Guidelines for Oral Communication Authors and Speakers

The Organising Committee of the 76th EAAP Annual Meeting will do its utmost to help authors with their presentations and to facilitate their arrival and stay at the congress.
To ensure smooth and timely handling of all oral presentations, please read the instructions below and submit your final presentation via email to: media-eaap2025@cmi.at

1. File Format and Technical Requirements

All presentations must be prepared in Microsoft PowerPoint (.pptx) format.
Please make sure your file meets the following specifications:

• Format: PowerPoint (.pptx)
• Aspect ratio: 16:9, landscape orientation
• Use only standard Windows fonts
• Insert images using the “Insert image from file” function (JPG or PNG format recommended)
• Videos should be in MP4 or WMV format
• All media must be embedded directly in the PowerPoint file

Mac users: Please export your presentation to PowerPoint format and test it on a Windows 10 computer with PowerPoint 2019 or a later version.

2. File Naming Convention

To ensure presentations are correctly organized, please use the following file name format when submitting your presentation:
Day_Hall_SessionStartTime_TalkNumber_LastName_OriginalTitle.pptx

• Day: Abbreviated day of your session – Mo, Tu, We, Th
• Hall: Name of your presentation room (if not yet known, leave blank or write TBD)
• Session Start Time: Start time of the session in 24-hour format (e.g. 0830 for 8:30 AM)
• Talk Number: Your presentation’s number (e.g. 01, 02, 03)
• Last Name: Your surname
• Original Title: The original title of your presentation file

Example 1:
Dr. Jane Doe presents on Monday in Hall Tirol at 08:30, her presentation number 01, and her original file is called MyPresentation.pptx:
Mo_Tirol_0830_01_Doe_MyPresentation.pptx

3. How and When to Submit

Please email your correctly named presentation file to media-eaap2025@cmi.at

If the file is too large for email, please use WeTransfer and send it to the same address.

Deadline: Please send your presentation by August 22, 2025, 12:00 PM.

If, for any reason, submission by email is not possible, you may deliver your presentation to the Speaker Ready Room at Congress Innsbruck (Main) or Messe Innsbruck on site.
However, email submission is strongly preferred and highly recommended to avoid delays.

If submitting on site:

• Submit your presentation at least 3–4 hours before your scheduled session
• For morning sessions, please submit the day before
• Early submission helps prevent bottlenecks and allows time for necessary technical checks

4. Important Notes

• You cannot use your own laptop in the session rooms
• Presentations cannot be uploaded directly in the halls
• All presentations must be submitted via email or, in exceptional cases, in person at the Speaker Ready Room

Poster presentations

Posters will be presented in portrait format (118 cm high and 84 cm wide) with the title, the addresses of authors, the picture of the presenting author and the scientific content (introduction, methods, results, discussion, conclusion).

The poster should be printed by the participants.

The poster number will be displayed at the top of the designated panel. Mounting materials will be provided. If you encounter any issues while hanging your poster, please contact the on-site staff for assistance.

During the poster session authors should be in attendance at their poster.

Please note the following deadlines for poster removal:

• Posters presented on Tuesday must be taken down by Tuesday, August 26th at 3:00 PM. Any posters remaining after this time will be discarded.
• Posters presented on Wednesday must be taken down by Thursday, August 28th at 3:00 PM. Any posters remaining after this time will be discarded.