Format and Guidelines

Presentation Guidelines

Presentation Guidelines

Important Information and Deadlines

Poster Presentations

Deadline: 29 April

  • Poster presenters will receive a unique link to upload their PDF or an e-version of their poster to the meeting platform.

Platform Presentations (Talks)

Deadline: 23:59 CEST the day before your platform presentation is scheduled

  • Platform presenters will receive a unique link to upload their presentation slides.
  • You may also visit the Speaker Ready Room (Secretaria 1) to upload your presentation and get assistance.


SETAC Seville is a fully-fledged in-person conference and it is NOT possible to stream remote participants into the session room. Every presenter must have registered for the meeting. Limited virtual components are offered such as recordings of the oral presentation sessions and pdf’s/e-posters of the poster exhibition, while all presenters can make use of a personalised chat functionality in the meeting platform. 

To provide an open and professional forum for scientific exchange, all attendees are expected to adhere to the highest standards of integrity and professionalism and should follow the meeting policies and the SETAC code of conduct and code of ethics.  

No photos icon

While the default assumption is to allow for open discussion of and access to scientific content of presentations at SETAC events, we invite presenters to use the no recording icon on slides or posters to opt out and ask participants to refrain from recording, photographing, copying or disseminating the contents of the talk or poster. We will also provide the “No Recordings or Copying” icon as a sticker on site that can be affixed to posters.

 

Please choose your presentation type below to view detailed guidelines and the link to the upload entry. 

Platform Presentation (Talk)

Platform Presentation (Talk)

  • Platform presenters (“Talks”) should prepare a 12-minute oral presentation. It will be followed by a three-minute Q&A period, which will be moderated by the session chairs. Please view the presentation tips below.
  • Each session will be recorded. The video will be posted on the meeting platform and be available for three months after the meeting.
  • Your specific presentation time, ID and session room can be found on the meeting platform.
Presentation slides upload
  • Each presenter will receive a unique upload link via email. You can also upload your entry in the User Portal. Please log in and go to ‘Assigned Entries’ to view the presentations you are associated with. Click on the presentation title in order to access the upload entry and upload your presentation.
  • Presenters are required to upload their presentation slides (PPT, PPTX, PDF, max file size 500MB) by 23:59 CEST the day before their oral presentation is scheduled. If your file size exceeds the limit of the online upload module, please bring your presentation to the speaker-ready room (Secretaria 1) and upload the file onsite.
  • You can also visit the speaker-ready room to upload or to test the presentation.
  • Oral presenters can upload supplementary information, such as a PDF handout with embedded links in PDF, when uploading materials to the meeting platform.
At the meeting
  • Be in the session room at least 20 minutes before the beginning of the session and introduce yourself to the session chair(s).
  • Stay on schedule. You have been allotted 12 minutes for your presentation and three for discussion.

 

Helpful tips for platform presentation production

Helpful tips for platform presentation production 
  • Each platform presenter has 12 minutes followed by three minutes for questions & answers. Session chairs will enforce this limit. A general rule for timing is one minute per slide.
  • SETAC does not provide PowerPoint templates, please use your own.
  • A traditional slide presentation should include a title slide, a slide stating the question or hypothesis, and a slide describing the overall approach you used to address the question. A slide briefly describing methods should never include the details of the method, unless the purpose of the talk is to describe the method. The next several slides should present your results, and a final slide should summarise the conclusions of the study.
  • Your PowerPoint presentation must be readable from the back of the room. Text should not exceed 8 lines.
  • Make an effort to reduce clutter on PowerPoint slides. Prepare your slides to communicate ideas, not details. If attendees want details, they can ask you during the Q&A period.
  • Graphs are best used to convey trends, comparisons, and relationships. A table from a published article is much too detailed for a slide presentation. Take the time to think about what conclusion you want to present from the table and present it as concisely as you can, to communicate that idea. A graph or photograph may better communicate your data.
  • Use horizontal position (landscape) for all PowerPoint slides. Both aspect ratios 16:9 (optimal) and 4:3 are compatible with the screen size.
  • We strongly encourage presenters to rehearse before the meeting to ensure that you finish within the allotted time and that the message of your presentation is clear.
  • Review your presentation on a different machine from which it was originally prepared, especially if you prepared it on a Mac, to ensure the backgrounds, transitions, video clips, graphics and linked images appear properly. Feel free to make use of the speaker-ready room (Secretaria 1) to test at the meeting.

