Presenter guidelines
Please note: Laser pointers classified as Class 2 lasers are illegal in Switzerland. We strongly advise against traveling with such devices, as possession may lead to significant fines and legal consequences.
- At least one author must register in full in order to attend the congress and present the abstract (in case of both Podium presentations and Posters).
- One author must not present more than one oral presentation and one poster presentation.
- Please check the time and lecture room of your presentation in the daily programme and in the conference app as there might have been some last-minute changes (the detailed program will be available soon!)
- All presentations must be prepared and delivered in English.
- All presenters are asked to respect the duration of presentations as follows:
– 12 min. (incl. discussion) for podium presentations,
– 20 min. (incl. discussion) for perspective talks,
– 45 min. (incl. discussion) for keynote lectures. - The chairs are requested to stop the presentation after the allotted time has passed.
Technical requirements: - Slide format:
– MS PowerPoint or Apple Keynote, landscape format (all congress center PC’s have Office 2019)
– 16:9 HD presentations (1080p)
– films embedded videos in power point for optimal compatibility (do not forget to embed your fonts and to bring your video files separately, as back-up solution)
– the use of personal laptops for presentation is not allowed - Please check the time and lecture room of your presentation in the ESB 2025 final program, which you will receive at the registration desk at the conference, or in the online program (will be available soon).
- Make sure to be present in the meeting room at least 10 minutes prior to the start of your session and let the chairperson know you are there. Please make sure to stay in your session from the beginning on to ensure smooth changes between the individual presentations.
- Student volunteers will be present in each room to assist with any issues.
- To ensure a smooth and well-organized congress, it is very important that all presenters upload their presentations in advance via ConfTool, no later than 3 July 2025.
- The upload option will become available in the system once the detailed programme has been finalized.
- If any last-minute changes occur, you may upload a revised version of your presentation in the meeting room or in the speaker preview room, at least 24 hours prior to the day of your presentation.
- How to upload: Login to your ConfTool profile. Click on Your Submissions. Next to your podium presentation, click on Final upload (Optional). Upload your file (ppt/x) and Save data.
Please, bring your printed paper poster to the venue. The measurements should be approximately A0 Portrait (841 x 1189 mm). The poster should be easily readable from a distance of 2 meters.
- Due to a high number of submissions, an exceptionally large poster area is planned this year with special time slots dedicated exclusively to Poster presentations viewing. Networking and accompanying events will take place in the Poster area to allow maximum space for discussions there.
- The poster sessions are scheduled as follows:
Poster session 1 Monday, 7th July, 12:45 – 13:30
Poster session 2 Tuesday, 8th July, 12:45 – 13:30 - The poster sessions will be held in the E North, E South, EO South foyers, and F gallery. Please consult the poster overview and venue map to locate your assigned poster number. Note: Posters are identified by the poster number, not the abstract ID. Poster lists will be displayed near each poster area and at the registration desk.
- Presenters are kindly asked to be present by their posters during their scheduled session time to briefly present their work and answer any questions from conference delegates.
Additionally, we recommend that presenters remain near their posters during other Poster Sessions, if available, as not all delegates will participate in the organized poster tours. Some delegates may visit the poster area independently and may have questions for the presenters.
Pins for mounting your poster will be provided. Mounting times are as follows:
For Poster Session 1: Sunday, 6 July, from 13:00 or early morning Monday, 7 July
For Poster Session 2: Monday, 7 July after 17:00 or early morning on Tuesday, 8 July
Video poster pitches
All registered poster presenters are invited to complement their poster presentation with a short pitch video (max. 2 minutes) in order to engage with a wider audience and provide a better overview of their research (the poster video pitch is not mandatory).
All poster video pitches will be available online on the ESB youtube chanel, and the link to the videos will be available in the conference app.
The presenters will receive the link to their video and will be able to generate QR codes and display it on your printed poster.
Deadline for submitting poster video pitches: 10 June 2025
How to submit a poster pitch video:
Log in to your ConfTool account, go to Your submissions and select the option Final upload. Upload your mp4 video (max. 200 MB).
The chair of a podium session holds a key position in making the programme run as smoothly as possible.
These guidelines are to help you before, during and after the session you are chairing.
- Please arrive in the room of your session at least 10 minutes before it starts.
- 1 student assistant will be present in the room making sure that all presentations of the session are uploaded.
- All presentations are uploaded via ConfTool prior to the conference and last minutes updated version can be uploaded onsite latest 24 hours prior to the session.
- A technician will make sure in advance that all devices and audio equipment operate as planned. The student assistants will assist you in case of technical issue.
- Please prepare some possible questions for the presenters in case no one from the audience will ask a question.
- Discussion: Take charge of the discussion period. Recognize questions from the audience and allow each person who would like to do so to participate in the discussion. Ask the participant to introduce herself/himself and to speak slowly into the microphone.
- Please remind the speakers of the time limit of their presentation (according to the final ESB 2025 programme).
- All plenary sessions will be held in the AudiMax. Due to the limited seating capacity, the sessions will also be livestreamed to meeting rooms F3, F5, and F7, located on the same floor (1st floor). We kindly ask you to encourage attendees to sit closely together to maximize the seating capacity in each room.
- Each podium presenter has been informed to prepare a presentation for maximum 12 minutes including Q&A. The perspective talks have been informed that their presentation should be planned for 20 minutes including Q&A.
- Please do not exceed the time assigned for the session. The programme is very tight, and it is important to avoid delays.
- You are kindly asked to switch between presentations by simply announcing the name of the next presenter and the title of the presentation. Due to the tight schedule, there will not be sufficient time for introducing individual lecturers in a more detailed manner.
- If a presentation cannot be given or if a presenter does not appear (no-show), please stick to the original programme and fill out the remaining time with questions or start a discussion.
Once more, thank you for contributing to the ESB 2025 Congress.
If you have any questions before, during or after the conference, please contact the ESB 2025 conference secretariat (at the registration desk).
