UCPSS 2025 – Instructions for poster presentations
POSTER DISPLAY
-Authors of a poster need to print it on paper and bring it to the conference.
-Posters will be presented using the poster boards provided by the conference.
The poster boards have a portrait oriented usable size:
width of 100 cm X height of 200 cm (appr. 39 inch X 87 inch) To allow good viewing we recommend you limit the height of your poster to 120 cm.
An ideal standardized postersheet format is: A0 format (84 cm X 119 cm).
(conversion: 1 inch = 2.54 cm)
-Add the poster number as Pxx (e.g. P06) preferably in front of the title. The assigned poster numbers are listed in the program: (see www.ucpss2025.org.)“
-The name(s) of the presenting author(s) should be underlined.
Posters are to be put on display in the room Lobby of the Quadrivium. (This is the location where coffee and lunch is served during the breaks).
-Posters should be mounted on Tuesday 09 September between 09:15 and 17:30, in any case before Wednesday before 09:00, at very latest.
-To fix the posters on the boards, only use material provided from the registration desk.
Poster numbers matching the allocated numbers in the programme will be clearly marked on the boards.
Authors are requested to be present at their poster during the Wednesday (10 Sept.) evening poster session from 16:30 until 18:30. Author presence during the lunch break: on Thursday 11 Sept. is also strongly encouraged.
-Posters need to be removed on Thursday 11 September between 15:30 and 17:30. Posters that are not removed by 17:30 will be taken down by the conference staff, who will not take any responsibility of the material on display.
SHORT ORAL POSTER ANNOUNCEMENT
-You are allocated 3 minutes to advertise your poster orally in a special poster announcement presentation session on Wednesday 10 September between 11:00 and 12:00 in the plenary auditorium “Rosalind Franklin”. There will be no Q&A during this session. The timing on these short announcements will be kept very strict. Q&A needs to be handled at the poster.
-A maximum of 3 slides can be used in this presentation:
format: pptx, width: height ratio: 16:9
° There is no template for this presentation
° The first slide should consist of the title of the poster, the authors, affiliation and poster number (as indicated in the program). The name of the person presenting this announcement should be underlined.
° For the other 2 slides it is recommended:
° The second slide: a brief descriuption of the goal and problem description.
° The third slide: the main results and conclusions from the work.
-Please use this file name format for the powerpoint file: P_posternumber_lastname.ppt(x) (with no use of decimal point): e.g. P_05_Petrossian_vs01.pptx
-Save your short presentation on a USB stick and bring this to the speaker desk, located at the Lobby, next to the registration desk”).
-You are requested to hand in your 3-slide presentation at the speaker desk at the latest by 13:00 on Tuesday 9 September.
-The AV-staff will make sure that your presentation is uploaded on the conference PC in the session room. Presentations from your personal laptop will not be allowed.
-Queuing: All poster presenters should take place on the first 3 rows in the room. (in the order of the poster announcement.).
-The presenting authors will receive a microphone.
-Meet with the session chairperson at the front of the auditorium during the coffee break preceeding the poster announcement session on Wednesday, 10 Sept.
° Identify yourself to the chairperson.
° Listen carefully to all instructions: e.g. on the AV-tools (microphone, remote control,…).
-The session room has an AV technician to assist you with your presentation if needed.
UCPSS 2025 – Instructions for oral presentations
Location of the plenary sessions:
All symposium oral presentations will take place in the auditorium Rosalind Franklin, located on the first floor of the venue: KULeuven Quadrivium, Celestijnenlaan 200QDV, Heverlee
A. Preparation of PowerPoint presentation prior to the symposium-sessions
Prepare your powerpont presentation based on the following speaking time (Q&A excluded):
| Contributed presentations | Invited presentations | |
| Target duration of presentation | 17 min. | 35 min. |
-Your presentation should be prepared in Microsoft PowerPoint
-The powerpoint presentations will run under Microsoft Windows on a PC.
-Shape and Style guide:
° Page set-up: format 16:9 in landscape orientation
° Use high-contrast lettering and a standard letter type such as Helvetica or Arial
° Use high-contrast colours: light text on dark background or vice versa
° Do not overload your slides with long sentences: use keywords rather than complete sentences
-The following name format for the powerpoint file should be used:
° Sessionnumber_Presentationnumber_Lastname_vsxx.ppt(x) (with no use of decimal points). Use double digit to inidicate the numbers: e.g. for the 3rd presentation of 5th session given by presenter Kevin De Bruyne: this would yield: 05_03_DeBruyne_vs01.pptx
° For poster announcements:
e.g. for the 3 min. poster announcement presentation of P04, given by presenter John Petrossian: this would yield: P_04_Petrossian_vs01.pptx
-Transfer of the presentation to the conference organization:
° Authors should bring (an updated version of) their presentation on a USB-stick to the venue and hand it in at the speakers desk, located in the Quadrivium Entrance Hall (next to the registration desk”).
° Questions or concerns should be addressed to: info@ucpss2025.org
B. Management on site
-You are requested to hand in your presentation at the speaker desk as soon as possible and in any case at least 4 hours prior to the start of your presentation.
-The UCPSS-staff will make sure that all presentations are uploaded on the conference PC in the plenary room. We recommend you bring your presentation along (on a USB-stick) to the plenary room in case a problem would occur.
-Please note that the organisers cannot be held liable for any loss of quality or images during data transfer (from USB stick).
-Presentations from your personal laptop is not planned.
C) Presence for plenary session and meet with your session chairperson
–20 minutes prior to the end of the break that preceeds your session. Meet with the chairperson at the front of the room. In those 20 min: Identify yourself to the chairperson, and familiarize yourself with the AV-tools: handsfree head-set microphone, laser pointer + remote control (“presentor”) for operating the powerpoint presentation.
-The speaker should be seated in the front of the room to allow for a smooth start-up.
-When a speaker comes to the front to start his/her presentation the next speaker will receive his/her handsfree-microphone from the AV-operator (it will be put on mute untill the talk starts)
-An AV-operator will be present in the plenary room, to assist you with your presentation should it be needed.
-When your presentation time is over, the chairperson will ask the audience for questions and comments.
-After your talk, leave the pointer-remote control at the speaker desk and turn in your handsfree microphone to the AV-operator
Timing:
To allow for questions, you should aim for your presentation to be at the target duration indicated below:
| Contributed presentations | Invited presentations | |
| Target duration of presentation | 17 min. | 35 min. |
| Overall time slot (incl. Q&A) | 20 min. | 40 min. |
The session chairperson(s) will strictly hold you to this time, presentations that tend to overrun will be stopped.