 

Poster Presentation

Poster presentation

  • Poster presenters should bring their printed poster to the poster areas for a full-day display. There are no printing facilities at the venue, and we have not partnered with any printing vendors in Seville.
  • Poster presenters are also expected to upload a PDF or an e-version of their poster to the meeting platform by 29 April. The e-poster is a file accompanied by narration such as an audio or video recording of no more than three minutes.
At the meeting
  • Posters are displayed from 9:30 - 18:15. The two letters in the poster code represent the day the poster will be displayed, and the number is the number of the poster board. For example, poster Mo052 will be displayed on Monday on poster board 52.
  • Poster orientation should be portrait, NOT landscape and size should be A0 (84.1 cm [33.11 in.] wide by 118.9 cm [46.81 in.] high). View more tips for poster presentations in this section below.
  • Tape will be provided in the poster areas. Please do not use your own pins, tape, velcro or blu-tack.
  • Presenters are responsible for the setup and take-down of the poster.
    • Poster setup: 09:00-09:30 CEST
    • Poster take-down: MO-WE: 18:15-18:45 CEST; TH 14:25–15:00 CEST
    • Posters that are not removed by the end of the day will be removed and destroyed.
  • Be at your poster during the poster & networking breaks and poster socials to discuss your work with scientists visiting your poster.
Poster upload
  • Each presenter will receive a unique link via email to upload a PDF or an e-version of their poster to the meeting platform by 29 April. You can also upload your entry in the User Portal. Please log in and go to ‘Assigned Entries’ to view the presentations you are associated with. Click on the presentation title in order to access the upload entry and upload your presentation.
  • Maximum file size is 200MB. Find below some helpful tips to create an e-poster.

 

Helpful tips for poster presentation production

Helpful tips for Poster presentation production 
  • SETAC does not provide templates for posters, please use your own.
  • Feel free to bring your poster printed on paper or fabric.
  • Affix an envelope to the poster board where people can leave their business cards for requests for more information. You can provide hand-outs of your poster and your own business card, but be reminded that a pdf of your poster and any supplementary information can also be made available on demand on the meeting platform.
  • Consider using an innovative format that prominently features the conclusion in its design.
  • The poster should:
    • Be legible from two meters (six feet) away.
    • Convey a message without an oral explanation.
    • Avoid excessive use of organisation logos or advertisements.

Helpful tips for online/e-poster production

Helpful tips for online/e-poster production
  • PDF files of posters are welcome.
  • The maximum file size is 200 MB.
  • Use JPG or PNG file formats for embedded images.
  • Do not use animations or videos in your file.
  • The meeting platform provides a tool to make your poster more interactive. Follow the guidelines provided during the presentation upload. You can also add an optional video to your ePoster.
  • Save space for controls in the lower right-hand corner of your poster and avoid important information in this area.
  • To keep file size low, export your files for online viewing instead of printing when prompted. Your typical screen resolution is 72 dpi (print is 300 dpi).
  • Use the “save as” function in PowerPoint to save your poster as a PDF file. The print-as-PDF option may make your poster blurry.
  • Poster files cannot contain embedded links, but presenters can upload supplementary information, such as a PDF handout with embedded links in PDF, when uploading materials to the meeting platform.

Poster Corner Presentation

Poster Corner Presentation

  • Poster presenters should bring their printed poster to the poster areas for a full-day display. There are no printing facilities at the venue, and we have not partnered with any printing vendors in Seville.
  • Poster presenters are also expected to upload a PDF or an e-version of their poster to the meeting platform by 29 April. The e-poster is a file accompanied by narration such as an audio or video recording of no more than three minutes.
  • Poster corner discussion sessions are scheduled from 16:00–16:45 on the same day as the regular poster exhibition. The session takes place around a digital screen where up to six presenters with a common subject summarise the highlights of their poster in a 4-minutes pitch, followed by a joint discussion with the audience. Session chairs will give a brief introduction and moderate the discussion. This session will not be recorded.
At the meeting

Poster presentation:

