Presentation Guidelines
Presentation Guidelines
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Abstract Template (Click here)
ISEPCoH will be a hybrid event.
We are hosting an in-person (on-site) symposium in USM, Kubang Kerian but offering the option of online presentation and virtual participation for those who are unable to attend in person.
Every session on the program, will take place in a dedicated physical room at the venue and simultaneously in a dedicated zoom room. This way, each session, can be attended either physically or online.
Each room at the symposium venue, will be facilitated by:
A session chair (this person will introduce the sessions and ensure the participants and judges keep to time within a session, and manage questions and answers/discussion),
A room manager (to assist with practicalities within the room and assist if needed in managing online Q&A) and
A technical support person (to assist with any technical issues, especially those associated with online participants).
Presenters can present their oral/poster on-site or online. All slides and pre-recorded videos of the presenters will be uploaded onto the symposium platform.
The oral/poster sessions in the symposium will only have presentations by the on-site presenters. The online oral/poster presenters will be able to interact with others through the “Join the discussion” button on the symposium platform.
Session chairs, facilitators, and discussants are required to be at the symposium in person (they cannot participate online).
The symposium platform (where all submissions will be accessible) will be available to all registered participants.
Before the Symposium
Participants with an abstract accepted for an oral presentation have 10 minutes for their presentation slot, including Q&A. You should time your talk for 7 minutes, which will allow 3 minutes for questions and discussion. It will be much easier for you to keep within your allocated time if you practice your presentation before the symposium.
All rooms at the venue will be equipped with a laptop, which will be used for broadcasting each on-site presentation. Bring your presentation on a USB stick in PDF or PPT format and save a copy of your presentation in your email so that it is stored online.
Please see the instructions at the end of this page on how to record your video and how to submit your file(s).
Slides Format
When creating the PPT file, use clear fonts and contrasting colors for ease of readability, an ideal color combination is a white background with dark blue or black font.
The graphic images or visuals in the presentation must be clear (not blurry) and have no copyright issues.
Spoken or written words must be in English.
The time allotted for each oral presentation is STRICTLY 7 minutes only.
A typical 7-minute presentation should contain around 8-13 slides with an aspect ratio of 16:9 widescreen, e.g.
Study background : 1-2 Slides
Problem statement : 1-2 Slides
Design/Methods : 2-3 Slides
Major findings : 3-4 Slides
Conclusions : 1-2 Slides
Make a note of the room and the time of the session in which you’re presenting.
At the Symposium
Familiarize yourself with the room where you’ll be presenting.
Please arrive at the room where you are presenting a minimum of 10-15 minutes before the start of your session.
Please save your presentation as “PRESENTER’S CODE - PRESENTER’S NAME” (eg: PH-ORAL001-ZAFIRAH MOHD NOR). The presenter code will be given by the committee once the abstract is accepted.
Introduce yourself to the chair of your session and confirm your name details and the title of your talk.
The physical rooms will be fully equipped with a computer, a camera, and speakers.
Since ISEPCoH 2023 is a hybrid event we kindly ask you to be aware of the online participants and adjust your position and volume for their benefit as well.
Please do not go over your allocated talk time of 7 minutes. We know how difficult it is to keep to time when you are talking passionately about your research, your session chair will notify you of your remaining time at various intervals. We have instructed the session chairs to adhere to the timetable strictly.
Q&A will be coordinated by the session chair.
At the end of the session, please take any presentation materials away with you. Anything left at the end of the symposium will be discarded.
Before the Symposium
Participants presenting an oral presentation on-line are required to prerecord their presentation.
On-line presenters, like on-site presenters, have 10 minutes for their presentation. You should time your talk for 7 minutes, which will allow 3 minutes for questions and discussion.
The video should not exceed 7 minutes or not more than 100 MB in size and should be made preferably with PowerPoint video, or as an alternative, with Zoom.
Please see the instructions at the end of this page on how to record your video and how to submit your file(s).
Slides Format
When creating the PPT file, use clear fonts and contrasting colors for ease of readability, an ideal color combination is a white background with dark blue or black font.
The graphic images or visuals in the presentation must be clear (not blurry) and have no copyright issues.
Spoken or written words must be in English.
The time allotted for each oral presentation is STRICTLY 7 minutes only.
A typical 7-minute presentation should contain around 8-13 slides with an aspect ratio of 16:9 widescreen, e.g.
Study background : 1-2 Slides
Problem statement : 1-2 Slides
Design/Methods : 2-3 Slides
Major findings : 3-4 Slides
Conclusions : 1-2 Slides
Make a note of the room and the time of the session in which you’re presenting.
At the Symposium
All presenters are required to attend their session online via Zoom. The symposium platform will have buttons linking to each zoom room.
Your recorded video will be played, through zoom, by a support team member, and will be viewable simultaneously to both on-site and on-line participants of the session.
Presenters are required to attend the symposium virtually for a 3-minute Q&A session with the judges at specific allocated sessions.
Failure to attend the Q&A session on time will lead to disqualification for the Best Oral Award.
Before the Symposium
Make a note of the room and the time of your poster session.
