After you have shortlisted the abstracts, it’s time to inform the selected speakers so that they can start to prepare their presentations (± 2 weeks). You can ask if they are still available on the day of the event and if they prefer a certain session (in case they have other obligations). Additionally, provide guidelines for the presentation and information on live streaming, if applicable.
Template email for oral presentations:
“Dear Insert presenters name,
‘ ‘We’re writing to thank you for applying for a talk at Insert name – ‘ ‘we’re delighted to confirm that the abstract for your talk has been accepted! We would love for you to present a talk on the day.
Can you please respond to this email within the next 48 hours to answer the following questions:
Can you confirm that you are still available to present at Insert name on Insert date?
The timings of the four talk sessions are listed below. Are there any sessions which you cannot make for any reason?
SESSION 1: Insert time
SESSION 2: Insert time
SESSION 3: Insert time
SESSION 4: Insert time
As Insert name has a hybrid approach, by accepting the talk you agree that your presentation will be live streamed to all virtual registrants and colleagues within Insert faculty/department, and in the conference room.
Guidelines for talk:
The talk should last approximately Insert time minutes (but no longer) and will be followed by Insert name for questions.
The presentation should be in Microsoft PowerPoint format (we are unable to accept Prezi presentations for technical reasons).
Please ensure that your talk is designed to be accessible for members of Insert audience. The advice we give for this is to try and present basic concepts and ideas (with lots of visual aids if possible), rather than lots of technical detail. This is a great opportunity to practice communicating your research to non-specialist audience.
We will request that your slides are sent to us before Insert date, so that we can ensure they are ready to go on the day.
We look forward to hearing from you!
Template email for poster presentations:
“Hi Poster Presenters,
You are receiving this because you registered to present a poster at Insert name next Insert day. Please find attached the list of poster numbers.
If you present in-person, the poster presentation sessions will take place between Insert time. We encourage you to be at your poster at:
Odd poster numbers: Insert time
Even poster numbers: Insert time
Please aim to set up your poster sometime between Insert time.
Your poster will also be displayed online from Insert dates. There will be a chat box to interact with virtual attendees.
If you present virtual-only, your poster will be displayed online from Insert dates and you can interact with virtual attendees at any time. However, we encourage you to check the chat box for any questions/comments by virtual judges/attendees before the end of the Insert time and date.
We are looking forward to knowing more about your research in-person and virtually (the submitted posters look amazing)!
If you have any questions, please let us know.
You will receive later the full programme including abstracts.”