  • Posters are displayed from 9:30 - 18:15. The two letters in the poster code represent the day the poster will be displayed, and the number is the number of the poster board. For example, poster Mo052 will be displayed on Monday on poster board 52.
  • Poster orientation should be portrait, NOT landscape and size should be A0 (84.1 cm [33.11 in.] wide by 118.9 cm [46.81 in.] high). View more tips for poster presentations below.
  • Tape will be provided in the poster areas. Please do not use your own pins, tape, velcro or blu-tack.
  • Presenters are responsible for the setup and take-down of the poster.
    • Poster setup: 09:00-09:30 CEST
    • Poster take-down: MO-WE: 18:15-18:45 CEST; TH 14:25–15:00 CEST
    • Posters that are not removed by the end of the day will be removed and destroyed.
  • Be at your poster during the poster & networking breaks and poster socials to discuss your work with scientists visiting your poster.

Poster corner discussion:

  • The discussion session takes place at predefined locations which can be found on the floorplan on the meeting platform and programme book.
  • Each poster (PDF) or slide series (max 3 slides, PDF only) will be displayed electronically following the order in the programme. The digital screen (55” diagonal) is in portrait format
  • Be at the poster corner location at least 10 minutes before the beginning of the discussion session and introduce yourself to the session chair(s).
File upload
  • Each presenter will receive a unique link via email to upload their entries to the meeting platform by 29 April. You can also upload your entries in the User Portal. Please log in and go to ‘Assigned Entries’ to view the presentations you are associated with. Click on the presentation title in order to access the upload entry and upload your presentation.
  • Poster Corner presenters should upload:
    • Their contribution for the poster corner discussion under “Upload Presentation Slides”. One poster or three slides in PDF, max file size is 500MB.
    • The poster to be shared with the participants on the meeting platform, as a PDF or e-version. Maximum file size is 200MB. See below some helpful tips to create an e-poster.

 

Helpful tips for poster presentation production

Helpful tips for Poster presentation production 
  • SETAC does not provide templates for posters, please use your own.
  • Feel free to bring your poster printed on paper or fabric.
  • Affix an envelope to the poster board where people can leave their business cards for requests for more information. You can provide hand-outs of your poster and your own business card, but be reminded that a pdf of your poster and any supplementary information can also be made available on demand on the meeting platform.
  • Consider using an innovative format that prominently features the conclusion in its design.
  • The poster should:
    • Be legible from two meters (six feet) away.
    • Convey a message without an oral explanation.
    • Avoid excessive use of organisation logos or advertisements.

Helpful tips for online/e-poster production

Helpful tips for online/e-poster production
  • PDF files of posters are welcome.
  • The maximum file size is 200 MB.
  • Use JPG or PNG file formats for embedded images.
  • Do not use animations or videos in your file.
  • The meeting platform provides a tool to make your poster more interactive. Follow the guidelines provided during the presentation upload. You can also add an optional video to your ePoster.
  • Save space for controls in the lower right-hand corner of your poster and avoid important information in this area.
  • To keep file size low, export your files for online viewing instead of printing when prompted. Your typical screen resolution is 72 dpi (print is 300 dpi).
  • Use the “save as” function in PowerPoint to save your poster as a PDF file. The print-as-PDF option may make your poster blurry.
  • Poster files cannot contain embedded links, but presenters can upload supplementary information, such as a PDF handout with embedded links in PDF, when uploading materials to the meeting platform.

Poster Spotlight Presentation

Poster Spotlight Presentation

  • Poster presenters should bring their printed poster to the poster areas for a full-day display. There are no printing facilities at the venue, and we have not partnered with any printing vendors in Seville.
  • Poster presenters are also expected to upload a PDF or an e-version of their poster to the meeting platform by 29 April. The e-poster is a file accompanied by narration such as an audio or video recording of no more than three minutes.
  • A poster spotlight presentation is scheduled in the platform session associated with your poster session. The spotlight should summarise the highlights of your poster briefly – 4 minutes – with the help of no more than three slides.  Presenters are encouraged to invite the audience to visit the poster in the exhibition areas. We have created some helpful presentation tips, which you can find below.
  • The session with your spotlight will be recorded. The video will be posted on the meeting platform and be available for three months after the meeting.
At the meeting

Spotlight presentation:

  • Be in the session room at least 20 minutes before the beginning of the session and introduce yourself to the session chair(s).
  • Stay on schedule. You have been allotted four minutes for your spotlight presentation.
  • Your specific presentation time, ID and session room can be found on the meeting platform.

