouraged to browse the programme even before congress and select posters they are interested in and save their reference numbers. This will make it possible to obtain information about the time of the meeting with the author of the posters. Alternatively, by browsing the monitor content, attendees will identify posters of particular interest. Poster authors may consider bringing their own printed hand-outs, but please keep to the A4 format.
• Student volunteers will be on hand to help with any issues.

E-Poster Preparation

• File upload: You will upload your file in .ppt format by logging onto the Participant Zone by July 31, 2025 where you will find the poster submission form. You can change the submitted poster by July 31, 2025 in the Participant Zone.
• Design guide: e-Posters must be prepared using the template available at: https://emf15-katowice2025.org/poster-session-en/
• The files will be automatically sent to the organizing office for final verification.