Faculty
CHAIRPERSON / MODERATOR GUIDELINES
Chairpersons play an essential role in keeping educational sessions flowing smoothly and on schedule
- Review the final program to reconfirm location, schedule and title of the session.
- Please ask the audience to change cell phones to silent or off position
- The chairpersons must reach the designated hall at least 10 minutes before the schedule time and report to the coordinator who will familiarize with various facilities including the time control system.
- The chairpersons must start the session on time and not depend upon audience attendance.
- One of the chairpersons would invite the speaker on the dais, don’t introduce the speaker as the introduction will be displayed simultaneously, announce the subject of his talk after brief opening remark. This will help to save the time for the speaker. After conclusion of the lecture the other chairperson should avoid summarizing the talk but conclude the session with a brief comment and vote of thank.
- The chairpersons must use their position, seniority, professionalism and authority to stop a speaker at the end of the allotted time, irrespective whether he/she is national or international guest speaker. The duration of the talk / symposium will be communicated to the chairpersons. They will also be guided by the time keepers.
- Any laxity on the part of chairpersons’ results in the speakers encroaching on the discussion time and the educational importance of the session is lost. All efforts must be made to conclude the session on time.
- During the Q/A session in symposia, if time permits, then all the concerned speakers should be invited to sit on the stage, to enable the delegates to address their questions directly to the speakers.
- Any absentee must be reported to hall coordinator or the scientific chairman
- An auto shut off system will automatically shut off the presentation after the allotted time.
NOTE:- Please do remember that you are the key to the success and the smooth conduct of the scientific program.
SPEAKER GUIDELINES
FACULTY REGISTRATION
- Staff will be available on-site if you need assistance.
- The registration area is open from 07:30 AM IST on 20th June 2025.
- South Zonal 2025 is an in-person conference. Speakers cannot present virtually.
PREVIEW ROOM AND SPEAKER ARRIVAL TIME
- Each session room will be equipped with a PC laptop, which is connected to the preview room and which will be used to project all presentation slides, e-Posters and videos.
- The use of personal laptops, USB flash drives or other external hard drives in the session rooms is not allowed. Presentations can only be uploaded in the preview room.
- All speakers are invited to the preview room to upload and test their presentation slides, videos and/or e-Posters preferably one day before their session
- Plan to arrive in your session room at least 30 minutes prior to the session start time.
Session rooms can be found on the Congress mobile app and venue signage. - The preview room will be provided for all presenters to use. Its location is right in the main area of the conference venue. In the preview room, you can review your presentation only on computer/laptop which would be available in preview room. No personal laptop will be used to preview presentation. Professional audiovisual consultants will be available for assistance. Computers in the preview room will be configured with hardware and software.
Hours of operation of preview room are as follows:
|
20th June 2025 |
07:00 am – 6:00 pm |
Sterling Resorts |
|
21st June 2025 |
07:00 am - 6:00 pm |
Sterling Resorts |
|
22nd June 2025 |
07:00 am – 12:00 pm |
Sterling Resorts |
- The speaker must deposit their presentation in the preview room at least 2 hours before the session.
- For the next morning’s presentation, you can deposit your presentation previous evening.
- You are also advised to check that that your presentation is working on the computer in preview room, for your satisfaction.
SPEAKER CONSENT AND CONFIDENTIALITY
- According to Indian law, speakers must sign a hard copy of the speaker consent form on-site. Please come to the on-site preview room at least 2 hours prior to your session start time to review and sign the speaker consent form.
- Each speaker can access and modify their own presentation, but will not have access to other speakers’ presentations outside of your own sessions on-site. All data will be deleted from on- site computers after the event.
A. TECHNICAL GUIDELINES
Technical guidelines for formatting and uploading the accepted papers and presentations.
- Total size of the presentation should not exceed 20 MB.
- Typeface should be clear – e.g.: Arial / Helvetica / Calibri/ Verdana.
- Colour suggestions:
- When using light backgrounds (white, yellow, light blue, light pastel shades), we suggest using dark fonts (black, navy blue, dark green). When using dark backgrounds (black, blue, purple), we suggest using light fonts (yellow, orange cyan).
- Avoid using red or green in any fonts or backgrounds as they are colours that are difficult to read.
- The correct font size depends greatly on the fonts and formatting used in the ppt slides; the thumb rule is, it should be visible well on the computer screen / Display Screen at a 5 feet distance.
- The preferred file format is MS-Power Point (*.ppt and *.pptx) with a screen ratio of 16:9 in slides. Your paper presentation should be prepared in Microsoft PowerPoint version 2013 or above. Preferred page set-up is landscape orientation (portrait orientation will not be displayed correctly). Use standard Windows fonts only. Try to avoid use of non-standard Windows fonts or language specific fonts.
- Your presentation must be saved as a single .pptx file with all supporting media (image & Videos) files embedded. In PPT use Optimize Compatibility to embed your supporting media files.
- Do not copy and paste the images from another application, please use the “insert image from a file” functionality from PowerPoint (format – JPG or PNG).
- Video Clips: Video (must be embedded into .pptx where ever possible): *.mp4, Audio (must be embedded into .pptx), *.mp3; otherwise, the presentation can be uploaded without video files, which can be added in the preview room during the conference and presenter should check the complete display including the videos.
- How to Embed Video in ppt presentation: Click on File, then Info; then select Optimize Media Compatibility. Let the process run. When it has completed, click on Close. Save your file. Note: If the Optimize Media Compatibility option does NOT display, your media is already optimized.
- PLEASE CARRY All original VIDEO FILES IN A PENDRIVE OR HARD DISK. FOR rechecking the PPT at the Preview Room.
- If any difficulty in uploading the presentation with videoclips, it can be uploaded at the conference in preview room. Presenter (oral paper) should check their presentations in the preview room on the previous day itself to ensure smooth running of the sessions.
- Following media formats will be accepted for uploading in preview room – USB Pen Memory Drive or Hard disk,
- Please don’t carry your presentation by email or Whats App, as it will reduce the quality.
- Presenters will not be allowed to use their own laptop. Please do not load PowerPoint slides or other files directly to the computer in the session room from a flash/pen drive, CD-ROM, or other personal device.
- The presentation guidelines and information regarding projection facilities are as above and will be included with the notification of acceptance of abstract.
B. PROTECTED HEALTH INFORMATION AND CONSENT POLICY
In all instances patient confidentiality must be protected and appropriate consent should be obtained. No patient names, hospital ID numbers or any other information that allows the patient to be identified should appear in images or illustrations or any other format.
You are advised to strictly follow time limit, failing which the audio-visual will be switched off.
- Frist slide of your presentation will be your CV with Photo
- While preparing the lecture, the speaker should address precisely the subject allotted to him and avoid side-tracking.
- Each speaker has been informed about the duration of his talk. The chairpersons and timekeepers have been given clear instructions not to allow any speaker to exceed the allotted time. The duration will be monitored by a timer located at a suitable place on the dais which the speaker can clearly see. Moreover, we’ll be having blank white screen when the presentation is over. Your cooperation is extremely important.
