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Speaker Preparation Guideline

General Information

Speakers must adhere to the following guidelines:

  • Slide format: Use 16:9 aspect ratio.
  • Upload deadline: Presentations must be uploaded to the JACoW Indico site at least one day before the scheduled talk.
  • No personal laptops are allowed.
  • Oral presentations are 15 minutes + 5 minutes Q&A.
  • After uploading, check your presentation in the Speaker Preparation Room (SPR) the day before your session. SPR staff will download it directly from Indico — USB drives are not accepted.
  • The SPR is open Monday 14:00–17:00, and during coffee and lunch breaks on other days.
  • Uploaded and presented slides will be published in the conference proceedings automatically.

For special requirements (e.g. video, audio), contact the Conference Team at medsi2025@maxiv.lu.se in advance or visit the SPR onsite.

 Speaker Preparation Room

The SPR is next to the Editors’ Room on the second floor of The Loop. All speakers must verify their presentations on the actual conference computers the day before their talk.

Presentation Equipment and Software

Speakers will use conference-provided computers; personal devices will not be allowed.

  • The computers are laptops running Windows 11.
  • Available software includes:
    • Microsoft PowerPoint
    • LibreOffice Impress
    • Adobe Acrobat
    • Firefox and Chrome browsers

Preparing and Uploading Your Presentation

  • Prepare and upload both the source file (e.g. .pptx or .odp) and a PDF version.
  • Ensure that all fonts are embedded in both files.
  • Avoid using externally linked content (e.g. images or videos that require internet access).
  • Upload your files via the ‘My Contributions’ section on the JACoW Indico site, no later than one day before your presentation.
  • File names must follow the format:
    • TUO99_talk.pptx
    • TUO99_talk.pdf
  • When uploading, select ‘Slides’ as the file type under the ‘Submit files’ button in the Editing section.

During the Presentation

We kindly ask speakers to be seated near the stage at the start of the session in which they are presenting. Organizers will ensure that your presentation is loaded and ready in advance. A pointer, slide controller, microphone, and timer screens will be available at the podium. A member of the conference staff will assist with questions, slide changes, and logistics, and a dedicated technician will be present to handle any technical or audiovisual issues.