Guidelines for poster and oral communication

1. Instructions for Poster Presentations

Poster preparation guidelines:

• The poster must contain the following elements: title, author(s) and institution (positioned at the top); a brief introduction, methods, results and conclusions (positioned further down the poster).
• A photograph at the top right hand corner will help the audience to identify the presenting author(s).
• A poster is not a vehicle to present the details normally contained in a scientific paper. Make certain that the message is clear and simple. The text should be kept to a minimum, and presentations, e.g., graphs, histograms and photographs are strongly encouraged.
• Appropriate use of colour improves the readability.
• Lettering: Guidelines for minimum font sizes (letter height) are as follows:
  • Poster title: 20 mm
  • Author(s), institution: 13 mm
  • Headings: 13 mm
  • Body text: 9 mm
• The language of the poster should be English.

Poster format:

All posters will be placed on white panel boards: Portrait orientation, 100 cm (width) x 125 cm (height). Available poster area: 95 cm (width) x 120 cm (height). Most common is the ISO/DINA0 format.

Poster prize:

According to tradition, the best posters presented at EGF Conferences are awarded with the best poster prize.

Option by External Party:

Poster printing and delivery service

My name is (Dr) A(njo) Elgersma. After a university career, I work as a self-employed independent scientist and started an enterprise ‘Anjo Elgersma’ (SME) that offers labour and services, e.g. scientific input for collaborative research and writing of publications, lectures, consultancies, editing, organisational assistance, etcetera.  

Professional posterservice for EGF 2024 in Leeuwarden

As a commercial service for the meeting in Leeuwarden I can offer help to authors of posters in: 

• printing of your poster A0 (80 x 120 cm, full-colour satinated 150 g paper) including editorial check of draft version (typography, style, contents) and delivery to the conference site: €  25,-

your benefits: no need to bring it yourself, no risk of forgetting or losing it, no damage risk during travel, no luggage fee on the flight

• putting up your poster to the appropriate poster board on 10 June 2024:  € 5,- your benefit: poster will be displayed on time, even if you are delayed
• home delivery of your poster by post after the meeting: price depends on country your benefits: no fuss in taking down your poster, no risk of damage or loss during travel, no luggage fee on the flight; your poster will continue to be on display even if you leave before the end of the conference

How to order?

If this quotation is of interest to you, please contact me at EGFposterservice@gmail.com and indicate:

• the desired service(s), 
• your name and address,
• a pdf file of your poster

I will then send a tailor-made offer and draft invoice for your information and approval of your administration. In view of smooth processing, please contact mea.s.a.p. as, for the above indicated rate, your pdf file should be received latest Friday 31 May before 18:00 h (CET). Last-minute services are possible: € 35,- for printing and delivery, until Tuesday 4 June 20:00 h; € 45,- until Thursday 6 June 10:00 h (CET) and thereafter poster orders can be accepted à € 60,- until Friday 7 June 15:00 h (CET). 

History of the posterservice

The posterservice has been successfully offered since 2015 to a range of meetings such as the

European Grassland Federation (Wageningen, 2015; Trondheim, 2016; Sardinia, 2017; Cork, 2018; Zurich, 2019; Caen, 2022; Vilnius, 2023), EAAP (Belfast, 2016; Tallinn, 2017; Dubrovnik, 2018), WAFL 2017 and ISNH 2018.  

Testimonials can be provided upon request.

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2. Instructions for Oral Presentations

Duration of presentations:

• Short oral presentations: 10 min + 3 min for Q/A
• Keynote presentations: 20 min + 8 min for Q/A

Technical room set up:

• projector with a screen
• laptop with Microsoft Office
• laser pointer / clicker
• tabletop microphone on the podium ( headset microphone will also be available if preferred) 
• timer

There will be no possibility to use your own laptop during the conference.

Presentation preparation and submission:

• All oral presentations shall be prepared using Power Point software.
• Preferable format: 16:9
• If you plan to insert a video in your presentation, please inform conference secretariat about it in advance.
• Take a copy of your file with you on USB to the conference.

During the conference:

• If you would like to check, whether your presentation works satisfactorily, please come to the room where your presentation is assigned at least few hours before your session.
• Power Point presentation will be opened by the technical staff in “Presenter view” mode.
• If you have questions before your presentation, please contact the staff in the room.

Chairperson:

Each session will be chaired by a chairperson who will introduce the speakers and initiate discussion. The chairperson will be asked by the Organising Committee to strictly respect the timing.

Language:

Your presentation must be given in English. Remember that most participants do not have English as their mother language, therefore please speak clearly and slowly.

Tips for making effective PowerPoint presentations:

• Use the slide master feature to create a consistent and simple design template. It is fine to vary the content presentation (i.e. bulleted list, 2-column text, text & image), but be consistent with other elements such as font, colours, and background.
• Simplify and limit the number of words on each screen. Use key phrases and include only essential information.
• Limit punctuation and avoid putting words in all capital letters. Empty space on the slide will enhance readability.
• Use contrasting colours for text and background. Dark text on a light background is best. Patterned backgrounds can reduce readability of text.
• Avoid the use of flashy transitions such as text fly-ins. These features may seem impressive at first, but are distracting and get old quickly.
• Overuse of special effects such as animation and sounds may make your presentation „cutesy“ and could negatively impact your credibility.
• Use good quality images that reinforce and complement your message. Ensure that your images maintain their impact and resolution when projected on a larger screen.
• If you use builds, have content appear on the screen in a consistent, simple manner; from the top or left is best. Only „build“ screens when necessary to make your point because they can slow down your presentation.
• Limit the number of slides. Presenters who constantly „flip“ to the next slide are likely to lose their audience. A good rule of thumb is one slide per minute.
• Learn to navigate your presentation in a non-linear fashion. PowerPoint allows the presenter to jump ahead or back without having to page through all the interim slides.
• Know how to and practice moving forward AND backward within your presentation. Audiences often ask to see the previous screen again.
• If possible, view your slides on the screen you will be using for your presentation. Make sure they are readable from the back row seats. Text and graphics should be large enough to read, but not so large as to appear „loud.“
• Have a plan B in the event of technical difficulties. Remember that transparencies and handouts will not show animation or other special effects.
• Practice with someone who has never seen your presentation. Ask them for honest feedback about colours, content, and any effects or graphics you have included.
• Do not read from your slides. The content of your slides is for the audience, not for the presenter.
• Do not speak to your slides. Many presenters face the direction of their presentation rather than their audience.
• Do not apologize for anything in your presentation. If you believe something will be hard to read or understand, leave it out.