Oral presentations

Each oral presentation duration will be limited to a maximum of 12 minutes. After that, there will be 3 minutes devoted to answer questions from the audience. Keynote oral presentations are limited to a maximum of 25 minutes with 5 minutes devoted to answer questions from the audience.

Presentations

Visual presentations should be made electronically using the projection equipment provided by the conference venue.

Speakers Preview Area

The Speakers’ Preview area is located in Hall D of the Century City Conference Centre and will be open during the following hours:

Sunday, 08 October 2023 15h00 – 18h00

Monday, 09 October 2023 07h30 – 18h00

Tuesday, 10 October 2023 07h30 – 18h00

Wednesday, 11 October 2023 07h30 – 18h00

Thursday, 12 October 2023 07h30 – 18h00

Friday, 13 October 2023 07h30 – 17h00

Speakers must submit their presentation to the JACoW SPMS at https://oraweb.cern.ch/pls/icalepcs2023/profile.html. They must do this at least two days before their scheduled presentation time. This allows for verification and transfer to the conference venue system.

Any special requirements concerning visual aids should be addressed to the local organizers well in advance of the conference.

Preparation of talks

The following precautions should be adhered to, to ensure smooth running of electronic presentations:

Format 

Visuals for oral presentations should be in Microsoft PowerPoint, version 2010 (.ppt or .pptx), or Adobe Acrobat Reader 9 or later (.pdf). Compatibility of animation or video files must be cross-checked with the speaker preparation room.

Fonts

Possibly the most typical PowerPoint error is neglecting to embed the fonts into your presentation. If you do not embed fonts and the computer system showing your presentation doesn’t contain the fonts in your presentation, it will substitute another font, often with disastrous results. Together with making your presentation appear unprofessional, a change in font can easily have an impact on text wrapping and table spacing. You can prevent this by using PowerPoint’s “Embed Fonts in File” capability, which assures that the font you used will display on a different computer even if that font has not been installed on the other machine.

For PowerPoint files, use only TrueType fonts and embed them (Instructions can be found here):

To embed fonts in PowerPoint 2016:

• Select File tab.
• Save As…
• Under Tools, choose Save Options.
• Check the box for Embed fonts in the file

To embed fonts in PowerPoint 2010:

• Select File tab.
• Choose Options.
• Under PowerPoint Options, choose Save.
• Check the box for Embed fonts in the file

For PDF files, be sure to include all fonts when preparing the PostScript and PDF files, too.

Upload Presentations

Speakers shall upload their presentation at least two days before their scheduled session via their ICALEPCS 2023 Authors Account.

The file should be named with the programme code and “_talk” (for example “MOAPL01_talk.ppt”) and then uploaded in the same way as for papers through the ICALEPCS 2023 Account. The programme code assigned to the presentation is available in this interface. Any animations or video files referenced within presentations must be uploaded along with the PowerPoint file (select “Supporting Files”).

All presentations should be setup to display with 16:9 aspect ratio, when choosing the page set-up for slides ensure landscape orientation, slides sized for On-Screen Show (16:9).

All authors should review in the speaker preview area at least 3 hours prior to the respective session that the presentation has been correctly downloaded and the contents are properly displayed using the conference computers. The Speakers’ Preview area is located in Hall D of the Century City Conference Centre.

There will be personnel at the speakers’ preview area in the conference venue to solve any issues that may arise.

Please note that all speakers must give their presentations from the computer systems set up in the conference rooms. Use of individual laptops or USB sticks cannot be accommodated.

Papers for contributed oral and invited oral presentations may be up to 7 pages long.