Presentation & Poster Guidelines

Conference guidelines

1.1 General Expectations
• Adhere strictly to your allocated presentation time
• Ensure content is relevant, professional, and aligned with the conference theme
• Submit final presentation materials by the stated deadline
• Participate in mandatory technical rehearsals (if presenting virtually)

1.2 On-Site Speakers
• Arrive at least 60 minutes prior to your session
• Check in at the Speaker Registration Desk
• Provide your presentation to the technical team in advance
• Use venue-provided microphones and equipment only
• Engage both the in-person and virtual audience during Q&A

1.3 Virtual Speakers
• Join the platform 30 minutes before your session
• Use a stable wired internet connection (minimum recommended speed: 10 Mbps)
• Use a professional-quality microphone and camera
• Ensure proper lighting and a neutral background
• Close unnecessary applications to avoid disruptions
• Have a backup copy of your presentation accessible

1.4 Presentation Format
• Use 16:9 slide ratio
• Limit text-heavy slides
• Include clear visuals
• Avoid copyrighted materials without permission

Each speaker must adhere strictly to the assigned time indicated in the official program. This typically includes presentation time and Q&A. The session moderator will enforce timing to ensure program continuity.

Final presentation slides must be submitted by the deadline communicated by the organizing committee. Late submissions may not be guaranteed technical review.

Preferred formats:
PowerPoint (.PPTX)
PDF (16:9 ratio)

Yes, but:
Ensure videos are embedded in the presentation file.
Bring a backup video file separately.
Test playback during rehearsal.

Please provide a backup contact number in advance. If disconnected:
Attempt immediate reconnection.
The moderator may continue with Q&A or move to the next segment.
A backup version of your presentation may be used if necessary.

Questions may come from:
Live audience microphones
Virtual chat or Q&A platform
The moderator will select and read questions.

Yes. All sessions may be recorded for archival or on-demand access.

If you have restrictions, inform the organizing committee in advance. Approval is subject to conference policy.

Brief acknowledgment of affiliated organizations is acceptable. However, presentations must remain educational and non-commercial unless designated as a sponsored session.

Speakers are responsible for securing permissions for any third-party content used.

All research data presented must be accurate and appropriately cited. Clearly indicate preliminary findings where applicable.

Address both audiences directly.
Repeat in-room questions before answering.
Maintain eye contact with the camera periodically.

Yes. On-site speakers should bring:
USB copy
Cloud backup access

Yes. Certificates will be issued electronically after the event.

On-Site Poster Presenters
Follow provided poster dimensions and formatting requirements
Mount your poster during the assigned setup time
Be present at your poster during designated viewing sessions
Remove your poster at the scheduled dismantling time

Virtual Poster Presenters
Submit a digital version (PDF format) by the deadline
Include a short recorded presentation (if required)
Be available online during the live poster session for Q&A
Ensure clarity and readability of digital posters

Poster Content Standards
Clearly state title, authors, and affiliations
Use high-resolution graphics
Maintain academic and professional integrity

Please follow the official poster size and formatting guidelines provided by the organizing committee. Posters that do not meet specifications may not be displayed.

Posters must be mounted during the assigned setup time. Specific time slots will be communicated in advance.

Yes. Presenters must be available at their poster during the designated viewing and discussion sessions.

Digital posters must be submitted in PDF format by the announced deadline.

If requested, please submit a short recorded presentation summarizing your poster (duration guidelines will be provided).

Yes. Presenters must be available online during their assigned session to answer questions.

Use high-resolution images, readable font sizes, and a clean layout. Avoid overcrowded text and low-quality graphics.

All content must maintain academic and professional integrity. Data should be accurate, properly cited, and compliant with relevant research ethics standards.

On-Site Exhibitors
Set up booths within allocated time slots
Adhere to booth size and branding guidelines
Keep your booth staffed during exhibition hours
Ensure all promotional materials are professional and compliant
Follow venue safety regulations

Virtual Exhibitors
Upload company logo, brochures, and multimedia content in advance
Ensure booth representatives are available during live exhibition hours
Engage with attendees via chat or video tools
Test all links and downloadable materials prior to the event

Compliance
Promotional activities must align with conference values
Unauthorized sales or disruptive marketing tactics are prohibited

Booths must be set up within the allocated time slot provided by the organizing committee. Early or late setup is not permitted without prior approval.

