Europlanet Science Congress 2022
Palacio de Congresos de Granada, Spain
18 – 23 September 2022
Europlanet Science Congress 2022
Palacio de Congresos de Granada, Spain
18 September – 23 September 2022

Presenter guidelines

Oral presentation guidelines

Oral presentations for EPSC2022 will be in English and should cover the same material as your abstract. We kindly request that authors follow these guidelines:

  • Oral presenters are asked to upload their presentation slides (ppt, pdf, …) at least 24h before the start of the live session as "Live presentation" material. This material is only visible to session chairs. It will not be possible to upload presentations from a memory stick in the session room.
  • Additional material can be uploaded as "Display material". This material can be accessed on the abstract page, either open access (if marked as 'public' during upload) or to EPSC participants only (if marked as 'private').
  • The presentation upload tool will open on 22 August 2022. Display materials can be modified until 23 September 2022. Live presentation material can be modified up to 24h before the start of the live session.
  • In case of an emergency (e.g. a Covid-19 infection), it will be possible for registered participants to replace their uploaded slides with a pre-recorded video as "Live presentation" material up to 4h before the presentation. For more information, please see the Virtual components and Covid-19 at EPSC2022 page.
  • The aspect ratio of your slides should preferentially be 16:9 (not 4:3).
  • Please include an introductory slide with your title, name, co-authors, affiliation(s) and contact details.
  • Be creative. Make good use of visuals to make your talk engaging and accessible (see notes below).
  • Text on slides should be clear and concise with correct spelling. Please use fonts that are clear to read (e.g. Arial, Calibri or Verdana), and ensure there is good colour contrast between the text and the background.
  • Prepare all diagrams or charts neatly and legibly beforehand, in a size sufficient to be read on screen (this includes annotations).
  • Ensure that you leave your audience enough time to read and digest the material or data that you show. We recommend no more than one slide per minute speaking time.
  • Bullet points and enumerated lists are easier to digest than large blocks of text.
  • Your presentation must only include content that you are entitled to use. You must not include third-party intellectual property (such as copyrighted imagery, music, video clips etc) unless you have permission from that party or are otherwise legally entitled to do so. Please make sure that you include the required credits or acknowledgements in your presentation.
  • To allow for asynchronous discussion and based on the positive feedback received during the last two conferences, session-wide discussions will also take place on a dedicated EPSC2022 Slack channel. Please monitor this regularly over the full duration of the conference. Consider posting an initial "welcome" comment to advertise your presentation, introduce your topic in general, or raise/invite questions.
  • Please note that the Slack channel will only be accessible to EPSC2022 registered participants.
  • You should also feel free to advertise your oral presentation via the social media hashtag #EPSC2022.

Accessibility and readability

  • The minimum font size you should use for body text on slides is 24pt or 18pt for minor text (e.g. the slide number). Use sans serif fonts such as Arial, Calibri, Verdana or Helvetica that are easier to read.
  • Make sure that you speak clearly and not too quickly, aim for about 140-150 words/minute.
  • If your presentation includes visuals e.g. images or videos, make sure you describe what people are seeing as part of your spoken presentation.
  • You should ensure that there is sufficient contrast between your text and the background (you can check this with online tools e.g. at: https://webaim.org/resources/contrastchecker/).
  • Try to use colour schemes suitable for participants with colour vision deficiencies (e.g., red-green colour blindness). You can check this with online tools such as https://www.color-blindness.com/coblis-color-blindness-simulator/.
  • PowerPoint offers an in-built accessibility checker (Tools>Check Accessibility), which can draw attention to accessibility issues in your presentation.

Public/Private settings for presentation materials

  • "Display materials" (slides, videos, pdf posters etc) can be added to the abstract information page. You can set these either to be publicly available or mark them as "private" so that they are only accessible by registered EPSC participants. It is prohibited to retain or share scientific material shown in any display materials if they have been marked as "private" in the programme and/or include the “no sharing” icon.
  • Display material will be available via the Copernicus website for the duration of EPSC2022 and on the archived site for one year afterwards.
  • "Live presentation" material (for oral presentations) can only be accessed by session conveners and conference assistants, and will not be available on the EPSC website. However, please note that all scientific sessions will be recorded. Recordings will only be accessible to conference participants through the EPSC2022 website, i.e. with "Private" settings). However, if oral presenters do not wish for the recording of their presentation to be included, it will be possible to withdraw the recording by contacting the organizers by email.

