Speaker Guidelines and Information
Your Congress Registration
As invited speakers of the society's annual meeting, we appreciate you taking our or renewing your membership.
You can register for the congress via our website as normal; at checkout, please use the discount code Speaker17 which will reduce your registration fee to ZERO. If you are speaking at the Clinical Trial & Commercialisation Workshop, please select this workshop as an extra and apply voucher code CWCT17 at checkout.
Please note than any extras in addition to your registration need to be booked and paid for during this process, such as the Molecular Mingle gala dinner, Commercialisation Workshop, or abstract book.
Please submit your abstract in good time so it can be included in the printed material - it must be received no later than 30th September, or we cannot guarantee inclusion in the Abstract Book. You can submit your abstract during the registration process, or log back in at any time to submit it.
Please check your presentation into the speaker preview room at least 4 hours before your talk. It is also a good idea to bring a backup flash memory stick in the unlikely event of equipment failure.
There will be PowerPoint facilities in all Congress rooms - if you require any equipment aside from this please let us know. If you use PowerPoint slides, you are asked to ensure that the font size is large enough to be seen from the back of the room. A PowerPoint slide, for example, would normally contain a maximum of 8 lines of type in 24pt size or larger. Try to keep visual aids simple and to use them to highlight only the major points of your discussion.
AV technicians will be available each day so that presentations pre-loaded on Congress laptops may be viewed by speakers and they will be on hand to sort out any formatting issues should they arise. Speakers should inform AV technicians of special AV equipment needs BEFORE the session begins. Please be aware if you use MAC software you will need to supply your own laptop so please check this in with technicians at least 4 hours before your presentation.
All presentations must be made in English. Whilst all the Congress lecterns have microphones, you should speak loudly, slowly and clearly enough so that everyone can hear and understand you
The audience should be able to comprehend and recall the key points of your talk. Use visual aids during your presentation, clarify or emphasize key ideas and details and increase audience recall of presented information. Your presentation is designed to inform and instruct. You are also encouraged to use colour and graphics, use light text on a dark background in dark rooms.
Each year our delegates feedback to us how important it is for the sessions to run on time. Sessions that overrun have a detrimental impact on all aspects of the congress so please carefully note the amount of time you have been allocated for your talk and ensure that you rehearse to these timings. Please note that your allocated time includes question time which, as you know, is an essential part of the congress.
Delegate attendance is based on the advertised programme; therefore it is imperative to follow the session structure of the Congress programme. The title of your presentation and your affiliation will be taken directly from your abstract.
Your presentation should not have been presented at any other event, unless it contains new information and has been adapted for the audience.
Please avoid misusing the Congress platform to promote or sell your company and its products or services. Corporate speakers should introduce their company briefly and provide relevant background information but please move to the focus of the session quickly. Speakers from the corporate sector must not have branding on presentational material, and will need to declare any conflicts of interests at the outset of the session. Universities and hospitals will be allowed to have branded logos on the front page of their presentations only.
Speaker and Chair Responsibilities
All speakers and Chairs should check in at the registration desk upon arrival at the Congress. Access to the Congress will only be granted with a registration badge which you should collect from the registration desk upon arrival.
Please arrive at the room approximately 15 minutes prior to the beginning of the session. Speakers should check-in with the Session Chair before session begins.
Expenses Reimboursement Guidelines
Thank you for being part of our annual congress, as specialists in your field you are vital in ensuring the relevancy and quality of our annual programme.
As such we aim to cover your travel and accommodation costs, but are bound by the congress budget to ensure its longevity, and the access to its programme for students from all over the world, one of our main aims. To this end the ESGCT operates a capped system to reimburse your expenses. These caps are outlined in your speaker information letter.
As the congress is inclusive of meals and refreshments during the main days and the accommodation is inclusive of breakfast, meals are generally not covered, as well as entertainment costs. You will be able to upgrade your room at your own cost, we will cover the standard room for yourself only, as well as economy class only for all travel.
The expense reimbursement form will be emailed to you after the congress. Funds will be processed in EURO and sent via bank transfer, and depending on when your form is received can take between 2-4 weeks to be processed and reach your account.
If you are representing a company, it is assumed that your company will be covering your costs in full to attend the congress and you will not be submitting an expenses claim.
Please send any questions regarding this process to me.
In the event that you cannot attend the Congress
We appreciate that unforeseen circumstances can sometimes result in you not being able to deliver your session. Under these circumstances we hope that you would be able to find a replacement speaker, and inform the Local Organising Committee and session Chairperson in good time so they are able to step in where necessary. We in turn ask that delegates arrive promptly for sessions and respect the speakers, chairs and data that is being presented.
Finally, we appreciate your involvement and the organisers welcome all feedback on any aspect of the Congress.
Please don’t hesitate to contact Gaëlle Jamar if you do have any questions.
Mobile Phone: +44 (0)7766475379