Presentation Guidelines

1. General Information

2. Instructions for Oral Presentations/Presentations as part of a Symposium

3. Instructions for On-site Poster Presentations

4. Instructions for On-line Poster Presentations

5. Guidelines for Uploading Videos

6. Guidelines for Uploading Files

7. Pre-recording your Poster Presentation

8. Poster Printing service upload instructions

1. General Information

EHPS 2025 will be a hybrid event, combining an in-person event with an enhanced online experience, providing interaction opportunities in most presentation formats, except for poster presentations.

We are hosting an in-person (on-site) meeting in Groningen and offer the option of on-line oral presentations or digitally uploaded posters with optional short, pre-recorded poster-presentations.

Every session on the program will take place in a dedicated physical room at the congress venue and will be live streamed (except the poster sessions) into a dedicated Zoom room. This way, each oral session can be attended physically and watched remotely. Posters will be digitally uploaded.

On-line presentations will be included in the regular program. Presenters are expected to present live during the session and to be available for questions.
Each room at the conference venue will be supported and attended through:
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(1) The session chair (this person will introduce the sessions and speakers, ensure the speakers keep to time within a session, and manage questions and answers/discussion),
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(2) A room manager (a person appointed by the Local Organizing Team to assist with practicalities within the room and assist if needed in managing online Q&A)

All poster presenters will be asked to upload a digital version of their poster to be available on-demand via the conference platform.

On-site poster presenters will present their poster on-site, and can optionally upload a short, pre-recorded presentation on-line on the conference platform.

On-line poster presenters will upload a short, pre-recorded presentation online, and can optionally have their poster printed by the organizers for a fee. These posters will be put up during the allocated on-site poster session by the conference organizers. Online posters for which no order for printing has been received and paid will have a QR code posted in their place in the poster session room. this QR code will connect to the poster’s place on the conference platform

Conference session chairs, facilitators and discussants are required to be at the conference in-person (they cannot participate online).
The Conference Platform (where all submissions will be accessible) will be available to all registered participants, both on-site and on-line participants.
A General Email with all the details needed to participate in the conference will be sent to all registered participants the week before the start of the conference.
The remaining time in each oral session can be used for discussion, which should be facilitated by the session chair.

2. Instructions for Oral Presentations/Presentations as part of a Symposium

Before the Conference – on-site and on-line presentations

You have twelve minutes for your presentation slot if you were assigned a full length oral presentation, and seven minutes if you were assigned a short oral presentation. In addition, there will be 2 minutes for the Q&A and one minute to change to the next presenter. It will be much easier for you to keep within your allocated time if you practice your presentation before the conference.

All rooms at the venue will be equipped with a laptop, which will be used for broadcasting each on-site presentation. If you are presenting on-site, bring your presentation on a USB stick in PDF or PPT format and save a copy of your presentation in your email so that it is stored online. Please upload your presentation before the start of the session to allow for a smooth transition between presenters.

Presentation Format: PowerPoint Presentation / Keynote / PDF format should be set to either 4:3 or 16:9 ratio (preferably 16:9). (for the optional conference template click here)

Make a note of the (physical or virtual) room and the time of the session in which you’re presenting.

At the Conference – on-site presentations

Familiarize yourself with the room where you’ll be presenting.

Please arrive at the room where you are presenting a minimum of 10-15 minutes before the start of your session

For regular oral presentations, each 90-minute session typically contains six presentations

Presentations within a session will run in the order they are listed in the programme. If any speaker is absent the Chair will await the correct time for the next scheduled speaker.

For symposia, each 90-minute symposium typically contains five presentations (plus a discussant). Some symposia contain four presentations, an activity, and a discussion.
For short oral presentations, each 60-minute session will typically consist of six presentations. The ECR spotlight sessions, each 60-minute session typically contains five presentations and a discussion by a senior researcher.

A member of the organizing team will be in each room to assist with technical issues and to help you upload your presentation onto the laptop in use in that room, prior to the start of the session. Presentations from your personal laptops will not be possible.

Please save your presentation as “Name of Presenter_Date_Time_First four words of Title”. For example: Smith_24August_0900_RandomisedControlledTrialOf.pptx (or .ppt).

Introduce yourself to the chair of your session and confirm your name details and the title of your talk.

The physical rooms will be fully equipped with a computer, a camera, and speakers.

