This page describes the guidelines to prepare and present audio-visual materials at DATE. Please read all instructions carefully and follow them strictly to maintain the highest possible standards. Even experienced speakers should read the following paragraphs, as they cover several problems that have arisen over the years.

General Instructions for …

… Oral Presentations

Presentation Submission

DATE will provide a centralised presentation management system for all speakers of the main conference. You will not be allowed to use your own laptop for presentation on-site – no exceptions.

To enable the A/V staff to handle the technical aspects in an efficient way, all presentations should be prepared according to the "General Instructions for Preparing A/V Material". It is essential that the correct format is used.

Please bring your presentation file with you (CD/DVD/Memory Stick) to the conference and submit it to the presentations server at the A/V Office.

Before the conference, you can upload your presentation by using the web-based upload service at https://date.t-e-m.de. The correct file name is set automatically by the server. The access data for the upload service will be sent to the main contributing author in due time. The upload service will close on 25 February 2020, 23:59:59 CET.

At the Conference

Preview computer systems, identical in software and hardware to the ones used for presentation, will be available in the Audio/Video Office at the conference. This room can be used during below-mentioned times of the DATE 2020 week for presentation concerns. Since this facility will be shared between multiple presenters, its use can be limited.

Monday	1300 – 1900
Tuesday	0730 – 1900
Wednesday	0730 – 1800
Thursday	0730 – 1730

All presenters are required to meet with the local conference Audio/Video staff at least two hours before the beginning of their session to check their presentation at one of the conference computers. However, it is strongly recommended to do so the day before the session if possible.

The facilities at the A/V Office will provide the possibility of:

• uploading the presentations to the server
• reviewing the presentations on Windows-based computers
• last minute alterations of the presentations
• support by technical staff

Please submit your presentation to the A/V Office via one of the following media:

• CD ROM (CD-R/RW), DVD-ROM (DVD-R/RW)
• USB memory stick

Save all files associated with your presentation (PowerPoint file, movie/video files etc.) to one folder/location. We recommend to save videos and graphics and pictures separately on your storage medium. In case of problems, we can re-insert the originals.

In the event that you have more than one presentation during the conference, save the different presentations in different folders and name them clearly to avoid any on-site misunderstandings and problems.

Always make a backup copy of your presentations and all associated files and save them on a separate portable medium by yourself.

Conference staff will transfer your presentation from the A/V Office to the corresponding session rooms. You will easily find your presentation on the laptop installed at the lectern in your session room.

Each session room is equipped with:

• Video projector
• Lectern with microphone
• Laptop with operating system Windows 10 (English)
• presenter with laser pointer and slideshow remote control

You can control/move slides during your presentation on your own (by remote control – please kindly check this in the Speaker Preview Room in advance).

Kindly be at the session room at least 20 minutes before the session starts to meet the chair and familiarise yourself with the technical and other equipment.

Using your own laptop for presentation is not possible.

During your presentation you should keep in mind your time limit. The session moderator will stop your presentation if it takes more than your allocated time slot.

Speaker’s Breakfast

There will be a speaker’s breakfast in the morning of your presentation. It will be located in the ground level of the Alpes Congrès Building, and it will start at 7:30 a.m. Attending the speaker's breakfast at the morning of your presentation is mandatory in order to get all final instructions. A sign with the session number will point to your table.

… Preparing A/V Material

When preparing your AV material, keep the time limit for your presentation in mind. To make your visual presentation a success, it needs to be well planned to clearly point out the important results of your research. The audience will appreciate your talk only if your material is visible and legible. They will remember your talk far better and read your paper if you can manage to communicate at least two important facts within your presentation timeslot. Please consider that the audience will need at least a minute to understand each technical slide.

The first slide should contain the title of your paper and the author names, your affiliations and your company, university or funding logo (if applicable). This will be the only page where logos are permitted.

Keep your material simple and uncluttered. Program listings and very long equations should be avoided. Tables should be represented graphically, wherever possible. Do not use the valuable space on your slides for large company logos and other elements that do not help in motivation or understanding your work. Duplicates of slides should only be produced in case the same information is needed twice.

Presentation Format

Please use Microsoft PowerPoint 97-2016 (*.ppt/*pptx), OpenOffice / LibreOffice 1.0 – 6.0, PREZI or Adobe PDF to guarantee your presentation will open successfully on an on-site PC.

All slides must use landscape format with 16:9 aspect ratio.

Please limit the file size to less than 25 MB (except video content) to minimise problems with storage and access speed that can result in a distorted or incomplete presentation.

To speed up your start, we provide a PowerPoint template presentation. You are encouraged to use this template to prepare your presentation. Press here to download the PowerPoint file.

Mac users: please convert your file to PowerPoint format or PDF before you leave for the conference. Be aware that PowerPoint Mac-to-PC conversions can lead to unexpected results, especially with fonts, certain formats of embedded graphics, and special characters (ASCII characters 128 to 255). To avoid questions of PowerPoint compatibility, please embed all used fonts, convert them to vectors or use only compatible fonts (e. g. Arial, Courier New, Lucida Sans, Times New Roman, Verdana).

Pictures and Videos

Because of the many different video formats, support cannot be provided for embedded videos in your presentation; please test your presentation with the on-site PC several hours before your presentation. Generally, the WMV and MPEG-4 format should work without difficulties.

Movies or videos that require additional reading or projection equipment (e.g. VHS cassettes, Video-DVDs) will not be accepted.

Audio is supported.

Fonts

Only fonts which are included in the basic installation of MS-Windows 10 will be available. Use of other fonts not included in Windows can cause a wrong layout/style of your presentation (Suggested fonts: Arial, Tahoma). If you use different fonts, these must be embedded into your presentation.

Please use high contrast lettering and fonts with a minimum size of 16 pt and high contrast layouts like light text on dark colours.

Please make sure that also index expressions are clearly visible and use an appropriate font size.

Colours

Colour should be used carefully and colour combinations resulting in a low contrast (e.g. dark blue on black) should be avoided. Be aware that the contrast of your computer monitor is much higher than that of a projector in a partly lit room

Try to use only colours that convert for black and white printing. The distinction between blue and black for text and thin lines is especially weak. Red filled-in objects (circles, rectangles, etc.) with white text are well-suited for highlighting important text.

Further Instructions for…

… Session Chairs and Co-Chairs

Quick Checklist

• If needed, get a PowerPoint template here.
• At least two hours before your session, contact the Audio/Video Office staff to check that all your session presentations have been uploaded. If you have introductory slides, please also contact the A/V staff.
• Attend Speaker’s Breakfast the morning of your session at 7:30 a.m.
• Please, check presence of all speakers 10 minutes before your session starts, at the latest.
• After your session, please fill in the session evaluation form and return it to the conference registration desk.

Session Chairs

The main task of a session chair is to run the session. All speakers have been advised to get in contact with you before the session – please check that all of them are present before your session starts. If one of the speakers is missing, leave the presentation slot empty to be on schedule. Within your session, please introduce the speakers and keep track of the time limits (indicate to the speaker when it is time to stop). Please also manage the question and answer procedure after each talk (long dialogues have to be done off-line). If there are Interactive Presentations assigned to your session, please provide a one-minute time slot to each of them at the end of the session. After your session, please fill in the session evaluation form and return it to the conference registration desk.

Session Co-Chairs

The main task of a session co-chair is to support the session moderator and to handle unexpected situations. Please estimate the number of attendees (required for the evaluation form). You are requested to handle unexpected noise (talk to security people), A/V problems (talk to A/V people / technicians) and look for missing speakers. Please replace the missing session chair in case he is not present due to unexpected circumstances.

For further information, please have a look at the guidelines for your appropriate session below.

… Organisers of Executive and Panel Sessions

Quick Checklist

• Carefully read the information provided in the "General Instructions for Oral Presentations" and "General Instructions for Preparing A/V Material"
• If needed, get a PowerPoint template here.
• Collect all your session’s presentations where applicable and upload them via https://date.t-e-m.de until 25 February 2020, 23:59:59 CET.
  The access data for the upload service will be sent to the Organisers of Special Session in due time.
• At least two hours before your session, visit the Audio/Video Office to check/submit all your session’s presentations.
• Attend Speaker’s Breakfast the morning of your session at 7:30 a.m.

If you are also the chair or co-chair of your session, please have a look at the "Further Instructions for Session Chairs and Co-Chairs".

… Speakers in Executive and Panel Sessions

Quick Checklist

• Carefully read the information provided in the "General Instructions for Oral Presentations" and "General Instructions for Preparing A/V Material"
• If needed, get a PowerPoint template here and prepare your slides according to the above-mentioned guidelines.
• Send your presentation to the session organiser. Your session organiser is responsible for uploading your presentation to the conference server in time. Please contact her/him for instructions.
• At least two hours before your session, visit the Audio/Video Office to check your presentation.
• Attend Speaker’s Breakfast the morning of your presentation at 7:30 a.m. and bring your filled Speaker's Bio
• 20 minutes before your session, contact the session chair to confirm your presence.

