Guidelines for participation

Congratulations on your acceptance to ESCOM12! 

We are excited to welcome you to this conference. You have the option to participate virtually via our streaming platform or in person at one of our hubs. Regardless of your choice, your presentation will be recorded and shared with all ESCOM12 delegates. All presentations and recordings will remain online for 60 days after the end of the conference. Only conference attendees will receive the direct link to access conference materials. After the 60-day period, all videos will be deleted by the conference organisers. Remember that since all rights of your presentations belong to you, you are free to download and share your presentation with anyone you want after the conference. Below, we offer general information about presentation modes across all hubs. We strive to provide comprehensive information, but if you do have further questions about the event, please don't hesitate to contact us at escom12@york.ac.uk.



Welcome to York, La Plata, or Melbourne! If you are scheduled to give a talk (regular or as part of a symposium), or if your workshop includes a formal presentation, please ensure you share your slides with us in advance. Poster presenters should submit a 5-minute long recorded presentation along with a PDF copy of their poster. Detailed instructions are provided below.


1.1 Regular Talk 

Each talk has a maximum duration of 15 minutes, followed by 5 minutes of Q&A and 5 minutes for speaker transition. 

If you don't have access to Microsoft PowerPoint and would like to use OpenOffice, LibreOffice, or Google Slides to create your slides, save/download your presentation as a ".ppt" or ".pptx" file and ensure that all content is displayed correctly when opened in PowerPoint. Please also make sure your slides do not contain copyrighted audio or video material which YouTube may block. We ask that you upload your PowerPoint to Oxford Abstracts no later than Friday the 28th of June 2024 (1pm - UTC). To do so, edit your submission via the platform: please name your file “submission ID_presenter” (e.g., 1_Smith) and upload it where required.


1.2 Poster presentation

We do not have printing facilities available onsite so please come to our hubs with your poster already printed. You will present your poster in a dedicated session. The required dimensions for printing your poster are as follows: standard A0 landscape format measuring 46.81 inches x 33.11 inches high (1189 x 841 mm). 

You must upload your poster as a PDF file (max 500 MB) in Oxford Abstracts no later than Friday the 28th of June 2024 (1pm - UTC). To do so please edit your submission on the platform: please name your file “submission ID_presenter” (e.g., 1_Smith) and upload it where required. 

You also need to record a 5-minute presentation of your poster, which we will make accessible to all conference participants. Please make sure your recording does not contain copyrighted audio or video material and upload your presentation on YouTube, setting the video’s privacy as “unlisted”. You will then share a copy of the link of your presentation in Oxford Abstracts no later than Friday the 28th of June 2024 (1pm - UTC). To do so edit your submission on the platform and paste the link where required. 

Please note that videos must not exceed a maximum duration of 5 minutes. It is your responsibility to ensure that the video is produced with good audio and video quality. Therefore, please carefully review it after uploading it to YouTube. 


1.3 Workshop

Workshops at ESCOM12 are 90-minute sessions that provide in-person and remote participants with an interactive and hands-on learning experience on a given topic. 

If you are hosting a workshop you must make sure your slides do not contain copyrighted audio or video material which YouTube may block. If you don't have access to Microsoft PowerPoint and would like to use OpenOffice, LibreOffice, or Google Slides, please save/download your presentation as a ".ppt" or ".pptx" file and ensure that all your content is displayed correctly when opened in PowerPoint. We ask that you upload your PowerPoint to Oxford Abstracts no later than Friday the 28th of June 2024 (1pm - UTC). To do so, please edit your submission via the platform: please name your file “submission ID_presenter” (e.g., 1_Smith) and upload it where required. 


1.4 Talk in Symposium

Symposia sessions at ESCOM12 are structured as a series of four talks followed by a roundtable discussion, totalling 90 minutes. Each talk is allocated 15 minutes, with an additional 5 minutes for transition between speakers: there will not be any time for questions between each speaker during symposia sessions. The final roundtable session, involving questions from the audience as well, lasts 20 minutes. 

If you don't have access to Microsoft PowerPoint and would like to use OpenOffice, LibreOffice, or Google Slides to create your slides, save/download your presentation as a ".ppt" or ".pptx" file and ensure that all content is displayed correctly when opened in PowerPoint. Please also make sure your slides do not contain copyrighted audio or video material which YouTube may block. We ask that you upload your PowerPoint to Oxford Abstracts no later than Friday the 28th of June 2024 (1pm - UTC). To do so, edit your submission via the platform: please name your file “submission ID_presenter” (e.g., 1_Smith) and upload it where required.




