IGCS 2023 Digital Speaker Ready Room

IGCS 2023 Digital Speaker Ready Room

Presentation and Moderation Guidelines

Welcome to the IGCS 2023 resources page for speakers, presenters and moderators designed to guide you in your preparation for the IGCS 2023 Meeting. Reference the section below specific to your presenter type/role within the meeting and follow the outlined steps. If you have any questions, please contact igcs_abstracts@kenes.com.

TEMPLATES

PowerPoint Slides
ePoster
Checklist

*Click the buttons to download.
**View the checklist for an overview of the abstract presentation requirements.

DEADLINES

  • Registration deadline for regular abstract and surgical film presenters: Thursday, July 13, 2023
  • Registration deadline for late-breaking and trials-in-progress abstract presenters: Thursday, September 28, 2023
  • PowerPoint slide collection for oral and short oral abstract presenters (plenary and focused plenary sessions): Tuesday, October 10, 2023
  • ePoster upload for focused plenary, featured printed poster and ePoster presenters: Tuesday, October 10, 2023
  • Surgical film collection (if approached by the Meeting Organizers): Sunday, October 15, 2023

WHAT TO PREPARE?

Session moderation guidelines will be published here in due course and sent to all chairs/moderators via email.

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 (not applicable to panel moderators & panel discussants)
    • Upload your final PowerPoint slide deck to the Speaker Ready Room (SRR) onsite***
  • Present your talk onsite at your designated session time. To check your schedule, please visit the interactive program and type your name in the name search.****

*If you will be unable to present onsite in Seoul, please contact us urgently at vdanielsen@kenes.com.
**A link was emailed to you, if you did not receive it, please email asap:
igcs_abstracts@kenes.com.
***Please note that if you are using slides, then uploading your slide deck to the SRR onsite at least one hour before the beginning of your session is mandatory even if you have previously sent it via email.
****Please note that while unlikely, session times may change. For the most updated details, please always check the interactive program
 and closer to the meeting – the mobile application. 

As an oral abstract presenter in a plenary session 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 7-minute long talk (unless another duration is advised via email) and a PowerPoint presentation following the guidelines below
    • Send your PowerPoint presentation slide deck to vdanielsen@kenes.com by October 10, 2023 for review by the session moderators
    • Upload your final PowerPoint slide deck to the Speaker Ready Room (SRR) onsite***
  • Present your talk onsite at your designated session time. To check your schedule, please visit the interactive program and type your name in the name search.****

*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 do not receive it by mid-July, please email us at: igcs_abstracts@kenes.com

***Please note that uploading your slide deck to the SRR onsite at least one hour before the beginning of your session is mandatory even if you have previously sent it via email.
****Please note that while unlikely, session times may change. For the most updated details, please always check the interactive program and closer to the meeting – the mobile application. Please also note that if you are the presenting author of a poster in addition to your oral presentation, this will not be visible in the interactive program. Poster information is accessible only to registered attendees via the mobile application closer to the meeting. 

As a short oral presenter in a focused plenary session 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 ePoster and an optional short voice recording (MP3) for the Online Poster Gallery following the guidelines below
  • Prepare a 5-minute long talk and a PowerPoint presentation of up to 5 slides (excluding title and disclosure slide) following the guidelines below
    • Send your PowerPoint presentation slide deck to vdanielsen@kenes.com by October 10, 2023 for review by the session moderator
    • Upload your final PowerPoint slide deck to the Speaker Ready Room (SRR) onsite***
  • Present your talk onsite at your designated session time. To check your schedule, please visit the interactive program and type your name in the name search.****

*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 Seoul, your presentation type will be changed to ePoster.
**A link will be emailed to you shortly. If you do not receive it by mid-July, please email us at: igcs_abstracts@kenes.com.

***Please note that uploading your slide deck to the SRR onsite at least one hour before the beginning of your session is mandatory even if you have previously sent it via email.
****Please note that while unlikely, session times may change. For the most updated details, please always check the interactive program and closer to the meeting – the mobile application. Please also note that if you are the presenting author of a poster in addition to your short oral presentation, this will not be visible in the interactive program. Poster information is accessible only to registered attendees via the mobile application closer to the meeting. 

As an ePoster presenter you will need to:

  • Register for the meeting (in-person or on-demand category)
  • Prepare an ePoster and 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 2023 attendees will be able to view your ePoster via the Educational Platform, Mobile App and onsite ePoster Stations.

As an on-demand surgical film presenter you will need to:

  • Register for the meeting (in-person or on-demand category)
  • 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 do not 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 2023 attendees will be able to view on-demand surgical films onsite as well as online via the IGCS Educational Platform for up to 3 months after the meeting. 

POWERPOINT PRESENTATION GUIDELINES

Prepare a PowerPoint presentation if you are:

  • Invited speaker (not necessary for panel moderators, panel discussants and surgical film presenters)
  • Abstract presenter selected for oral presentation in a plenary session
  • Abstract presenter selected for short oral presentation in a focused plenary session (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”.
  • The copying and recording of the presented content is prohibited (see Code of Conduct). Presenters are encouraged to indicate in their presentations that the presented content shall not be shared or copied.
    To aid in this, a digital graphic image may be incorporated into the poster. Click HERE to download.
  • 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 (SRR) on a USB stick. The SRR is located on the 2nd floor of the meeting venue and will be clearly signposted onsite. Please refer to the next section for the SRR opening hours.
  • You are asked to only use the 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 SRR 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, please make sure to test it in the SRR during a coffee or lunch break prior to your session and at least 2 hours before the start of the session. In the SRR, a technician will assist you in checking whether the sound and picture from the video are transmitted well. Please make sure to repeat the test again during the break before your session in the session hall at the AV table to avoid technical issues.

