Spring Specialty Meeting 2019

2–3 May, Frankfurt, Germany

Guidelines for Speakers and Chairpersons

We are grateful for your participation in the programme of EUROSPINE's Spring Specialty Meeting 2019 in Frankfurt!

Timing of session
In order to keep the sessions running to schedule and allow questions from the audience it is very important to keep the presentations within the allotted time. We strongly recommend speakers to ensure that their presentation does not exceed the allotted time as we expect the chairperson to strictly adhere to the timetable. Stopping a speaker from completing a presentation is very embarrassing for everybody concerned and hopefully will not be necessary if everyone respects this requirement.

Conflict of interest
EUROSPINE is committed to avoiding potential conflicts of interest: any financial relationship between the speaker/chairperson and a company manufacturing or distributing a product must be disclosed and openly shared. Conflicts of interest need to be disclosed for each author during the upload of your presentation. Presentations that do not fulfil this prerequisite cannot be shown. During the presentation/discussion, open publicity or unfair and/or unsupported information for products/organisations/business should be avoided. Commercial logos or photographs should not be used (other than in the designated industry workshops).

Presentation material
Please note that only digital material will be accepted for oral presentations. Speakers may submit their presentation material online prior to the congress by e-mail to . The presentations will be transferred to the session rooms electronically. The material remains the property of the speakers. Please note that the use of own notebooks and presentation equipment is not permitted. Speakers are requested to bring/check their presentation with the presentation technician at the latest during the coffee break preceding their scheduled presentation, even if they have already sent their presentation by e-mail prior to the meeting.

Onsite presentation upload procedure
  • Please bring your presentation on a USB drive and hand it to the technician in the session room.
  • Presentations can be checked in presenter mode onsite

Technical specifications
  • Data carriers: Please use one of the following data carriers: USB stick, external hard disk. The presentation should not be saved solely on a notebook, hand held (PDA‘s), or similar.
  • PowerPoint versions that can be used are: 2003, 2007, 2010 and 2013. Save your Power-Point presentation as “.pptx”, “.ppt” or “.pps”. Do not use the “pack&go” function. Please make sure that all movie files are saved separately on the data carrier.
  • For embedded movies please use “mpeg1”, “mpeg2”, “wmv” or “avi”. For best replay ability please use only common and widespread video encodings (codecs), preferably in their newest version.
  • File size: The size of one presentation should not exceed 500 MB.
  • For images use “.jpeg”/”.jpg” or “.gif” formats. Please be aware that Office 2007 and newer does compress images by default, which may lead to reduced image quality. Disable image compression before saving/ inserting images, to prevent this.
  • Please use 16:9 as presentation format.
  • Flash-animations are not supported. Should they be essential to your presentation please contact the EUROSPINE Office.
  • All files should be in the same folder. Files not included in the presentation (movies...) should be named numerical in ascending order (e.g.: 1.mpg, 2.bmp, 3.wmv, 4.jpg...).
  • Do not use any passwords or encryption for your files.
  • Do not use Macros within your presentation.
  • We recommend using default fonts like Calibri, Arial, Verdana or Times New Roman only. If you have to use other fonts, please make sure that they are saved as ‘embedded fonts’ in the presentation (when saving the file proceed as follows: ‘save as’; ‘name of presentation’; under ‘tools’: ‘safe options’ and select ‘embed true type fonts’ and ‘embed all characters’).
  • Please use only regular characters (a-z, A-Z, 0-9, spaces, underscore and dots) for your filenames and do not use special characters (accents, umlauts, foreign symbols).
  • For mathematic symbols please use only characters that are listed under ‘Latin fonts’ (Unicode or DOS: Western Europe).
  • Please use only “WinZip” to pack your data (free download of the current versions at
  • If you are using PowerPoint for Mac or Keynote, please export your presentation as “.pptx” or “.ppt” for Windows.

1. Arrive in the room leaving sufficient time before the session. Introduce yourself to the moderator(s) and to the room assistant. Make the moderator familiar with the pronunciation of your name and institution.
2. Walk on the stage to become familiar with the system, microphone and pointing device.
3. The moderator may ask you in advance for a specific topic you would like to address to complement your presentation, in case there are no questions from the audience. Do not hesitate to prepare for it. The moderator may also propose a question of his/her own.
4. When the previous presentation is over, and before the moderator calls you, stand up and approach the stage sideways to be ready, but not to disturb the ongoing discussion. Approach the room assistant, who will help you set the microphone.
5. Strictly follow the instructions of the moderator(s), especially regarding the time allotted for your talk.
6. Speak directly into the microphone in a normal voice and do not touch the microphone.

Hints for preparation
1. Do not cover too much ground. Leave the fine details for publication and discuss only the major points of your work, supported by the conclusions drawn from your data. Remember you are trying to communicate with the audience in a limited time. A rushed presentation is of no use to the audience or to your reputation.
2. Write out your presentation and practice it with a critic. This may help you to organise your material.
3. Practice and edit your presentation until you can deliver it clearly and understandably within the time allotted to you. If you exceed the allotted time, the session moderator may have to terminate your presentation.
4. Simplify – simplify – simplify: Keep data on slides simple. If there is an abundance of data, divide it into several slides. Simplify material on the slide to illustrate a single point or idea. The content of a slide should be comprehensible in 20 seconds.
5. Limit your slides to not more than two for each minute of your presentation. Think of people in the rear of the meeting room and use large, legible letters. A message slide should have no more than 7 lines with 7 words or less per line. Spaces between lines should be at least the height of a capital letter. Use only light colours such as white, yellow, light orange, light green or light blue on a dark background, such as dark blue or black (white on black background is better than black on white). Remember that almost 20% of the population is unable to see red letters.
6. Make sure the information on the slides of your radiographs is well presented – enlargements of the significant areas and arrows are often helpful.
7. Do not overuse fancy animations available in PowerPoint.
8. Avoid any inappropriate jokes, comments and slides.
9. Patient names must not appear on the slides. This would be a violation of patient confidentiality.
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