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Speakers' and Poster Instructions

Speakers' Instructions:

  • Oral presentations are 15 minutes including discussion

  • Post-deadline presentations are 10 minutes including discussion
  • Invited presentations are 30 minutes including discussion
  • Tutorial presentations are 60 minutes including discussion
  • Keynote presentations are 45 minutes including discussion
  • Plenary presentations are 60 minutes including discussion.


Speakers are asked to check-in with the session chair in the room of their relevant session ten minutes before the beginning of the session.

Main functions of the session chair presiding the sessions:
- Introducing the speakers;
- Making sure the speakers stay within the appropriate time limits;
- Helping generate discussion;
- Reporting any AV, light, room problems, to the technical staff.

During the World of Photonics Congress a network-based presentation system will be used along with a congress specific interface to ensure a high quality of all presentations.

All speakers can upload their presentations to a protected server of Neumann & Müller prior to the conference.
Upload-Link and login details were sent via email on Tuesday 13 June 2017 to all speakers.

Those who did not make this upload are kindly requested to upload their presentation on-site in the Speakers’ Check-In (1st floor, next to the staircase – opposite the WIFI Lounge).

In any case all speakers need to check their presentations at the Speakers’ Check-In when they arrive to the ICM!

Please be assured that the presentations are securely protected against any external access. This applies for both the online upload as well as the upload on-site. After the conference all submitted files will be deleted from all storage media.

Upload on-site at the Speakers’ Check-In:
On site at the ICM, speakers can upload their presentations at the Speakers’ Check-In! The Speakers’ Check-In is located in the foyer on the 1st floor of the ICM.

The Speakers’ Check-In will be open during the following hours, with technicians available to assist the attendees:
Sunday, 25 June 2017:         7:30 a.m. – 7:30 p.m.
Monday, 26 June 2017:        7:30 a.m. – 6:30 p.m.
Tuesday, 27 June 2017:        7:30 a.m. – 6:30 p.m.
Wednesday, 28 June 2017:   7:30 a.m. – 6:00 p.m.
Thursday, 29 June 2017:       7:30 a.m. – 6:00 p.m.

In any case, each presentation must be reviewed and each speaker needs to check her/his presentation in the Speakers’ Check-In, when she/he arrives at the ICM, to be sure that the presentation works correct!

It is possible to check or edit the presentation up to one hour prior to the session time slot.

Note: Even though there are several uploading stations available at the Speakers’ Check-In, there might be waiting periods at peak times.

Guidelines for presentation formats:
We recommend PowerPoint presentations for all speakers with a slide ratio 16:9. It is also possible to use PDF, Word and Excel files for your presentation. We prefer h264 Video in mp4 file container. It is also possible to use (.wmv), (.avi) or (.mov).
If you are using PowerPoint 2007 or older please do not forget to submit any videos as separate files as PowerPoint will not have embedded them into the presentation.

There is no Internet available on the presentation computers.

In the rooms, the computers are installed with Microsoft Windows 8 with PowerPoint 2013. In case you have to use another presentation software, please contact us at

Presentation Technology:
Each conference room is equipped with a laptop, a beamer, a screen and a presenter. Own hardware cannot be connected in the rooms. The upload of a presentation at the laptop in the conference room is not possible. For this reason all presentations must be uploaded in advance to the presentation management system of Neumann & Müller.

Provided Audiovisual Equipment
The standard AV meeting package available in each session room includes: HD video projector, screen with ratio 16:9, laser pointer and lectern microphone. Internet access is not available during the presentation.

Poster Instructions:

Posters are a major attraction and provide an intimate interaction between the presenter and the viewer. To allow participants to see as many posters as possible, all CLEO®/Europe-EQEC 2017 posters will be displayed in the Hall B0 (ground floor) next to the ICM centre. The conference will feature 5 poster sessions taking place from Sunday to Thursday after lunch time.

Poster time schedules:

•    Sunday: 13:00 - 14:00 (CC, CG, CI, CM, EE, EG and JSII topics)
•    Monday: 13:30 - 14:30 (CE, CJ, CK, EJ, JSI and JSIV topics)
•    Tuesday: 13:00 - 14:00 (CA, CD, CL, EC, JSIII and JSV topics)
•    Wednesday: 13:00 - 14:00 (CB, CF, EB, and EH topics)
•    Thursday: 13:00 - 14:00 (CH, EA, ED, EF, and EI topics)

Authors are requested to display their poster on their allocated board in the morning of the day of their presentation. The poster presentations can remain on the boards until 5:00pm.

In order to present their work and answer questions, authors are requested to be present in the vicinity of their poster on the day of their presentation time. There will be no oral presentations during this time.

Each author is provided with one board on which to display a summary of the paper.
The size of the poster should not exceed 100-105 cm wide x 150 cm high.
Fixing material (adhesive tape) will be provided.

The boards will be grouped by topics and marked with the poster reference numbers.

The schedule of the poster sessions is presented in the advance programme.

All poster presenters need to be physically present during their assigned poster session on the assigned day and place.

No Show:
During the poster sessions, the posters will be physically checked. In case of no presentation on the assigned day and place, the poster presentation will be discarded from the publications.

Each author is provided with one board on which to display her/his poster. So that the poster can be easily read, the size of the poster should not exceed 100-105 cm wide x 150 cm high. Tape to fix the posters will be provided (pins cannot be applied).

Rosconi poster boards

Rosconi wall: 108 cm width x 188 cm high 
Note: The maximum size of the poster should not exceed 100-105 cm wide x 150 cm high.


Sponsored and organised by

European Physical Society
European Physical Society

IEEE Photonics

Optical Society of America

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