*Please note that in accordance with the CME/CPD accreditation requirements, you may be requested to submit your presentation slides in advance of the meeting via email. Furthermore, oral and short oral abstract presenters are required to send their slides via email by October 10, 2023, for review by the session moderators. In such cases, you will be contacted directly by the Meeting Organizers with more information. Sending the slides via email is only for review purposes and you are still required to upload the slides in the Speakers’ Ready Room onsite at least 1 hour before your session.

SPEAKER READY ROOM HOURS

Sunday, November 5 – 8:00 AM – 6:30 PM
Monday, November 6 – 8:00 AM – 6:30 PM
Tuesday, November 7 – 8:00 AM – 4:30 PM

*Please upload your presentation slides in the SRR at least one hour before your session starts. 

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 or JPEG. The following file types will NOT be visible on a PowerPoint based PC – TIF, PNG or PICT.

ONSITE FEATURED PRINTED POSTER GUIDELINES

ePOSTER GUIDELINES

Prepare an ePoster if you are:

  • Abstract presenter selected for focused plenary (short oral) presentation
  • Abstract presenter selected for featured printed poster presentation
  • Abstract presenter selected for ePoster presentation

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.
  • Poster presenters will be contacted via email by the end of July with a dedicated link to upload their ePosters.
  • Deadline for uploading your ePoster: October 10, 2023
  • By uploading your ePoster and audio file, you agree to have it published in the official Meeting publications and on the meeting website, Educational Platform, mobile application and society website for the duration of 3 months following the IGCS 2023 Meeting. For more details, visit our Copyright Policy page.
  • The copying and recording of the presented content is prohibited (see Code of Conduct). Presenters are encouraged to indicate in their posters that the presented content shall not be shared or copied.
    To aid in this, a digital graphic image may be incorporated into the poster. Click HERE to download.

Please upload your ePoster as a 1-page PDF file in PORTRAIT orientation.

  • Language: All ePosters should be prepared in English
  • File Format: PDF format – 1 page
  • Orientation: Create your poster in a standard document software or a portrait-oriented PowerPoint and save it as a PDF file
  • Font types: Arial or Calibri (optionally, Verdana, Times New Roman or Helvetica)
  • Font size: 11 points or larger
  • Hyperlinks, animated images, animations and videos are not permitted and will be non-functioning
  • QR Codes are discouraged but if included, it is strictly forbidden to link to any promotional or marketing material
  • Images and tables: At least 200 dpi – good picture quality is essential
  • When inserting images, photos, tables, etc., please 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 please do not use symbols or special characters (ie. +/@/ü) in the file name
  • Please do not use headers and footers
  • File size: Less than 5 MB

For an ePoster template with arrangement tips, please click HERE.

ePoster Upload: 

  • Poster presenters will be contacted via email by the end of July with a dedicated link to upload their ePosters. Upload deadline: October 10, 2023.
  • 24 hours after uploading, you can log back in and check how the ePoster will appear on the online platform. If you wish to make changes, please use the “Edit Files” Button. If you establish any technical issues, please contact us at igcs_abstracts@kenes.com.

MP3 Upload (optional):

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

SURGICAL FILM GUIDELINES

Invited speakers who plan on presenting a surgical film instead of PowerPoint slides, should contact the IGCS 2023 Meeting Organizers asap at vdanielsen@kenes.com. This is only in the case when the speaker will not use slides but instead will narrate a surgical film live during their presentation slot.

Please note: 

  • Surgical films scheduled for presentation in the session halls need to be sent to the Meeting Organizers for quality testing in advance of the Meeting. The Meeting Organizers will advise the invited speakers on the means of collection of their films via email. Collection deadline: October 15, 2023.
  • If you plan on presenting only a short clip as part of your PowerPoint presentation as an embedded video, you do not need to submit it in advance via email. Instead, please make sure to test the slides in the Speakers’ Ready Room (SRR) during a coffee or lunch break prior to your session and at least 2 hours before the start of the session. In the SRR, a technician will assist you in checking whether the sound and picture from the video are transmitted well. Please make sure to repeat the test again during the break before your session in the session hall at the AV table to avoid technical issues.

Surgical films submitted via the abstract submission portal and accepted for presentation at the IGCS 2023 Meeting should be presented in the format in which they were submitted. Editing your film past the abstract and film submission deadline (May 8, 2023) is not permitted.

Featured Surgical Film Presenters:

  • Featured surgical film presenters are scheduled to present their films during the Featured Surgical Films session on Tuesday, November 7, 2023. Please refer to the program for session details.
  • During the session in the session hall, the Meeting Organizers will play the featured surgical films muted and the presenters are expected to narrate them live onsite in their presentation slots. After each film, the session chairs will engage the presenters in Q&A and discussion.
  • Featured surgical film presenters may be contacted by the Meeting Organizers regarding resubmission of their film in a higher resolution if necessary. The Meeting Organizers will advise the means of collection of the films via email. Collection deadline: October 15, 2023.

On-Demand Surgical Film Presenters:

  • There are no designated presentation slots for films allocated to the Surgical Film Cinema. Instead, IGCS 2023 attendees will be able to view on-demand surgical films onsite as well as online via the IGCS Educational Platform for up to 3 months after the meeting.
  • On-demand surgical film presenters may be contacted by the Meeting Organizers regarding resubmission of their film in a higher resolution if necessary. The Meeting Organizers will advise the means of collection of the films via email. Collection deadline: October 15, 2023.

PROMOTIONAL TOOLKIT

To promote your participation at IGCS 2023, please refer to our Promotional Toolkit page where you can find banners, Zoom backgrounds and more. We look forward to welcoming you to Seoul!