Thank you for joining us online and contributing to the conference remotely! If you are scheduled for a remote talk or a virtual poster (also known as "flash talk"), please remember to share a recording of your presentation with us. You will then join us live for the Q&A session via Zoom. Detailed instructions are provided below.


2.1 Regular Talk 

Each talk has a maximum duration of 15 minutes, followed by 5 minutes of Q&A and 5 minutes for speaker transition. Regular talks delivered remotely will be pre-recorded.

Please record your talk. Make sure your recording does not contain copyrighted audio or video material and upload your presentation on YouTube, setting the video’s privacy as “unlisted”. You will then share a copy of the link of your presentation in Oxford Abstracts no later than Friday the 28th of June 2024 (1pm - UTC). To do so edit your submission on the platform and simply paste the link where required. 

Your presentation should be recorded at a minimum quality of 720p with a 16:9 aspect ratio. While your talk will be pre-recorded, your participation in the Q&A session following your talk will be live via Zoom. Please connect at least 10 minutes before the start of your session and inform the session chair that you are present and check if your connection works well.

Please be advised that videos must not exceed a maximum duration of 15 minutes and any videos longer than that will be stopped precisely at the 15-minute mark. It is your responsibility to ensure that the video is produced with good audio and video quality. Therefore, please carefully review it after uploading it to YouTube. 


2.2 Virtual Poster (also known as Flash Talk)

Virtual posters are grouped in thematic sessions of four posters each, followed by discussion with all authors joining online along with the live audience (20 minutes). Virtual poster presentations will be pre-recorded. 

Please upload your poster as a PDF file (max 500 MB) in Oxford Abstracts no later than Friday the 28th of June 2024 (1pm - UTC). To do so edit your submission on the platform: name your file “submission ID_presenter” (e.g., 1_Smith) and upload it where required. 

You are also required to record a 5-minute presentation of your poster, which we will make accessible to all conference participants. Make sure your recording does not contain copyrighted audio or video material and upload your presentation on YouTube, setting the video’s privacy as “unlisted”. You will then share a copy of the link of your presentation in Oxford Abstracts no later than Friday the 28th of June 2024 (1pm - UTC). To do so edit your submission on the platform and paste the link where required. 

Please be advised that videos must not exceed a maximum duration of 5 minutes and any videos longer than that will be stopped at the 5-minute mark. It is your responsibility to ensure that the video is produced with good audio and video quality. Therefore, please carefully review it after uploading it to YouTube.


2.3 Workshop

No remote workshops were submitted for ESCOM12.


2.4 Talk in Symposium

Symposia sessions at ESCOM12 are structured as a series of four talks followed by a roundtable discussion, totalling 90 minutes. Each talk is allocated 15 minutes, with an additional 5 minutes for transition between speakers: there will not be any time for questions between each speaker during symposia sessions. The final roundtable session, involving questions from the audience as well, lasts 20 minutes. Remote talks in symposia will be pre-recorded.

Please record your talk. Make sure your recording does not contain copyrighted audio or video material and upload your presentation on YouTube, setting the video’s privacy as “unlisted”. You will then share a copy of the link of your presentation in Oxford Abstracts no later than Friday the 28th of June 2024 (1pm - UTC). To do so please edit your submission on the platform and paste the link where required. 

Your presentation should be recorded at a minimum quality of 720p with a 16:9 aspect ratio. While your talk will be pre-recorded, your participation in the Q&A session following your talk will be live via Zoom. Please connect at least 10 minutes before the start of your session and inform the session chair that you are present and check if your connection works well.

Please be advised that videos must not exceed a maximum duration of 15 minutes. It is your responsibility to ensure that the video is produced with good audio and video quality. Therefore, please carefully review it after uploading it to YouTube. Any videos longer than 15 minutes will be stopped precisely at the 15-minute mark.


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The table below summarises the submission guidelines shared above and indicates what needs to be submitted (‘submission format’) for each type of presentation, the deadline for submission (13:00 UTC time on the 28th June 2024), and the mode of submission for each format: