Format and Guidelines

Presentation Guidelines

Presentation Guidelines

Important Information and Deadlines

Poster Presentations

Deadline: 11 May

  • You will receive a unique link to upload the PDF of your poster to the meeting platform.

Platform Presentations (Talks)

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

  • You will receive a unique link to upload your slides.
  • You may also visit the Speaker Ready Room (room 1.5) to upload your slides and get assistance.


The SETAC Europe Annual Meeting is a fully in-person conference. It is NOT possible to stream remote participants into the session rooms. Every presenter must have registered for the meeting. Limited online components are available (e.g., recordings of oral presentations and PDFs of the posters), 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 Recordings or Copying” 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 icon as a sticker on-site for posters.

 

Select your presentation type below to view detailed guidelines and the upload link. 

Platform Presentation (Talks)

Platform Presentation (Talks)

  • Platform presenters (“Talks”) should prepare a 12-minute oral presentation. It will be followed by a three-minute Q&A period, moderated by the session chairs. Please view the presentation tips below.
  • Each presentation will be recorded. Videos will be posted on the meeting platform and will 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
  • You will receive a unique upload link via email. You can also upload your slides through the User Portal. Please log in, open ‘Assigned Entries’, select your presentation title and upload your slides. 
  • Upload your slides (PPT, PPTX, PDF, max 500MB) by 23:59 CEST the day before your scheduled presentation. If your file size exceeds the upload limit, bring your presentation to the speaker-ready room (room 1.5) and upload the file onsite.
  • You can also visit the speaker-ready room to upload or test your presentation.
  • When uploading, you can also add supplementary materials, such as a PDF handout, to the meeting platform.
At the meeting
  • Be in the session room at least 20 minutes before the session starts and introduce yourself to the session chair(s).
  • Stay on schedule: You have 12 minutes for your presentation and three minutes for discussion.

 

Helpful tips for platform presentation production

Helpful tips for platform presentation production 
  • You have 12 minutes followed by three minutes for Q&A. Session chairs will enforce this limit. As a rule of thumb, allow about one minute per slide.
  • SETAC does not provide PowerPoint templates; please use your own.
  • A traditional slide deck 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.
  • Ensure text is readable from the back of the room. Text should not exceed 8 lines.
  • Please make use of color blind safe colour schemes to visualise your data. 
  • Make an effort to reduce clutter on PowerPoint slides. Prepare your slides to communicate ideas, not details. If attendees can ask for details during the Q&A.
  • Use graphs to show trends, comparisons, and relationships. Tables from a published article are too detailed for a slide presentation. Take the time to choose one message or conclusion and present it as concisely as you can. Use a graph or image to communicate your data better.
  • Use horizontal position (landscape) for all PowerPoint slides. Both aspect ratios 16:9 (optimal) and 4:3 are compatible with the screen size.
  • Rehearse to ensure that you finish within the allotted time and that your message is clear.
  • Review your presentation on a different machine from which it was originally prepared, to ensure the backgrounds, transitions, video clips, graphics and linked images appear properly. Feel free to make use of the speaker-ready room to test at the meeting.

 

Poster Presentation

Poster presentation

  • Bring your printed poster to the poster area for a full-day display. There are no printing facilities at the venue.
  • Additionally, you are also expected to upload a PDF to the meeting platform by 11 May. 
At the meeting
  • Posters are displayed from 9:30–18:00 CEST. 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 board 52.
  • Your poster must be portrait (not landscape) and 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.
  • Push pins will be provided on the boards. Please do not use your own glue kit, pins, tape, velcro or Blu-Tack.
  • You are responsible for the setup and take-down of the poster.
    • Poster setup: 08:30–09:30 CEST.
    • Poster take-down: remove posters immediately after the poster social on Monday–Wednesday at 18:15 CEST and after the lunch break on Thursday at 14:25 CEST. 
    • Posters that are not removed by the end of the day will be taken down 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
  • You will receive a unique upload link via email to upload a PDF of your poster to the meeting platform by 11 May. You can also upload your poster through the User Portal. Please log in, open ‘Assigned Entries’, select your presentation title and upload your poster. 
  • Maximum file size is 200MB. Find some helpful tips below.

 

Helpful tips for poster presentation production

Helpful tips for poster presentation production 
  • SETAC does not provide templates for posters; please use your own.
  • Bring your poster printed on paper or fabric.
  • Consider including a QR code to give attendees quick access to websites and contacts related to your research. 
  • 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.
  • Please make use of color-blind safe colour schemes to visualise your data. 

Helpful tips for online poster production

Helpful tips for online 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. 
  • 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 Presentation & Poster Corner Discussion

Poster Presentation & Poster Corner Discussion

  • Bring your printed poster to the poster area for a full-day display. There are no printing facilities at the venue.
  • Additionally, you are expected to upload a PDF of your poster to the meeting platform by 11 May. 
  • Poster corner discussion sessions run from 16:00–16:45 CEST on the same day as the regular poster exhibition. In the poster corner session, up to six presenters have 4 minutes to pitch their poster (displayed on a digital screen), followed by a joint discussion with the audience. Session chairs will moderate the discussion. This session will not be recorded.
At the meeting

Poster presentation:

  • Posters are displayed from 9:30–18:00 CEST. 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.
  • Your poster must be portrait (not landscape) and A0 (84.1 cm [33.11 in.] wide by 118.9 cm [46.81 in.] high). View more tips for poster presentations below.
  • Push pins will be provided on the boards. Please do not use your own glue kit, pins, tape, velcro or Blu-Tack.
  • You are responsible for the setup and take-down of the poster.
    • Poster setup: 08:30–09:30 CEST.
    • Poster take-down: posters must be immediately removed after the poster social on Monday–Wednesday at 18:15 CEST and after the lunch break on Thursday at 14:25 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 in the Expo Foyer, which can be found on the floorplan on the meeting platform and programme book.
  • Each poster (PDF) will be displayed electronically following the order in the programme. The digital screen will be in portrait format.
  • Arrive at least 10 minutes before the discussion starts and introduce yourself to the session chair(s).
File upload
  • You will receive a unique link via email to upload a PDF of your poster by 11 May. You can also upload your poster through the User Portal. Please log in, open ‘Assigned Entries’, select your presentation title and upload your poster.
  • Maximum file size is 200MB. See some helpful tips below.

 

Helpful tips for poster presentation production

Helpful tips for poster presentation production 
  • SETAC does not provide templates for posters; please use your own.
  • Bring your poster printed on paper or fabric.
  • Consider including a QR code to give attendees quick access to websites and contacts related to your research. 
  • 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.
  • Please make use of color-blind safe colour schemes to visualise your data. 

Helpful tips for online poster production

Helpful tips for online 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. 
  • 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 Presentation & Poster Spotlight Presentation

Poster & Poster Spotlight Presentation

  • Bring your printed poster to the poster areas for a full-day display. There are no printing facilities at the venue.
  • Additionally, you are expected to upload the PDF to the meeting platform by 11 May. 
  • 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. Encouraged the audience to visit your poster in the exhibition area for more details about your work. We have created some helpful presentation tips, which you can find below.
At the meeting

Spotlight presentation:

  • Be in the session room at least 20 minutes before the session starts and introduce yourself to the session chair(s).
  • Stay on schedule: you have 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 9:30–18:00 CEST. 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.
  • Your poster must be portrait (not landscape) and A0 (84.1 cm [33.11 in.] wide by 118.9 cm [46.81 in.] high). View more tips for poster presentations below.
  • Push pins will be provided at the poster boards. Please do not use your own glue kit, pins, tape, velcro or Blu-Tack.
  • You are responsible for the set-up and take-down of the poster.
    • Poster setup: 08:30–09:30 CEST
    • Poster take-down: remove posters immediately after the poster social on Monday–Wednesday at 18:15 and after the lunch break on Thursday at 14:25. 
    • Posters that are not removed by the end of the day will be taken down 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
  • You will receive a unique upload link via email. You can also upload your presentation through the User Portal. Please log in, open ‘Assigned Entries’, select your presentation title and upload your documents. 
  • Poster spotlight presenters should:
    • Upload your poster to be shared with the meeting participants as a PDF by 11 May. The maximum file size is 200MB. See helpful tips below.
    • Upload your presentation slides (PPT, PPTX, PDF, max 500MB) by 23:59 CEST the day before your spotlight presentation is scheduled. If your file size exceeds the upload limit, please bring your presentation to the speaker-ready room (room 1.5) and upload onsite. 
    • You can also visit the speaker-ready room to upload or test your 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 with 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 area during the poster social. Keep information on your slides concise: a title slide, a slide stating the question or hypothesis, and eventually a glimpse of your results. 
  • Your PowerPoint presentation must be readable from the back of the room. Text should not exceed 8 lines. 
  • Please make use of color-blind safe colour schemes to visualise your data. 
  • 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 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.
  • Bring your poster printed on paper or fabric.
  • Consider including a QR code to give attendees quick access to websites and contacts related to your research. 
  • 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.
  • Please make use of color-blind safe colour schemes to visualise your data. 

Helpful tips for online poster production

Helpful tips for online 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. 
  • 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

  • Accepted abstracts (except late-breaking posters) 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].

 

Meeting Format

Meeting Format

The SETAC Europe Annual Meeting is organised as a fully-fledged physical meeting, 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. 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. 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 onsite 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. 

Virtual Discussion Sessions

Virtual discussions are held after the annual meeting, typically on an overarching topic, aiming at summarising the state of the science from the research presented at the regular scientific sessions or prioritising key research questions that need to be addressed. Session chairs who have organised a topic at the conference are encouraged to view the virtual event planning schedule and propose an event after the meeting. 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

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 of October, 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 the Sunday of the meeting, proposals should be submitted by 15 December to allow sufficient time for planning and will be reviewed by the office or 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. 

Presentation Formats

Presentation Formats

Platform Presentation (Talk)

During a platform presentation, presenters can share and discuss their latest research live on stage. Session chairs will curate an engaging lineup of oral presentations from submitted abstracts and ensure effective moderation of the Q&A sessions between talks. Each platform presentation consists of a twelve-minute oral presentation (accompanied by slides), followed by a three-minute Q&A period. These presentations will be recorded onsite and made available on the meeting platform.

Poster Presentation

Poster presenters can showcase their hard copy posters in the exhibition hall for a full day during the meeting. Additionally, presenters can display a digital version of their poster on the virtual meeting platform. Therefore, poster presenters are required to provide a hard copy poster (A0 portrait format) 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 Discussion

In addition to presenting their posters as described above, poster presenters may be invited to participate in Poster Corner Discussions. In these types of sessions, 6 posters or presenters with a common topic will be grouped together. Each presenter will have four minutes to summarise the key highlights of their poster, followed by a joint discussion with the audience, moderated by the session chair. The Poster Corner Discussions will take place during the afternoon coffee break on the same day as your regular poster exhibition. These sessions will be conducted on a digital screen and take place outside the exhibition area; the exact location will be announced later. Please note that this session will NOT be recorded or live-streamed.

Spotlight Presentation

In addition to presenting their posters as described above, poster presenters may be invited to deliver a Poster Spotlight Presentation. A Poster Spotlight Presentation is scheduled during the platform session that corresponds with your poster session, typically in the final time slot. The purpose of a Poster Spotlight Presentation is to briefly summarise the highlights of the poster (~4 minutes) using max. three slides. Presenters are encouraged to motivate 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.