… Speakers in Regular, Embedded Tutorial and Hot-Topic Sessions (Long and Short Presentations)

Quick Checklist

• Carefully read the information provided in the "General Instructions for Oral Presentations" and "General Instructions for Preparing A/V Material"
• If needed, get a PowerPoint template here and prepare your slides according to the above-mentioned guidelines.
• Upload your presentation via https://date.t-e-m.de until 25 February 2020, 23:59:59 CET.
  The access data for the upload service will be sent to the main contributing author in due time.
• At least two hours before your session, visit the Audio/Video Office to check your presentation.
• Attend Speaker’s Breakfast the morning of your presentation at 7:30 a.m. and bring your filled Speaker's Bio
• 20 minutes before your session, contact the session chair to confirm your presence.

Presentation timeslots

The presentation timeslot is 25+5 minutes for long and 13+2 minutes for short presentations, including the +time for questions. Please consider that the audience will need at least a minute to understand each technical slide. Therefore, you should prepare 15 to 20 slides for long and 10 to 15 slides for short presentations.

… Authors of Interactive Presentations

Quick Checklist

• Carefully read the information provided in the "General Instructions for Oral Presentations" and "General Instructions for Preparing A/V Material"
• If needed, get a PowerPoint template here and prepare your two advertisement slides according to the above-mentioned guidelines.
• Prepare your poster according to the below-mentioned guidelines.
• Upload your 2-slide-presentation via https://date.t-e-m.de until 25 February 2020, 23:59:59 CET.
  The access data for the upload service will be sent to the main contributing author in due time.
• At least two hours before your advertisement session, visit the Audio/Video Office to check your presentation.
• 20 minutes before your advertisement session, contact the session chair to confirm your presence.
• 15 minutes before your IP session: please mount your poster and stay in the IP session area
• 60 minutes before the next IP session: please get sure to remove your poster, otherwise it will be disposed.

Advertisement talk

IP authors have two time slots for presentation. One first time slot is scheduled at the end of a regular session for a short advertisement of the poster presentation being scheduled in the following IP session. The timeslot for your advertisement presentation is only one minute. You are allowed to show at most two slides (cover page included).

Poster Presentation

The second time slot is characterised by an oral explanation given to interested audience during the interactive presentation sessions. Each IP session runs on a 30 minutes’ timeslot and will be supported by a compulsory poster according to the guidelines indicated below. Therefore, please be in the IP area at least 15 minutes before the session starts to correctly mount the poster. Please also take care of removing it at latest 60 minutes before the next IP session. Posters from previous sessions will be removed and disposed. You do not have to prepare presentation slides for this time slot as there will be no table or power socket nearby the poster wall.

Finally, remember that the best IP award selection committee will check the quality of the presentation and of the answers during the IP sessions to make its decision.

IP authors are kindly asked to prepare posters in DIN A0 portrait format (841x1189 mm / 33.11x46.81 in) and bring the printed poster to the conference. There is no poster printing service on-site. The poster will be exhibited in the IP session area on the poster walls labelled with the corresponding IP number. Blu-Tack/Pins will be provided. Posters made as mosaic of A4 or letter papers are discouraged.

… Speakers in Exhibition Theatre Sessions

Quick Checklist

• Carefully read the information provided in the "General Instructions for Oral Presentations" and "General Instructions for Preparing A/V Material"
• If needed, get a PowerPoint template here and prepare your slides according to the above-mentioned guidelines.
• Upload your presentation via https://date.t-e-m.de until 25 February 2020, 23:59:59 CET.
  The access data for the upload service will be sent to the main contributing author in due time.
• At least two hours before your session, visit the Audio/Video Office to check your presentation.
• Attend Speaker’s Breakfast the morning of your presentation at 7:30 a.m. and bring your filled Speaker's Bio
• 20 minutes before your session, contact the session chair to confirm your presence.

… Authors of Monday Tutorial Presentations

The centralised presentation management system will NOT be used for Monday Tutorials and presentations will be handled individually by each Tutorial Organiser. Please contact your Tutorial Organiser to get information on the organisation of your presentation.

… Authors of Friday Workshop Presentations

The centralised presentation management system will NOT be used for Friday Workshops and presentations will be handled individually by each Workshop Organiser. Please contact your Workshop Organiser to get information on the organisation of your presentation.

For more information please contact:

Conference Organization - Conference Manager
Eva Smejkal, K.I.T. Group GmbH Dresden, DE
datekitdresden [dot] de (date[at]kitdresden[dot]de)
phone: +49 351 65573-133
fax: +49 351 65573-299