Guidelines to presenters
Poster

Poster, a highly valuable form of communication
Please note that a poster presentation should in no way be considered as a second-class communication. The organizing committee is preparing a poster platform that will be very attractive, and will allocate a special time-slot with no competing activities during the congress week for a very stimulating and convivial poster session.
Posters will be equally treated with oral presentations in the proceedings, and will be posted online in pdf format (with authorization from the authors).


Poster format

Posters must be in A0 format (841 x 1189 mm ; 46.5 x 37.8 inch) and portrait shaped. Authors are kindly requested to come to Montpellier with their poster already printed, as well as with reprints.
Do not overload posters with texts and figures. Make sure that the font size is large enough: to test this, print your poster on A4 size and check if you can read all the content as easily as in a book.
Posters must be written in English.

When to install/uninstall your poster
Upon arrival, after having collected your name tag from the Congress registration desk, please report to the poster area where members of the organizing committee will help you to find the exact location of your poster and provide you with the material to display your poster on your allocated panel. The panel is covered with burgundy Veltonyl material so you can fix your poster with Velcro.
poster
Access to the poster session hall will begin on Sunday 20 May 2012,3pm. All posters should be installed by Monday 21 May 2012, 7:30pm.
Poster must be removed before Friday 25 May 2012, 12pm.
The organizers will not be responsible for loss or damage to the posters which are not removed by authors at the end of the congress.

A special session for poster presentations
All the selected posters will be presented during a poster session scheduled on
Wednesday 23 May 2012, from 8:30 to 11:00 am. Sweet breads, buns and drinks will be served in the session hall to enhance conviviality.
The area for the poster session is also the area for coffee breaks, so "informal" poster sessions can be held during these breaks throughout the week.
Poster authors will be invited to stand near their poster to introduce them and answer the questions from the audience. Business cards and A4 reprints of the poster may be hung near the poster for Congress participants to take.
Posters linked to a particular oral session will be exhibited in the same section of the poster hall. Several session chairs have agreed to provide exclusive time for poster introduction (please contact your
session chair to see if this is planned for your session). If it is indeed the case for your poster, you will be invited to provide an electronic version of your poster in pdf format to be displayed on the screen.

Video presentation of your poster
Authors may also introduce each of their posters in a short 2-3 min video. All received videos will be repeatedly projected on LCD monitors in the poster hall during the full week of the Congress. If you are interested in producing such a video, or if you think it is a good idea but are unable to produce such a video on your own, please let us know by sending us an
email with "Poster Videos" in the subject line.

Watch a demo of poster video below [coming soon]:

Poster files (pdf, video) can be sent in advance by using the following
upload interface.


Oral presentations

Please note that each session is going to have specific modalities that are decided by the session chairs. Please send an email to your session chair for further information.
The only major constraint is the
respect for time. The time length for an oral presentation and immediately following questions will not be the same in all sessions. Beware that session chair will be extremely strict in managing time.
Each room will be equipped with a video-projector and a computer for presentations.

For sessions running at Le Corum conference hall (please check location of your session on the scientific programme): You will have to go to a preview room (location to be detailed soon) to give your presentation to the technician in charge of uploading the files into the system. You can also send it in advance by using the following upload interface (strongly recommended for speakers of Monday session). You will have also computers available in a separate computer room in case you need to modify your presentation.

For sessions running in other places than Le Corum conference hall (House of international relations, Faculty of Law, Botanic Institute)(please check location of your session on the scientific programme):
Please contact the congress organizers if you plan to send your presentation before coming to the venue. We will send you an invitation to a DropBox account where you may deposit your file. The file name should include the code of the session and the name of the first author:
sXX_john_doo.

Your computer file must be handed over to the technician of the preview room, on USB flash drive, as far in advance as possible and two hours before the beginning of each session at the latest. The presentation for an early morning session should be handed over in the evening before.
Speakers should be in the conference room 15 minutes before the beginning of their session and meet with the session chair. Please, follow strictly the instructions of the chair, especially regarding to the time allotted to the speech: please do not go over the time limit. Out of consideration for the audience, remember to speak directly into the microphone at a suitable speed.

General recommendations for a successful computer presentation
Your presentation may include any kind of material (audio, video, slideshow etc). The conference halls will be equipped with a PC running under
Windows Seven. Mac users must make sure that their presentation is readable by a PC running Windows.

Slideshows can be made with
MICROSOFT POWERPOINT (OFFICE 2010 or earlier for Windows, OFFICE 2011 or earlier for Mac), OPENOFFICE (3.3.0 or earlier for PC and Mac), or ADOBE ACROBAT READER (PDF format). Please inform us as early as possible if you need to use specific other formats so that we can pre-install corresponding softwares accordingly.

If your computer presentation has videos
- They should preferably be in WMV format or if not, in AVI or MPEG.
- Use a standard codec.
- Video files which accompany your presentation should be in the same folder.
- We recommend selecting automatic run for videos inserted in PowerPoint files.

If your computer presentation contains files in other formats
- Formats accepted are PDF (
ACROBAT READER) or DOC (MICROSOFT WORD). For readability and operational considerations, we advise against using Word files
- These files must accompany your presentation and be in the same folder.


Specific recommendations to Mac users
- Mac users using
KEYNOTE (version 5.0.3 or earlier) must export their files as a PPT or a PDF format.
- If your computer presentation has images, these must be saved in a format that is well recognized by a PC (notably JPEG, BMP, GIF). Do not use the PICT format.
- If your computer presentation contains videos, these should be saved in a format that is well recognized by a PC (notably WMV or, at least, AVI, MPEG). Do not use the MOV format of
QUICKTIME.

Test the compatibility of your presentation
- Copy your presentation and its related files, notably video files, using the support chosen (CD-Rom and/or USB memory stick) to a folder named for the conference
- VERY IMPORTANT: test the presentation saved on your supports on a different computer. Mac users should view the presentation on a PC.

Test the readability of your presentation
- Avoid fancy slide backgrounds, fonts and colors that make the text hardly readable
- Avoid fancy animations that are sources of time waste and that affect clarity. Make it simple

- Run your presentation on your computer (17" screen)
- Stand 3 meters away
- You should be able to read the presentation clearly


Participants will not be authorized to use their own laptops. They must provide a copy of their presentations on USB memory stick, CD-rom, DVD, external hard disk, or simply by email at least one day in advance of their session. We recommend that you save your presentation and its related documents on two different supports. This may be for instance 1 CDRom + 1 USB memory stick, 2 USB memory sticks or 2 CD-Roms.

A few participants have requested to talk in French or in Spanish. Nevertheless, their slideshows must be written in English.