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Guidelines for Conference Participants

GENERAL GUIDELINES

These guidelines are for all conference participants, Speakers, Chairs/Co-Chairs, Poster Presenters, and Delegates. In order to encourage interdisciplinary discussion among conference participants, we want:

  • Interaction among session participants beforehand to maximize audience participation on the day of the session.
  • Identification of relationships among the research being presented, both Oral and Poster presentations.
  • Give and take among participants, especially between researchers and practitioners.
  • Creation of an environment to enhance understanding of issues and the research by healthy discussion.

GUIDELINES FOR ORAL PRESENTERS

  • All the oral presentations should be prepared using PowerPoint.
  • Prepare your presentation with 16:9 aspect ratio. Be sure your visuals are clear and very legible.
  • Arrive in the session room before the start of your session to introduce yourself to the session chair.
  • Please check and make sure that your presentations are working properly before the session starts.
  • All speakers are requested to ensure that the presentation is carried on the USB pen drive and copied into the Laptop before the session begins to avoid the last-minute rush.
  • Speakers are requested to use the Laptop placed in the conference hall to present rather than bringing their Laptop.
  • Make the letters on your slides BIG ENOUGH. The suggested minimum font size is 14. Each speaker will have 20 minutes for the presentation. Please plan your talk for 15 minutes to allow audience questions for the next 5 minutes.
  • Give your presentation, engage with the audience, and enjoy and benefit from the discussion.
  • Please respect the time limit; otherwise, the session chair will have to interrupt and ask you to end your presentation.

GUIDELINES FOR POSTER PRESENTERS

  • All posters displayed at the Eurasia Conferences will be planned as per sessions.
  • Poster presenters must be ready with their posters during the session. They should be mounted on Poster Boards/Stands provided by the organizers.
  • Poster presenters are requested to collect the posters by the end of the day. Leftover posters will be disposed end of the day.
  • Best Poster awards will be announced at the end of the poster session as decided by poster judges.

Poster Format

Poster size: 3ft*3ft (36 inches*36 inches) This size meets the requirements for most International conferences. It is also large enough to display nearly all elements in the most complex presentations. Poster Sections There are no hard-and-fast rules for the sections in a poster. However, here is a suggested list: Title (with names of authors and affiliations) Introduction/Objectives/Aims/Problem/Goal Methods Results Conclusion References Acknowledgements Contact information (including QR code) Fonts Titles should be large enough to read from 10-15 feet. One design guideline proven to be effective is a sans-serif font for titles and headings, and serif fonts for text and captions. Use the same sans-serif font for titles and headings and the same serif font for text and captions. The text should be justified (aligned) left. Use italics or bold for emphasis. Do not underline or use all caps. An example of effective font choice and size: Title = 100 pt bold sans serif font (Arial) Section Headings = 48 pt bold sans serif font (Arial) Body Text = 28 pt serif font (Times New Roman) Captions = 24 pt serif font (Times New Roman)

VIRTUAL PRESENTER GUIDELINES

  • Eurasia Conferences allows participants to present virtually at their convenience.
  • Personalized user ID will be sent to registered participants a few days before the event.
  • Participants are requested to join the meeting 30 minutes early to avoid last-minute technical issues.
  • Each speaker will have 20 minutes for the presentation. Please plan your talk for 15 minutes to allow for an introduction and Q&A session at the end of your talk. In order to stay on track of time, please ensure that you start and end your presentation at the times indicated in the program.
  • As a presenter, you should be ready with your presentation open on your device when the meeting starts. You can share that document while sharing your screen.
  • Participants intending to send the recorded presentation instead of presenting online, we recommend you to send the recorded files along with the PowerPoint presentation before 7-10 days of the event start date.

GUIDELINES FOR CHAIRS/CO-CHAIRS

The chair/co-chair can be critical to the success of a session. The principal challenge is to enforce time allotments. Eurasia Conferences asks chairs to do the following:
  • Convey to the speaker in advance to make the introduction and develop some rapport with the participants.
  • Start the session on time and state the ground rules at the beginning of the discussion, including timing and commitment to the discussion. Observing stated time limits show respect for other presenters and the audience.
  • Introduce all participants at the beginning of the session.
  • Monitor the clock. Presenters who appear to be off-track for completion on time should be cautioned mid-presentation.
  • Chairs should sit in the front row of the audience, facing the presenters, rather than at the head table while the presentations are in progress.
  • Do not ask the panelists to respond to the discussant(s) comments. Instead, move quickly to an open discussion that involves the audience.
  • Be prepared to initiate the question period if the audience is not engaged, and ensure that questions and statements from the audience are short and to the point.