Poster presentation:

  • Posters are displayed from 9:30 - 18:15. The two letters in the poster code represent the day the poster will be displayed, and the number is the number of the poster board. For example, poster Mo052 will be displayed on Monday on poster board 52.
  • Poster orientation should be portrait, NOT landscape and size should be A0 (84.1 cm [33.11 in.] wide by 118.9 cm [46.81 in.] high). View more tips for poster presentations below.
  • Tape will be provided in the poster areas. Please do not use your own pins, tape, velcro or blu-tack.
  • Presenters are responsible for the set-up and take-down of the poster.
    • Poster setup: 09:00-09:30 CEST
    • Poster take-down: MO-WE: 18:15-18:45 CEST; TH 14:25–15:00 CEST
    • Posters that are not removed by the end of the day will be removed and destroyed.
  • Be at your poster during the poster & networking breaks and poster socials to discuss your work with scientists visiting your poster.
File upload
  • Each presenter will receive a unique upload link via email. You can also upload your entry in the User Portal. Please log in and go to ‘Assigned Entries’ to view the presentations you are associated with. Click on the presentation title in order to access the upload entry and upload your presentation.
  • Poster spotlight presenters should:
    • Upload the poster to be shared with the meeting participants as a PDF or e-version by 29 April. Maximum file size is 200MB. See the helpful tips to create an e-poster below.
    • Upload the presentation slides (PPT, PPTX, PDF, max file size 500MB) by 23:59 CEST the day before their onsite presentation is scheduled. If your file size exceeds the limit of the online upload module, please bring your presentation to the speaker-ready room (Secretaria 1) and upload the file onsite. You can also visit the speaker-ready room to upload or to test the presentation

 

Helpful tips for poster spotlight presentation production

Helpful tips for poster spotlight presentation production 
  • Each poster spotlight presenter has 4 minutes (max 3 slides) to pitch their poster at the end of the platform session associated to their poster topic. There is no time for Q/A right after the spotlight talk. Session chairs will enforce this time limit. 
  • SETAC does not provide PowerPoint templates, please use your own. 
  • The spotlight is intended to invite the audience to the poster in the exhibition areas, during the poster social. Keep information on your slides concise: a title slide, a slide stating the question or hypothesis, and eventually a glimpse on your results. 
  • Your PowerPoint presentation must be readable from the back of the room. Text should not exceed 8 lines. 
  • Make an effort to reduce clutter on PowerPoint slides. Prepare your slides to communicate ideas, not details. If attendees want details, they can ask you at your poster during the poster social. 
  • Graphs are best used to convey trends, comparisons, and relationships. A table from a published article is much too detailed for a slide presentation. Take the time to think about what conclusion you want to present from the table and present it as concisely as you can, to communicate that idea. A graph or photograph may better communicate your data. 
  • Use horizontal position (landscape) for all PowerPoint slides. Both aspect ratios 16:9 (optimal) and 4:3 are compatible with the screen size. 
  • We strongly encourage presenters to rehearse before the meeting to ensure that you finish within the allotted time and that the message of your presentation is clear. 
  • Review your presentation on a different machine from which it was originally prepared, especially if you prepared it on a Mac, to ensure the backgrounds, transitions, video clips, graphics and linked images appear properly. Feel free to make use of the speaker-ready room (Secretaria 1) to test at the meeting. 

     

Helpful tips for poster presentation production

Helpful tips for Poster presentation production 
  • SETAC does not provide templates for posters, please use your own.
  • Feel free to bring your poster printed on paper or fabric.
  • Affix an envelope to the poster board where people can leave their business cards for requests for more information. You can provide hand-outs of your poster and your own business card, but be reminded that a pdf of your poster and any supplementary information can also be made available on demand on the meeting platform.
  • Consider using an innovative format that prominently features the conclusion in its design.
  • The poster should:
    • Be legible from two meters (six feet) away.
    • Convey a message without an oral explanation.
    • Avoid excessive use of organisation logos or advertisements.

Helpful tips for online/e-poster production

Helpful tips for online/e-poster production
  • PDF files of posters are welcome.
  • The maximum file size is 200 MB.
  • Use JPG or PNG file formats for embedded images.
  • Do not use animations or videos in your file.
  • The meeting platform provides a tool to make your poster more interactive. Follow the guidelines provided during the presentation upload. You can also add an optional video to your ePoster.
  • Save space for controls in the lower right-hand corner of your poster and avoid important information in this area.
  • To keep file size low, export your files for online viewing instead of printing when prompted. Your typical screen resolution is 72 dpi (print is 300 dpi).
  • Use the “save as” function in PowerPoint to save your poster as a PDF file. The print-as-PDF option may make your poster blurry.
  • Poster files cannot contain embedded links, but presenters can upload supplementary information, such as a PDF handout with embedded links in PDF, when uploading materials to the meeting platform.

 

Publications

  • All accepted abstracts are published in the meeting abstract book. SETAC retains the rights to all material published therein.
  • If you are interested in additional opportunities to publish your work, SETAC offers additional opportunities before and after the meeting.

Technical Support

For technical support with uploading the presentation to the online meeting platform, please contact Confex at [email protected].

 

Presentation Formats

Presentation Formats

Platform Presentation (Talk)

Presenters can present and discuss their latest research live on stage in Seville. Session chairs will prepare an attractive lineup for oral presentations and poster exhibition from the submitted abstracts and will ensure decent moderation of the Q&A in between the talks. Platform presentations will be recorded onsite and made available on the meeting platform.

Poster Presentation

Poster presenters can display their hard copy posters onsite in Seville in the Exhibition Hall for one full day of the meeting. On top of that, presenters can dispay a digitial version of their poster on the virtual meeting platform. Poster presenters are thus required to provide a hard copy poster AND a virtual component (either a PDF poster, video or enhanced poster [e-poster]), which will need to be uploaded before the meeting. The exact upload deadline will be announced at a later stage. 

Poster Corner

Poster presenters can display their posters as explained above and are invited to take part in the Poster Corner Discussions. In this type of session, 6 posters/presenters with a common subject are grouped together and summarise the highlights of their poster in a 4-minute pitch, followed by a joint discussion with the audience, moderated by the session chair. Poster Corner Sessions are scheduled in the afternoon coffee break, on the same day as your regular poster exhibition. The session will be run from a digital screen and take place outside the exhibition area, the exact location will be announced at a later stage. This session will NOT be recorded, nor live-streamed.

Poster Spotlight

Poster presenters can display their posters as explained above and are invited to give a Poster Spotlight Presentation. A Poster Spotlight Presentation is scheduled in the Platform Session associated with your Poster Session, usually in the final presentation slot. A spotlight is meant to summarise the highlights of the poster very briefly (~4 minutes) with the help of three slides. Presenters are encouraged to challenge the audience to visit their poster in the exhibition area, during the socials. Poster Spotlight Presentations will be recorded onsite and made available on the meeting platform.

Meeting Format

Meeting Format

The SETAC Europe 34th Annual Meeting will be organised as a fully-fledged physical meeting in Seville, Spain featuring an online component to increase inclusion. Participants will be able to benefit from 5 days packed with scientific sessions, plenaries, courses, seminars and other exhibitor and networking events.

Registered participants will be able to access on-demand content through the meeting platform for three months after the meeting. Poster presentations will be available on demand throughout and after the meeting . Platform presentations will be recorded on-site and made available for on-demand viewing afterwards. All participants can asynchronously connect with session chairs, presenters, exhibitors and other meeting participants.

There will be no live-streaming component offered.

Scientific Programme

Scientific Programme 

Scientific Sessions 

Sessions are proposed by the SETAC community by 15 August and evaluated by the  Programme Committee. During the call for abstracts, scientists can submit their research to one of the accepted sessions. Presentation types include:

  • Platform presentation: Presenters can present and discuss their latest research live on stage in Seville. Session chairs will prepare an attractive lineup for oral presentations and poster exhibition from the submitted abstracts and will ensure decent moderation of the Q&A in between the talks.
    Platform presentations will be recorded onsite and made available on the meeting platform.
  • Poster presentation: Poster presenters can display their posters in Seville in the Exhibition Hall for one full day of the meeting AND on the virtual meeting platform. Poster presenters are thus required to provide a virtual component (either a PDF poster, video or enhanced poster [e-poster]) which will need to be uploaded before the meeting. The exact upload deadline will be announced at a later stage. 
Special Sessions 

Special sessions are held to grant more time to topics requiring in-depth presentations, discussions, and panel debates, which can traditionally not be covered in the regular scientific presentation sessions. This format enables the community to address emerging topics of high societal awareness and concern, discuss environmental and sustainability topics specific to the hosting region, as well as to delve into global policy trends and foster transdisciplinary collaboration.

Special sessions are organised upon invitation from the SETAC Europe Science Committee and provide an opportunity to involve experts who are typically not active in the SETAC network. Special sessions typically do not take more than 5% of the meeting programme.

Plenaries 

The meeting will include thought-provoking and informative plenary presentations. Plenaries are organised by the Programme Committee and the SETAC office. 

On Tuesdays, the plenary spot gets traded for the SETAC Science Slam competition, in which creative researchers will compete for the public's vote on the most creative, fun and entertaining scientific presentation.

Topical Discussions

Topical discussions are held on an overarching topic aiming at summarising the state of the science from the research presented at the regular scientific sessions and/or prioritising key research questions that need to be addressed. These sessions are organised as one-hour virtual events after the conference and will be accessible free of charge to meeting participants.

The call for proposals will open in 2024 with a two-step process, starting with a thought starter complemented by a detailed run-of-show after the conference. Meeting participants are invited to attend the complementary presentation sessions (or view their recordings) to make the most out of them.

Parallel Programme

Parallel Programme

Organise a Parallel Event

If you’re interested in organising a parallel event or would like to request space for an activity during the meeting, please complete the room request form. For activities that take place on Sunday, 5 May, applications must be submitted by 15 December, to allow sufficient time for planning. All other requests for events must be submitted by 1 April.

Request a Room

 
Training Courses

Training courses are planned on the Sunday of the meeting to provide educational opportunities to the membership and guests. The focus is on selecting cutting-edge and general scientific topics of interest. In addition, non-scientific courses that support skills necessary for scientists to succeed, for example, communication or presentation skills, are offered. The deadline to submit training course proposals usually falls end October/begin November, to allow sufficient time for planning and review by the SETAC Europe Education Committee. 

SETAC Seminars

SETAC Seminars give room to SETAC groups to introduce, educate or discuss specific topics or projects. For example, the “Student Lunch Seminar” or IG seminars have been popular for years. SETAC Seminar proposals can be submitted through the room booking form. For seminars taking place on Sunday, 5 May, proposals should be submitted by 15 December, to allow sufficient time for planning and are reviewed by the  Programme Committee. Seminar proposals happening on the other days of the conference can be submitted by 1 April.  

If you plan a technical workshop or symposium, please review the SETAC Events Matrix for more information.  

Sponsored Seminars  

These events are planned by non-SETAC groups featuring a guest speaker presenting topics of interest to meeting attendees. 

Networking Events

These are semi-formal events to provide networking opportunities for meeting attendees. They include socials, such as “Student Career Networking Lunch,” and other types of events, such as the “Job Event.” These are proposed by SETAC Committees and organised in collaboration with the office. 

Group Meetups 

The annual meeting includes many informal group meetups aimed at gathering people with similar interests for engagement opportunities, like the “Meeting Guide Programme.” We encourage SETAC Regional Branches and Chapters, Committees, Interest Groups and Affinity Groups to hold more informal group meetups to facilitate networking and engagement opportunities at the meeting instead of administrative meetings. Those could, for example, be organised at the SETAC Square. 

Business Meetings 

SETAC supports its members (e.g., Committees, Regional Branches and Chapters, Interest Groups and Affinity Groups) and other organisations by allowing them to book rooms at the venue for business meetings. 

Tours 

Tours give meeting attendees and guests the option to explore the city, learn more about the traditions and history of the hosting country or replenish during a cycling or hiking tour. Tours are organised by the SETAC office in conjunction with the Programme Committee and the host city.