IGCS 2022 Digital Speaker Ready Room

IGCS 2022 Digital Speaker Ready Room

Welcome to the IGCS 2022 Annual Global Meeting speaker resources page. This page is designed to guide you through the moderator and speaker process including resources, instructions, and deadlines. Reference the section below specific to your speaker type/role within the meeting and follow the outlined steps. If you have any questions, contact igcs_abstracts@kenes.com.

WHAT TO PREPARE?

As an invited session moderator you will need to:

*If you will be unable to present onsite in NYC, please contact us urgently at vdanielsen@kenes.com.
**A link was emailed to you, if you didn’t receive it, please email asap:
igcs_abstracts@kenes.com.
***Please check the interactive program regularly for updates. You can find all sessions you are involved with via the search function HERE. Simply look up your surname and all sessions that you moderate or speak in will appear. 

As an invited speaker you will need to:

  • Register for the meeting (in person attendance*)
  • Complete a Conflict of Interest Disclosure Form**
  • Complete a Publication Consent Form**
  • Submit a biography and a photograph (headshot) for the meeting portal**
  • Prepare a PowerPoint presentation following the guidelines below***
  • Present your talk onsite at your designated session time as per your initial speaker invitation****

*If you will be unable to present onsite in NYC, please contact us urgently at vdanielsen@kenes.com.
**A link was emailed to you, if you didn’t receive it, please email asap:
igcs_abstracts@kenes.com
***Invited speakers participating in debates or panel discussions do not need to prepare PowerPoint presentations. Instead, please follow the guidelines as per your speaker invitation and contact us at
vdanielsen@kenes.com if you have any questions.
****Please note that while unlikely, session times may change. For the most updated details, please visit the interactive program
.

As an oral abstract presenter you will need to:

  • Register for the meeting (in person attendance*)
  • Complete a Conflict of Interest Disclosure Form**
  • Complete a Publication Consent Form**
  • Submit a biography and a photograph (headshot) for the meeting portal**
  • Prepare an 8-minute long talk (unless another duration is advised via email) and a PowerPoint presentation following the guidelines below
  • Present your talk onsite at your designated session time as per your initial abstract notification***

*If you or another of your co-authors will not be able to attend the Meeting in person, please contact us urgently at vdanielsen@kenes.com.
**A link will be emailed to you shortly. If you don’t receive it by mid-July, please email us at: igcs_abstracts@kenes.com

***Please note that while unlikely, session times may change. For the most updated details, please visit the interactive program
.

As a focused plenary presenter you will need to:

  • Register for the meeting (in person attendance*)
  • Complete a Conflict of Interest Disclosure Form**
  • Complete a Publication Consent Form**
  • Submit a biography and a photograph (headshot) for the meeting portal**
  • Prepare a 5-minute long talk and a PowerPoint presentation of up to 5 slides (excluding title and disclosure slide) following the guidelines below
  • Prepare an ePoster and an optional short voice recording (MP3) for the Online Poster Gallery following the guidelines below
  • Present your abstract onsite at your designated session time as per your initial abstract notification***

*If you or another of your co-authors will not be able to attend the Meeting in person, please contact us urgently at igcs_abstracts@kenes.com. Focused plenary presentations are scheduled to take place only live onsite and if you are unable to travel to NYC, your presentation type will be changed to ePoster presentation.
**A link will be emailed to you shortly. If you don’t receive it by mid-July, please email us at:
igcs_abstracts@kenes.com
***Please note that while unlikely, session times may change. For the most updated details, please visit the interactive program
.

As a featured printed poster presenter you will need to:

  • Register for the meeting (in person attendance*)
  • Prepare a printed poster and bring it onsite to mount on your designated poster board – see below for more details
  • A short talk (up to 5 minutes**) to be held during your designated slot in front of your paper poster during a Poster Rounds with the Professors session. There will be no slideshow presentation.
  • Prepare an ePoster an optional short voice recording (MP3) for the Online Poster Gallery following the guidelines below
  • Present your poster onsite at a designated time at one of the Poster Rounds sessions. The exact presentation date and time for each poster were sent to the presenting authors on August 11, 2022, and can also be found HERE. If you have not received the scheduling notification, please check your spam box first and contact us at igcs_abstracts@kenes.com.

*If you or another of your co-authors will not be able to attend the Meeting in person, please contact us urgently at igcs_abstracts@kenes.com. Featured paper poster presentations are scheduled to take place only live onsite and if you are unable to travel to NYC, your presentation type will be changed to ePoster.
**If your abstract is allocated to a Poster Rounds session with 4 posters, each presenter will have 4 minutes for their presentation and 3 minutes for Q&A and discussion. 

As an ePoster presenter you will need to:

  • Register for the meeting (in person or virtual attendance)
  • Prepare an ePoster an optional short voice recording (MP3) for the Online Poster Gallery following the guidelines below

*Please note – there are no designated presentation slots for ePoster presenters. Instead, IGCS 2022 attendees will be able to view your ePoster via the Virtual Platform, Mobile App and onsite E-Poster Stations and contact you directly via the platform’s messaging functionalities if they have questions.

As a featured surgical film presenter you will need to:

  • Register for the meeting (in person attendance*)
  • Complete a Conflict of Interest Disclosure Form**
  • Complete a Publication Consent Form**
  • Submit a biography and a photograph (headshot) for the meeting portal**
  • Prepare for your session following the guidelines that will be sent to you additionally via email. You are expected to do a live narration of your film during your session. After your presentation, the moderators will engage you in Q&A.
  • Present your film onsite at your designated session time as per your initial notification***

*If you or another of your co-authors will not be able to attend the Meeting in person, please contact us urgently at igcs_abstracts@kenes.com. Featured surgical film presentations are scheduled to take place only live onsite and if you are unable to travel to NYC, your presentation type will be changed to surgical film presentation in the online Surgical Film Cinema – an on-demand session with no designated presentation slot.
**A link was emailed to you. If you have not received it, please email us at: igcs_abstracts@kenes.com

***Please note that while unlikely, session times may change. For the most updated details, please visit the interactive program
.

As a surgical film presenter you will need to:

  • Register for the meeting (in person or virtual attendance)
  • Complete a Conflict of Interest Disclosure Form*
  • Complete a Publication Consent Form*
  • Submit a biography and a photograph (headshot) for the meeting portal*

*A link will be emailed to you shortly. If you don’t receive it by mid-July, please email us at: igcs_abstracts@kenes.com
**Please note – there are no designated presentation slots for films allocated to the Surgical Film Cinema. Instead, IGCS 2022 attendees will be able to view these films as on-demand videos via the Virtual Platform from the first day of the Meeting and contact you directly via the platform’s messaging functionalities if they have questions.

POWERPOINT PRESENTATIONS GUIDELINES

Prepare a PowerPoint presentation if you are:

  • Invited speakers who would like to support their talk with slides (not necessary to prepare slides for debates, panel discussions and similar)
  • Abstract presenter selected for oral presentation
  • Abstract presenter selected for focused plenary presentation (up to 5 slides excluding title and disclosure slide)

 PLEASE NOTE: In compliance with CME/CPD requirements all speakers and oral presenters are requested either to disclose any conflicts of interest or to include in their presentation a statement that they have none.

  • The first slide of your presentation must be your name and presentation title.
  • The second slide should be the disclosure slide. If you have nothing to disclose, please add “No Disclosures”. You can download a template HERE.
  • We recommend that you label all slides that include unpublished data with a title: “UNPUBLISHED DATA – DO NOT COPY OR DISTRIBUTE”.
  • Format: Your presentation should be prepared in .PPT or .PPTX format.
  • Ratio: Please note that the conference computers in the session Halls are supplied with Office 2019 (at least) and the native ratio of the projection on the screens in the Halls is 16:9. Click HERE for information on how to change the ratio to 16:9 in PowerPoint in order to avoid misplacement of text and pictures when presenting.
  • Further Guidelines: For further tips and guidelines for your presentation, click HERE.
  • You can bring your slides to the Speakers’ Ready Room on a USB stick. The Speakers’ Ready Room is located on the 4th floor of the Meeting Venue and will be clearly signposted onsite. Please find below the Speaker’s Ready Room opening hours.
  • You are asked to only use the onsite meeting computers in the session halls for presentation purposes. We will not be able to support lecture slides presented on personal computers.
  • Please note that your slides must be finalized and ready on the day of your session.
  • Please upload your presentation slides in the Speakers’ Ready Room as soon as you arrive at the venue in the morning and at least 1 hour before the start of the session.
  • If you combine video clips with PowerPoint, make sure to test it in the Speakers’ Ready Room during a coffee or lunch break prior to your session and at least 2 hours before the start of the session. In the Speakers’ Ready Room, check with the technician if the sound and picture from the video are transmitted well and repeat the test again in the break right before your session in the session hall to avoid technical issues.

Speaker’s Ready Room Opening Hours

  • Wednesday, September 28, 2022 – 9:30 am – 5:00 pm
  • Thursday, September 29, 2022 – 7:00 am – 6:00 pm
  • Friday, September 30, 2022 – 6:30 am – 6:30 pm
  • Saturday, October 1, 2022 – 7:30 am – 5:30 pm

To use MAC presentations on a PC compatible computer, please note that you need to prepare your presentation according to the instructions below, before taking it to the Speakers’ Ready Room:

  1. Convert it to PowerPoint or PDF.
  2. Use a common font, such as Arial or Calibri (Special characters might be changed to a default font on a PowerPoint-based PC).
  3. Insert the images as JPG. The following file types will NOT be visible on a PowerPoint based PC – TIF, PNG or PICT.

ONSITE FEATURED PRINTED POSTER GUIDELINES

Prepare a printed poster if you are:

  • Abstract presenter selected for featured prinred poster presentation
    • The Poster Rounds with the Professors sessions are scheduled to take place on September 29th, 30th and October 1st in 30-minute time slots between 11:00 am and 3:00 pm ET. The exact timing of the sessions can be found HERE.
    • Designated poster board numbers will be sent to all participants selected for Featured Printed Poster presentations closer to the Meeting.
    • Poster boards will be located in the Sponsor Conversation Area. More details will follow via email in due course and will be posted here as well.

Please prepare your poster to fit the dimensions below.

  • The dimensions of the poster board are LANDSCAPE.
  • It is recommended that posters are prepared on one sheet of material.
  • It is recommended that your poster be no larger than 48 in/120 cm wide x 36 in/90 cm high
  • Allocate the top of the poster for the title and authors as stated on the submitted abstract.
  • The text, illustrations, etc. should be bold enough to be read from a distance of six feet (two meters).
  • Double-sided tape and/or pins and technical equipment will be available for the mounting of posters. Staff will also be available to assist you onsite.
  • You can download a landscape poster sample from HERE. Before printing, please double-check the dimensions with your print service provider to avoid low print quality.
  • Please note that you are required to print and bring your own poster(s).

The printed posters should be mounted and removed following the below schedule:

  • Mounting: Wednesday, September 28th, 2022, 2:00 pm – 5:00 pm
  • Removal: Saturday, October 1st, 2022, 3:00 pm – 5:30 pm

Please note:

  • You are expected to prepare and bring your printed poster to the Meeting venue.
  • If you miss the official poster mounting hours, please mount your poster as soon as you arrive at the Meeting venue during the official IGCS 2022 opening hours.
  • If you have not removed your poster by 5:30 pm on Saturday, October 1st, 2022, the poster will be removed and discarded.
  • There will be a Poster Helpdesk on-site for any assistance.

ePOSTER GUIDELINES

Prepare an ePoster if you are:

  • Abstract presenter selected for focused plenary presentation
  • Abstract presenter selected for featured printed poster presentation
  • Abstract presenter selected for ePoster presentation

Poster presenters will be contacted via email from the IGCS 2022 Secretariat in the beginning of August with a dedicated link to upload their E-Posters. Updated deadlines will be published here as well.

Please note:

  • Only ePosters of registered participants will be displayed in the ePoster Gallery.
  • You have the option to upload an MP3 file together with your poster – see below for more details.
  • Deadline for uploading your E-Poster: August 31, 2022
  • By uploading your ePoster, you agree to have it published in the official Meeting publications and on the Meeting website, virtual platform, mobile app and society website for the duration of 3 months following the IGCS 2022 Meeting.

Please upload your E-Poster as a PDF file in LANDSCAPE orientation.

  • Language: All ePosters should be prepared in English
  • File Format: PDF format – 1 page
  • Orientation: Create your document in PowerPoint landscape layout 16×9 and save it as a PDF file
  • Font types: Arial or Calibri
  • Font size: 11 points or larger
  • Hyperlinks, animated images, animations and videos are not permitted and will be non-functioning
  • QR Codes may be included
  • Images and tables: At least 200 dpi – good picture quality is essential;
  • When inserting images, photos, tables, etc., use simple copy-paste and do not use embedded documents – the system does not support embedded files – audio or video
  • Avoid overlapping objects and layers – only the final view/status will be visible
  • When saving your PDF, do not use symbols or special characters (ie. +/@/ü) in the file name
  • do not use headers and footers
  • File size: Less than 5 MB

*Please click HERE to see a sample poster with arrangement tips.
**24hrs after uploading, you can log back in, click on “ePoster upload”, and check how the ePoster will appear on the online platform. If you wish to make changes, please use the “Edit Files” Button. We advise you to log in 24 hours after you have uploaded your ePoster and confirm if it shows as you have intended it to. If you establish any technical issues, please contact us at
igcs_abstracts@kenes.com

  • For instructions on how to record a short audio file for your E-Poster click here.
  • You are encouraged to include a short 3–5-minute audio recording to accompany your ePoster.
  • In case you encounter any difficulties with the format, please contact igcs_abstracts@kenes.com

Within the IGCS 2022 Virtual Platform, there is a messaging service to facilitate scientific exchange. Messages can be sent by participants directly to the presenter’s email (without seeing the presenter’s email address) by clicking the envelope icon. If you wish, you may include your email address in your message so the presenter can reply to you.

PROMOTIONAL TOOLKIT

To promote your participation at IGCS 2022, please refer to our Promotional Toolkit page where you can find banners, PowerPoint templates and more.