Yes. Exhibitors must adhere strictly to the assigned booth dimensions and official branding guidelines.

Yes. Your booth must be staffed at all times during official exhibition hours.

All displayed and distributed materials must be professional, appropriate, and aligned with conference standards.

Exhibitors must comply with venue health, safety, and fire regulations. Obstructing aisles or emergency exits is strictly prohibited.

Company logo, brochures, promotional videos, and contact details must be uploaded before the published deadline.

Yes. At least one company representative must be available during live exhibition hours to engage with attendees.

Engagement may take place through live chat, video meetings, downloadable resources, or scheduled appointments.

Yes. All links, videos, and downloadable materials must be tested prior to the event to ensure functionality.

Direct or aggressive sales tactics, unauthorized promotions, or disruptive marketing activities are not permitted.

Failure to comply with exhibitor guidelines may result in removal of materials, suspension of booth access, or revocation of participation rights.

Branding & Visibility
Submit logos and promotional materials by the branding deadline
Follow official branding specifications (format, resolution, placement)
Ensure accuracy of company information provided

On-Site Sponsorship
Coordinate with the organizing team regarding banners, booths, and signage
Ensure materials comply with venue policies
Remove all sponsor materials at the conclusion of the event

Virtual Sponsorship
Provide digital assets in required formats
Participate in sponsored sessions or virtual booths as agreed
Ensure representatives are available for engagement

All logos and promotional materials must be submitted by the official branding deadline to ensure inclusion in event materials.

Yes. Sponsors must adhere to the provided guidelines regarding file format, resolution, dimensions, and placement requirements.

High-resolution PNG, JPG, or vector files (AI/EPS/PDF) are preferred to ensure optimal display quality

Sponsors are responsible for ensuring that all submitted company details, descriptions, and website links are accurate and up to date.

All physical branding elements must be coordinated and approved in advance with the organizing team.

Yes. All materials must comply with venue safety, installation, and fire regulations. Unauthorized placements are not permitted.

Sponsors must provide logos, promotional videos, brochures, website links, and any additional agreed digital assets in the required formats.

Yes. Representatives should be available during sponsored sessions or virtual booth hours to engage with attendees.

Sponsors are encouraged to actively participate through live chat, scheduled meetings, downloadable resources, and interactive content.

We are pleased to welcome you to our Hybrid Conference. To ensure a smooth and professional experience for both in-person and virtual participants, please review the guidelines below.

General Code of Conduct
Maintain professional and respectful behavior at all times
Treat speakers, exhibitors, sponsors, and fellow participants with courtesy
Harassment, discrimination, or disruptive behavior will not be tolerated
Follow instructions provided by event staff and moderators
Unauthorized recording, photography, or redistribution of session content is prohibited

Registration & Access
Complete your registration prior to the event
Use your registered email address for platform access
Do not share your login credentials or access links
Keep your confirmation email accessible for reference

On-Site Attendees
Arrive early to allow sufficient time for check-in
Wear your conference badge visibly at all times
Silence mobile devices during sessions
Follow venue health, safety, and security regulations
Respect session timings and avoid entering or exiting rooms disruptively
Participate in networking and exhibition areas during designated hours

Virtual Attendees
Test your internet connection and device prior to the event
Log in at least 10–15 minutes before sessions begin
Keep your microphone muted unless invited to speak
Use the Q&A and chat functions respectfully and professionally
Avoid sharing session links or recording content without authorization

Participation & Engagement
Submit questions through the official Q&A system
Engage respectfully in discussions and networking sessions
Provide constructive feedback through post-event surveys
Respect intellectual property and confidentiality of shared research

You will receive access details via email after completing registration. Please log in using your registered email address.

Yes, subject to availability and deadline policies. Please contact the organizing team for assistance.

Yes. Selected sessions may be recorded and made available to registered participants after the event.

Yes. Questions may be submitted through the Q&A system (virtual) or via microphones during in-person sessions.

Contact the technical support team using the help desk information provided on the event platform or registration email.

Yes. Certificates of participation will be issued electronically after the conference.

Yes. The virtual platform includes networking features such as chat, meeting scheduling, and discussion rooms.

The organizing committee reserves the right to remove participants who violate conference policies without refund.

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