Poster presentation guidelines

We kindly request that EPSC2022 poster authors follow these guidelines:

  • Your poster presentation should be in English and cover the same material as your abstract.
  • Poster boards are in portrait format with the dimension of 2.3 m x 1 m, suitable for A0 portrait posters. Posters will be attached using special, easily removable, double-sided tape provided at the information & name badge pickup counter. Self-provided pins, needles, stronger tape or similar (e.g. for fabric posters) must not be used as fixation material.
  • The poster must be self-contained and designed to be read: a bit more text can be added than would be appropriate for oral presentation slides.
  • You are free to organise your poster layout as you wish, but a potential structure is as follows:
    • Title/author details; abstract/overview of key results.
    • Introduction, and necessary background.
    • Methodology and results.
    • Discussion, conclusions.
    • Acknowledgements/references.
  • The text should be clear and concise with correct spelling. Please use fonts that are clear to read (e.g. Arial, Calibri or Verdana), and ensure there is good colour contrast between the text and the background.
  • Prepare all diagrams or charts neatly and legibly beforehand, in a size sufficient to be read when standing 1-2 m from the poster board, including annotations (see notes on accessibility below). As a rule-of-thumb test, if you cannot read the text when printing your poster on an A4 sheet, it is too small.
  • Links to web-based content are welcome.
  • Make good use of colour to highlight different features within the text and charts.
  • Bullet points and enumerated lists are easier to digest than large blocks of text.
  • Authors can download a QR code from the Abstract management tool on the EPSC2022 website or from their EPSC abstract page. This QR code directly refers to the abstract page including (if used) online display material.
  • To allow for asynchronous discussion and based on the positive feedback received during the last two conferences, session-wide discussions will also take place on a dedicated EPSC2022 Slack channel. Please monitor this regularly over the full duration of the conference. Consider posting an initial "welcome" comment advertising your presentation, introduce your topic in general, or raise/invite questions.
  • Please note that the Slack channel will only be accessible to EPSC2022 registered participants.
  • You should also feel free to advertise your oral presentation via social media hashtag #EPSC2022.

Accessibility and readability

  • The minimum font size you should use is 16pt.
  • Use sans serif fonts such as Arial, Calibri, Verdana or Helvetica that are easier to read.
  • You should ensure that there is sufficient contrast between your text and the background (you can check this with online tools e.g. at: https://webaim.org/resources/contrastchecker/).
  • Try to use colour schemes suitable for participants with colour vision deficiencies (e.g., red-green colour blindness). You can check this with online tools such as https://www.color-blindness.com/coblis-color-blindness-simulator/.
  • PowerPoint offers an in-built accessibility checker tool (Tools>Check Accessibility), which can draw attention to accessibility issues in your presentation.

Public/Private settings for poster presentations

  • Poster presenters will have the option to upload their poster PDF also as "Display material".
  • The presentation upload tool will open on 22 August 2022. Display materials can be modified until 23 September 2022.
  • When you upload your poster presentation, you will be asked to mark it as "Public" or "Private". We encourage you to choose the open access "Public" option, and it is likely that your presentation will receive more views.
  • If your presentation contains material that you do not wish to be shared publicly, you can choose the "Private" option. In this case, your poster will only be accessible to registered EPSC2022 participants.
  • Note that commenting will be restricted to EPSC participants, via the EPSC2022 Slack channel.
  • Posters will be available via the Copernicus website for the duration of EPSC2022 and on the archived site for one year afterwards.
  • Please note that poster presenters are not required to upload "live presentation” materials (these materials relate only to presentations for the live oral sessions).
  • Should authors not be able to attach a poster to the poster board (e.g. in the case of a Covid-19 infection), they can avoid no-show status by uploading their poster as display material and contacting the conveners of their session (preferably at least 24h prior to their poster session) to request that their presentation's QR-Code be attached to the poster board. This will redirect EPSC participants to their abstract information page and display material. Authors should download their presentation’s official QR code from the EPSC2022 abstract management tool and send it to the conveners, who will be able to print it out at the information & name badge pickup. Alternatively, conveners can find the QR code as a png download on the abstract page. For more information, please see the Virtual Components and Covid-19 at EPSC2022 page.

Printing of posters

  • Presenters need to arrange printing of their posters by themselves. There is no possibility to print posters directly at the conference center.
  • There are several poster printing services throughout Granada, in case that presenters wish to make use of them.
  • One suggestion is the printing shop Ocaña, in c/ Almona Vieja 8, that allows printing of paper (€20 + VAT) as well as fabric (€30 + VAT) posters.
    • Files for printing should be sent via email/WeTransfer to jose@reprocana.es, who will assign a code to be referenced in a bank transfer to their bank account. Credit card payments can be made only at the shop.
    • Printing will take 24h. Posters can be collected from the shop.