Since EHPS 2025 presentations will be conducted in a hybrid format, we kindly ask you to be aware of the online participants and adjust your position and volume for their benefit as well.
Please do not exceed your allocated talk time of twelve minutes (or seven minutes). We know how difficult it is to keep to time when you are talking passionately about your research, your session chair will notify you with your remaining time at various intervals. We have instructed the session chairs to adhere to the timetable strictly.
Q&A will be coordinated by the session chair. Chairs are asked to pay attention to the online participants and any questions they may put in the chat or indicate by raising their hand.

At the end of the session, please take any presentation materials away with you. Anything left at the end of the conference will be sent for recycling.

At the Conference – on-line presentations

All on-line presenters are required to attend their session online via Zoom. The conference platform will have buttons linking to each Zoom room so there will be no need for the organizers to communicate to you the URLs or codes of each Zoom room.
Your will be asked to share your screen and give your presentation. Afterwards, you can interact with the audience and answer questions.

3. Instructions for On-site Poster Presentations

Note: Recommended size is A0. Posters must be prepared as portrait, not landscape (see below for details).

Before the Conference

All onsite poster presenters are required to upload to the conference platform at www.easyacademia.org/ehps2025 by the 15th of August 2025 the following:

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A pdf file of their poster, A0 size. (Compulsory)
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A video presentation of their work, with file size no bigger than 100mb. (Optional)
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When uploading, please ensure that the role selected next to your name (top right corner) is set to Author and not Attendee.

If you have ordered and paid for the printing of your poster you must upload the pdf file by the 10th of August.
Make a note of the room and the time of your poster session.
If you have not paid for the poster printing service through our registration system you will need to print your poster and bring it with you as the conference venue has limited printing facilities.
All poster sessions are interactive, so you need to prepare a brief and informal presentation. You will be expected to present your research in 3-4 minutes and answer questions on the content of your poster for a further 3-4 minutes. All poster sessions will be chaired, so the session chair will guide the group of attendees from poster to poster and moderate the Q&A.
We recommend that you prepare a handout with your details and your poster presentation (if possible, in an expanded form) to bring with you and give to interested delegates. Please print these and bring them to the conference since our venue will have limited printing capabilities.

Format of Your Poster

We recommend a size of 1188 mm high and 841 mm wide (DIN A0 size, portrait).
The font size of the title should be at least 80 points, bold face.
The font size of the section headers should be at least 32 points, bold face.
The font size of the body of the poster (abstract, introduction, objectives, methods, results, and conclusions) should be between 18 and 26 points.
At the top left of your poster you should have the Submission Number

Content of Your Poster

Focus your poster and your brief presentation on the following elements of your study: (1) Background – why?; (2) Methods – how?; (3) Results – what?; and (4) Conclusions – so what?
We recommend that you prepare the text of your poster as short sentences and paragraphs or even as bullet points and break up the text as much as possible with visual aids such as graphs, diagrams, tables, charts, or figures as appropriate. This should make your poster more attractive and easier to read.
Make sure that your title, author(s) and affiliated institution(s) are clearly visible at the top of your poster. It is common practice to include your institution logo on the left corner of your poster.
Your poster will receive a number in the scientific program, but you don’t need to print this number on your poster. You will need to be aware of this number, though, since your poster board in the room will have the same number.

At the Conference

Please put up your poster at the start of the day (morning) of your allocated presentation and session, as they are staying the whole day. There will be dedicated spaces for each poster session. A list of all posters, and respectively their allocated poster numbers, will be available at the entrance with position numbers allocated to each poster. Presenters should mount their posters at the numbered position allocated to them on this list. Delegates will receive their allocated poster number via email shortly before the start of the conference.

Your poster session will be an informal session with a designated chair, in which you are asked to give a short presentation (3-4 minutes) to interested delegates and respond to questions.

Please stay with your poster at the beginning of your poster session for at least 30 minutes to answer any questions from delegates.

Take your poster down at the end of the day. We will remove and recycle any posters left after the end of the poster session.
After you upload your material on the conference platform your work will be available for viewing and commenting through the “Join the Discussion” function for 3 months after the conference.

4. Instructions for On-line Poster Presentations

Before the Conference

All on-line poster presenters are required to upload to the conference platform at www.easyacademia.org/ehps2025 by the 15th of August 2025:

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A pdf file of their poster, A0 size. (Compulsory)

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A video presentation of their work, 3 min long with file size no bigger than 100mb. (Optional)
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When uploading, please ensure that the role selected next to your name (top right corner) is set to Author and not Attendee.

If you have ordered and paid for the printing of your poster you must upload the pdf file by the 10th of August.
The above material will be accessible to participants just before, during the conference and for 3 months after the last day of the conference.

Format of Your Poster

We recommend a size of 1188 mm high and 841 mm wide (DIN A0 size, portrait).

The font size of the title should be at least 80 points, bold face.
The font size of the section headers should be at least 32 points, bold face.
The font size of the body of the poster (abstract, introduction, objectives, methods, results, and conclusions) should be between 18 and 26 points.

Content of Your Poster

Focus your poster and your brief presentation on the following elements of your study: (1) Background – why? (2) Methods – how?; (3) Results – what?; and (4) Conclusions – so what?
We recommend that you prepare the text of your poster as short sentences and paragraphs or even as bullet points and break up the text as much as possible with visual aids such as graphs, diagrams, tables, charts, or figures as appropriate. This should make your poster more attractive and easier to read.

Make sure that your title, author(s) and affiliated institution(s) are clearly visible at the top of your poster. It is common practice to include your institution logo on the left corner of your poster.

At the Conference

The local organizers can print your poster, for a fee of 30 euro and put it up in the poster session. This service is available for booking through the conference registration system.
If you do not order the printing of your poster, we will put a QR code at the designated spot for your poster leading to its place in the conference platform.
Interaction between participants and presenters of on-line posters will happen through the “Join the Discussion” function available for each poster in the conference online platform. All participants will be able to comment or leave messages to the presenter through this field and each presenter will be able to respond to these comments if they choose to do so.
For the benefit of all poster session attendees, QR codes for each poster will be made available in all on-site poster sessions. This way, all on-site participants will be able to access the on-line posters as well via the conference platform.
Please see the instructions at the end of this page on how to record your video and how to submit your file(s).

5. Guidelines for Uploading Videos

To submit your file please Log in to our system www.easyacademia.org/ehps2025 and select the submission for which you want to submit your document.

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When uploading, please ensure that the role selected next to your name (top right corner) is set to Author and not Attendee.

Click on “upload presentation”. In the next screen, please upload the video following the parameters below:
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Videos should be in mp4 format in 1280 x 720p resolution or less.

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File size upload limit: 100MB

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Maximum duration: Oral presentations: 10 minutes; Poster presentations: 3 minutes

Note: Videos not following the provided parameters in the guidelines will not be accepted.

6. Guidelines for Uploading Files

To submit your file please Log in to our system www.easyacademia.org/ehps2025 and select the submission for which you want to submit your document.

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When uploading, please ensure that the role selected next to your name (top right corner) is set to Author and not Attendee.

Click on “upload presentation”. On the next screen, please upload your file in pdf format. Posters should be a single page/slide in A0 (portrait) size.

Please remember that each submission is accessible by the person who originally submitted it.

7. Pre-recording your Poster Presentation

Instructions on how to record your talk (including voice over):

Zoom:

Please click here for further instructions and information on recording your presentation through Zoom.

PowerPoint:

First record your voiceover following these or these instructions

Then export your video including narrations following this guide

On export select HD (720p) as video quality

Deadline for video/poster uploading 15th of August 2025
If you have ordered and paid for the printing of your poster you must upload the pdf file by the 15th of August.

8. Poster Printing service upload instructions

Your poster needs to be uploaded in Adobe Acrobat format (.pdf) on the submission platform, at www.easyacademia.org, by the 10th of August.

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When uploading, please ensure that the role selected next to your name (top right corner) is set to Author and not Attendee.

On the 10th of August, all posters for which the printing service was selected, will be retrieved from the submission system, and inspected for the following:
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They need to be of the correct orientation (A0 portrait)
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The file which was uploaded can be used for printing.
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A file for printing has in fact been uploaded on the system.
On the 10th of August, any participant whose poster upload has an issue will be notified and asked to amend their poster upload.
On the 15th of August, all poster uploads for which the printing service has been selected will be retrieved from the submission platform and sent out for printing.
No changes will be possible after the 15th of August.
If you have selected the printing service but have not paid it yet you need to do so by the 15th of August.
We will not accept booking of the printing service after the 15th even if this has been paid.
You can collect your poster printing from the Registration Desk at the conference venue. You need to ask for your poster printing by giving the submission number.
For online attendees, the poster will be mounted on the allocated position on the day of the presentation by the EasyConferences Staff.
You can make changes to your uploaded poster between the 10th and the 15th of August, even if your poster upload has no issues on the 10th. However, the retrieved files on the 15th which will be sent for printing WILL NOT be checked again for issues on that day.