Oral Presentation Guidelines

All technical aspects of the presentations for the SOE 2025 Congress, 7-9 June 2025, Lisbon, Portugal will be managed by the Congress Venue Team.

We encourage all oral presenters (abstract and invited) to upload their presentation prior to the congress.

All oral presenters will be sent an email on 9 May containing a personal link and instructions on how to upload their PowerPoint presentation.  If, after the 10 May, you have not received an email, please contact us.

Speaker Support Centre Hours
The Speaker Support Centre (SSC) is located in Room 1.13 on the first floor.  The SSC will be open during the following hours with technicians available to assist you:

Friday, 6 June                       16.00-19.00
Saturday, 7 June                   07.00-18.15
Sunday, 8 June                     07.00-18.15
Monday, 9 June                    07.00-17.00

Once your presentation has been uploaded it will then be checked to ensure quality.

All oral presenters (abstract or invited) are asked to check in at the Speaker Support Centre (Room 1.13) at least 2 hours before the session start time to ensure that everything is okay with your presentation. If you have uploaded your presentation in advance, you must still go to the Speaker Support Centre (Room 1.13) as a final check for your presentation. 

Presentations should be saved in the following format: PresentersFullName_PresentationDate_PresentationTime.pptx.
The presentation date and time can be found in the online programme planner here.

If you have questions related to the uploading of your presentation(s), please contact our team at presenterupload@soevision.org.

Please note the following instructions:

General Guidelines

  • All oral presenters (abstract or invited) are required to be in Lisbon to give their presentation in person.
  • All oral presenters (abstract or invited) are encouraged to upload their presentation prior to the congress.  Your presentation must be received no later than 2 June thereafter the presenter should upload their presentation in the Speaker Support Centre.  Uploaded presentation will be checked to ensure quality at the venue.  Should there be any queries, the AV technicians will contact you directly.
  • On your first presentation slide, all oral presenters (abstract or invited) are required to disclose all financial interests within the 12 months preceding this Congress.  If you do not have a template, click here to download a disclosure template.
  • If you have nothing to disclose, you are still required to include a disclosure statement.  Please include on your first introduction slide, “I, (insert name) DO NOT have any financial interest/arrangement or affiliation with one or more organisations which could be perceived as a real or apparent conflict of interest in the context of the subject of this presentation.
  • Free Paper Oral Abstract presentations have been allocated 8 minutes in the programme (6 minutes for presentation followed by 2 minutes discussion).
  • Rapid Fire Oral Abstract presentations have been allocated 6 minutes in the programme (4 minutes for presentation followed by 2 minutes discussion).
  • Invited Faculty presenters, please refer to your invitation to find details on the length of their presentation time.
  • ISOT Oral presenters, please refer to your notification for presentation timings.

Presentation Format

  • All presentations will be presented using MS PowerPoint (.pptx) for PC. If your presentation has been created using software other than MS PowerPoint for PC (example; OpenOffice, PowerPoint for MAC or Keynote) please make sure your presentation is converted to MS PowerPoint for PC. We suggest you review your presentation on a PC running MS PowerPoint prior to uploading and attending the congress.
  • Please create your presentation in 16: 9 (widescreen) format. A template is provide below.
  • You may use your institutions logo where applicable in your presentation slides.
  • Please note that under no circumstances will personal laptops, tablet devices, such as iPads, be permitted in the session halls.
  • Presentations created using either Excel, Word or Prezi will not be accepted.
  • Presentations attached to e-mails will not be accepted.

Videos

  • All videos should be embedded in your Power Point presentation.  Please test any embedded videos with the AV team at the Speaker Support Centre in the congress venue. Please remember to brings these files with you on a USB device. 
  • All videos must be compressed in supported format*.
  • Supported formats and codecs for videos
    • MP4 video file .mp4, .m4v
    • Movie file .mpg or mpeg (MPEG1 or MPEG2)
    • Windows Media Video file .wmv
  • We recommend you use .mp4 files encoded with H.264 video (a.k.a. MPEG-4 AVC) and AAC or MP3 audio, for the best video playback experience.
  • For audio, we recommend using.m4a files encoded with AAC audio.
  • Videos in the .avi, .mov, .qt and DV formats are NOT supported, along with Adobe Flash Media (.swf).
  • Videos should start automatically when the slide (containing the video) appears.
    *Uncompressed videos will not be accepted due to their large file size, video should not exceed the recommended maximum size of 50MB each.

Abstract Presenters, please note that it was a condition of submission that all presenting authors must register for the congress.  Please ensure the presenter has completed their registration.

AT THE CONGRESS

  • Upon arrival at the Congress venue, please check in at the Registration Desk to collect your name badge.
  • All oral presenters (abstract or invited) who have uploaded their presentation by 2 June are asked to check in at the Speaker Support Centre (Room 1.13) at least 2 hours before the session start time to ensure that everything is okay with your presentation.  Presenters should bring a copy of their presentation as a back up on a flash drive/USB device.
  • Please bring all appropriate adapters along (MACS: Thunderbolt to VGA converters or mini display ports).

SESSION ROOM SETUP

  • Each session room is equipped with a projector and screen, you will be able to control your presentation from the podium.
  • Please arrive at your session 10 minutes prior to the published start time and identify yourself to the host or the session chair/moderator.
  • To keep to our tight schedule please keep to the timings in the programme, which includes time for questions/discussion. 
  • During your presentation you should select your vocabulary to address as wide an audience as possible and not use unfamiliar abbreviations or expressions.
  • Please note that the official language of the English and all presentations should be given in English.
Oral Presentation Template
Disclosure Template
PowerPoint Guidelines

USE of SOE 2025 Scientific Programme Content
Please be aware that the information and materials displayed and/or presented at all sessions of this meeting are the property of SOE 2025 and/or the presenter, and cannot be photographed, copied, photocopied, transformed to electronic format, reproduced or distributed without the written permission of SOE 2025 and/or the presenter.

SOE 2025 reserve one-time copyright for publication of material provided for inclusion in the proceedings for the conference, which includes audio recordings containing presentation materials such as PowerPoint slides. Presenters are encouraged to include copyright notices as appropriate on all the materials submitted and presented at SOE 2025.

Presenters should ensure that their contributions contain no matter that is defamatory or is otherwise unlawful or invades individual privacy or infringes on any proprietary right or statutory copyright. SOE 2025 and its agents and representatives take no responsibility should the material presented or provided for publication be determined to defame, libel or slander an individual or organisation, violate the confidentiality of any individual or organisation, or infringe on another’s copyright

SOE 2025 Congress Secretariat
Email: presenterupload@soevision.org