Speaker Guidelines

Who are these guidelines for?

Speakers
Keynote Speakers/Plenary Speakers
Presenting authors of abstracts selected for oral presentation.

As a speaker or Oral Presenter, you will need to make sure you give consent upon abstract submission and Registration, it is clear that you have given access for us to use a recording of your presentation through ZOOM and to take screenshots of your presentation. If you have any obligations with that, you can request us to not to record.

SPEAKER GUIDELINES

Submit short biography and photograph (headshot) for the interactive program and virtual platform

Submitting a headshot photo (300×300 Pixel Size) and short biography (in 100 words) while uploading the abstract is mandatory, however, it will allow the Congress attendees to get acquainted with your professional background before attending your session. The upload of this information is completed online or through email.

Presentation Guidelines

The first slide of your presentation must be your name and presentation title.
The second slide should be the disclosure slide. You can simply list the conflicts on the second slide or write “Nothing to Disclose”. Note: You need to address the disclosure at the beginning of your presentation for at least 30 seconds to allow enough time for the audience to review and digest the information.
We recommend that you label all slides that include unpublished data with a title: “UNPUBLISHED DATA – DO NOT COPY OR DISTRIBUTE”.
If you include video clips with PowerPoint; the videos must be embedded as an MP4.
Your presentation’s slides should all be labeled with the G-ARC 2026 logo.

During your Presentation

The session will be staffed with Moderator who will assist in starting each presentation. Moderator will take care of the time management and discussion part for your presentation in the end.

Please stick carefully to your allotted time. Moderator have the strict instructions to interrupt if you exceed the allocated time slot.

Please leave enough time for question and a discussion at the end of your talk.
Make yourself visible throughout the talk by switching your webcam.
We encourage more audience interaction where this is appropriate.

Please note:

Check the programme agenda or the email share with you for the exact amount of time allotted to your presentation.

Pre- Recording Guidelines

Guidelines for Pre-Recorded Presentations

You can pre-record your 20-minute presentation using Zoom, Microsoft PowerPoint, Microsoft Teams, or any other software of your choice that best suits your availability and preference. Feel free to select a platform that you are comfortable with to ensure a smooth and high-quality recording of your presentation.

Here are the guidelines for pre-recording your presentation using Zoom.

Pre-Recorded Presentations Through zoom

VIRTUAL Speakers
VIRTUAL Oral Presenters

This event will be presented in a virtual format to present remotely during their scheduled talk time. This format will be facilitated using the Zoom web conferencing platform. If you have never used Zoom, instructions on creating an account and basic features are included in the Introduction to Zoom .

Pre-recording Your Presentation in Zoom

Deadline to Remit: One Week Prior to Meeting

Note:

In order to record your presentation, you must first download and install the Zoom client: https://zoom.us/download.

We recommend Zoom, but you are free to use any other service or feature that makes it simple to record your meeting or presentation.

Open Zoom. In your profile, click “Settings”, then “Recordings”. Be sure that Local Recordings is on.

At the upper right corner, it will say “Host a Meeting”. Click on “Host a Meeting with Video”, and follow the instructions to download and run Zoom or wait for the meeting to generate.

Be sure your audio and video are both on and working. The video is required in order to ensure a high-quality experience for the audience.

The size of the webcam will be 224×126 pixels in the upper right corner. Once you start screen sharing, your video will move to the upper right-hand corner and may potentially cover text or images. Please adjust your presentation accordingly.

Become familiar with the Zoom tools available at the bottom of your screen. We encourage the use of the embedded laser pointer during the recording. For an example of a good recording, view the tutorial, which has been made open access, thanks to the instructor.

Press the “Record” button. Select “Share Screen” and begin your presentation. As a reminder, your presentation should not exceed 17 minutes for regular/contributed speakers and 25 minutes for keynote speakers (unless otherwise noted).

Once you have finished your presentation, you can select “Stop Record” and then end the meeting, or simply end the meeting, which will stop the recording. It will begin to convert your video to your local system into three files: .m4a, .m3u and .mp4 file.

Uploading Your Presentation to the Submission System

You will receive a link in an email from the meeting management. Follow the instructions upload your presentation. Be sure to record your presentation one week prior to the meeting. You are required to present either in a live presentation or submitting prerecorded content.

Presenting Remotely/LIVE

Use the instructions below to present remotely at the hybrid event/Webinar.

If you have selected to present remotely, your presentation will continue as scheduled.

Each talk will be comprised of a presentation and subsequent, dedicated Q&A.

Management staff and the presider will manage the order of the presentations and will initiate the playback of any presentations not given live.

At least a week prior to the scheduled dates, all presenters for that session will receive a ZOOM Log in link and Credentials message from the meeting secretariat. The Zoom link will be the same for all the presenters and it cannot be shared with the unregistered persons.

In preparation for the meeting, please download the test via the Zoom Test site (https://zoom.us/test). For the best experience, please use your webcam and test your audio. Note: For audio connection, you can use your computer audio.

If you are presenting live, you will “Share” your screen or document. Please ensure that your webcam is on so that attendees can view you during your presentation.

Question and Answer session will follow your presentation. The session presider will read questions submitted by participants in the chat box if any.

Please plan to join the meeting 15 minutes early in case there are any issues that need to be worked out.

Presenting Remotely/LIVE

For instructions on creating a Zoom account, Click here.

Test your Zoom connection ahead of time, especially your audio and video

Ensure your microphone, headphone or speakerphone is near you.

Mute your Zoom session or phone when not in use.

Avoid bright lights and windows behind you.

Good light in front of you (on your face) will provide for a better image.

Test any virtual backgrounds that you may be utilizing to ensure there are no video irregularities.

Zoom Options for Participants

As a presenter or attendee, when you first connect to a Zoom room to participate in a session, you will be presented with the option to download and use the Zoom client.
As an alternative, participants can opt to join via a web browser only. If choosing this option, you should use the latest versions of Google Chrome, Firefox, Microsoft Edge or Safari. Internet Explorer is not supported.
Presenters, please note that the web browser option is only if you are presenting your talk live. If you are using Zoom to record your content in advance, you must use the Zoom client or choose another recording method.

Helpful Zoom Links and Tutorials

The following links and documents may be useful as you prepare for your virtual presentation

Submitting Your Recording

File Preparation

Ensure the file is in MP4/WAV format with good audio quality.

Submission Options

WeTransfer: Upload at WeTransfer(https://wetransfer.com) and you can share us the link.
Dropbox: Upload at Dropbox (https://www.dropbox.com), generate a shareable link, and send.
You are welcome to use any platform of your choice, apart from the ones mentioned, that you find most convenient for sharing your presentation with us.

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