Programme
Instructions for presenters
What to prepare, what to bring, and how long you have. Read the section for your format — and the section that applies to everyone.
To be confirmedSpeaker desk location, upload deadlines and poster mounting windows are confirmed in your acceptance letter once the venue and programme are finalised.
All presenters
- You must be registered for the congress before your session can be confirmed in the programme.
- Collect your badge at the registration desk on arrival. Access to session rooms requires a badge.
- Report to your session room at least 15 minutes before the session begins to meet your chair.
- Session chairs will keep strictly to time out of fairness to other presenters.
- Present in English. Speak slowly and clearly — a large part of the audience will be listening in a second or third language.
Oral presentations
- You have 15 minutes to present and 5 minutes for questions. Chairs will signal at 12 and 15 minutes.
- Slides should be 16:9. Upload your file to the speaker desk at least four hours before your session, or the day before for morning sessions.
- Bring your presentation on a USB drive as a backup, and email yourself a copy.
- Embedded video must be included in the file itself, not linked. Test it at the speaker desk.
- Use a minimum 24 pt body size, high contrast, and no more than about 30 words per slide.
Workshops
- Workshops run for 90 minutes. Plan for participation for at least half of that.
- Tell the secretariat in advance about room layout, equipment or floor space you need. Requests after the deadline may not be possible.
- Bring any specialist equipment yourself. The venue can supply tables, chairs, flipcharts and a projector.
- If your workshop involves physical activity, say so in your session description so delegates can dress appropriately.
Elevator pitches
- Three minutes. One slide. No exceptions — the timer is visible and the microphone is cut at three minutes.
- Submit your single slide by the deadline given in your acceptance letter. Late slides cannot be loaded.
- Lead with the idea, not the background. Say what you did, what changed, and what you want from the room.
Posters
- Format is A0 portrait — 841 mm wide by 1189 mm high. Landscape posters cannot be mounted.
- Print before you travel. Printing in Gaborone is possible but cannot be guaranteed at short notice.
- Mount your poster during the window given in your acceptance letter and remove it before the close of congress.
- Stand with your poster during the dedicated poster session. Consider a QR code linking to a fuller version.
Accessibility
- Describe images and charts aloud rather than assuming they are visible to everyone in the room.
- Avoid colour as the only way of distinguishing information on a slide or poster.
- Face the audience and use the microphone even if you think you do not need it — it feeds the room's hearing loop.