All poster sessions are interactive, so presenters need to prepare a brief and informal presentation. You will be expected to present your research in 3 minutes and answer questions on the content of your poster for a further 2 minutes.
We recommend that presenters prepare a handout with details of the poster presentation (if possible, in an expanded form) to give to interested delegates.
Please see the instructions at the end of this page on how to record your video and how to submit your file(s).
Poster Format
1. TITLE OF THE POSTER - It is recommended to keep the title of the poster the same as in the submitted abstract. A slight modification that does not change the abstract idea is also allowed.
2. AUTHOR AFFILIATION – Authors complete name and affiliations should be written under the title of the poster.
3. MAIN CONTENT - Make sure that the specific sections which include (but are not limited to) the study background, problem statement, methods, major findings, and conclusion are easy to locate in the poster. Try to keep the text easy to read and concise. The poster should have a clear message, a logical layout, and be easy to comprehend.
4. POSTER SIZE & FORMAT - The recommended size of the poster is A1 (23.4” x 33.1”) and can be created with any suitable software or applications. It is recommended to make your poster in PowerPoint (Landscape Only) and then save it as a PDF.
At the Symposium
A pdf file of the presenters’ poster will be uploaded to the symposium platform.
Your poster session has a designated chair, who will ask all presenters, in turn, to give their presentation (3 minutes) and respond to questions from the judges (2 minutes).
Before the symposium
Time allotted for each poster presentation is 3 minutes only and answer questions on the content of your poster for a further 2 minutes.
Please take into consideration that in the hybrid symposium format, it is very important to respect the time allocated to your presentation when preparing your video.
Any recording exceeding 3 minutes will be required to re-submit based on the guidelines or disqualified for presentation.
Please see the instructions at the end of this page on how to record your video and how to submit your file(s).
Poster Format
TITLE OF THE POSTER - It is recommended to keep the title of the poster the same as in the submitted abstract. A slight modification that does not change the abstract idea is also allowed.
AUTHOR AFFILIATION – Authors complete name and affiliations should be written under the title of the poster.
MAIN CONTENT - Make sure that the specific sections which include (but are not limited to) the study background, problem statement, methods, major findings, and conclusion are easy to locate in the poster. Try to keep the text easy to read and concise. The poster should have a clear message, a logical layout, and be easy to comprehend.
POSTER SIZE & FORMAT - The recommended size of the poster is A1 (23.4” x 33.1”) and can be created with any suitable software or applications. It is recommended to make your poster in PowerPoint (Landscape Only) and then save it as a PDF.
At the Symposium
Interaction between participants and presenters will happen through the “Join the Discussion” function available for each poster. All participants will be able to comment or leave messages to the presenter through this field and each presenter will be able to respond to these comments if they choose to do so.
Presenters are required to attend the symposium virtually for a 2-minute Q&A session with the judges at specific allocated sessions.
Failure to attend the Q&A session on time will lead to disqualification for the Best Poster Award.
For oral presentations, presenters are required to upload their presentation slides in PPT format (on-site & on-line) AND recorded presentations in MP4 format (on-line presenters only).
Rename your PPT and MP4 files as “Presenter’s Code - Presenter’s Name”. The presenter code will be given by the committee once the abstract is accepted.
On-site Presenter (Eg: PH-ORAL001-Zafirah Mohd Nor).
On-line Presenter (Eg: PH-VORAL001-Zafirah Mohd Nor)
For poster presentation, presenters are required to upload their poster in PDF format (on-site & on-line) AND recorded presentation in MP4 format (on-line presenters only).
ename your PDF and MP4 files as “Presenter’s Code - Presenter’s Name”. The presenter code will be given by the committee once the abstract is accepted.
On-site Presenter (Eg: PH-POSTER001-Zafirah Mohd Nor).
On-line Presenter (Eg: PH-VPOSTER001-Zafirah Mohd Nor
Send your files via google link (if the recorded video size is big) and email them to isepcoh2023@gmail.com.
Please ensure that the final version of the file is uploaded as no changes will be accepted once the file is uploaded.
Deadline for submitting your files is 15 AUGUST 2023.
Several video conferencing tools are available to easily record a presentation. For this symposium, recording your oral or poster presentation using Microsoft PowerPoint as described below is recommended:
Select Slide Show > Record Slide Show.
Choose from two options:
Record from Current Slide – to record from a specific slide.
Record from Beginning – to record from the beginning of a presentation.
When you’re ready, select Record and start speaking.
To record from a specific slide, go to it, and then select Record.
When you are finished, click Stop Recording.
Save your recording as MP4 file.
Please follow the following technical specifications of your video:
Video file format:
MP4
Resolution:
1280 pixels wide Χ 720 pixels high is recommended for optimum image quality
Aspect ratio:
16:9 widescreen
Size:
Not more than 100MB
Use an area as quiet as possible.
Avoid areas that have an echo.
Rooms should be fairly small.
Sound dampening with carpeting, curtains, furniture.
Good headset with a microphone close to mouth BUT away from the direct line of mouth to reduce “pops”. Avoid using the default built-in microphone on the computer.
Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Make necessary adjustments, if needed.
Show your face via webcam and display your slides as you talk. If you look directly at your camera while speaking, your attendees will feel much more included in the conversation.