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Oral Presentation


Each Oral presentation duration will be limited to a maximum of 12 minutes. After that, there will be 3 minutes devoted to answer questions from the audience.


Visual presentations should be made electronically using the projection equipment provided by the conference centre.

A Speakers’ Preview Room will be located at the Conference Centre to check presentations on the electronic preview system.

Speakers must submit their presentation to JACoW SPMS at the very latest two days before their scheduled presentation time in order to allow verification and transfer to the conference centre's system.

Any special requirements concerning visual aids should be addressed to the local organizers well in advance of the conference.

Preparation of Talks

The following precautions should be adhered to, to ensure smooth running of electronic presentations:


Visuals for oral presentations should be in Microsoft PowerPoint, version 2010 (.ppt or .pptx), or Adobe Acrobat Reader 9 or later (.pdf). Compatibility of animation or video files must be crosschecked with the speaker preparation room.


Possibly the most typical PowerPoint error is neglecting to embed the fonts into your presentation. If you do not embed fonts and the computer system showing your presentation doesn’t contain the fonts in your presentation, it will substitute another font, often with disastrous results. Together with making your presentation appear unprofessional, a change in font can easily have an impact on text wrapping and table spacing. You can keep this from taking place by using PowerPoint’s “Embed Fonts in File” capability, which assures that the font you used will display on a different computer even if that font has not been installed on the other machine.

For PowerPoint files, use only TrueType fonts and embed them:

To embed fonts in PowerPoint 2016:

  • Select File tab.
  • Save As...
  • Under Tools, choose Save Options.
  • Check the box for Embed fonts in the file

To embed fonts in PowerPoint 2010:

  • Select File tab.
  • Choose Options.
  • Under PowerPoint Options, choose Save.
  • Check the box for Embed fonts in the file

For PDF files, be sure to include all fonts when preparing the PostScript and PDF files, too.

Upload Presentations

Speakers shall upload their presentation at least two days before their scheduled session via their ICALEPCS2017 Authors Account.

The file should be named with the programme code and "_talk" (for example “MOAPL01_talk.ppt”) and then uploaded in the same way as for papers through the ICALEPCS2017 Account. The programme code assigned to the presentation is available in this interface. Any animations or video files referenced within presentations must be uploaded along with the PowerPoint file (select "Supporting Files").

As all rooms at Palau de Congressos de Catalunya are equipped with 16:9 aspect ratio screens, when choosing the page set-up for slides ensure landscape orientation, slides sized for On-Screen Show (16:9).

All authors should review in the Speakers’ Preview Room at least 3 hours prior to the respective session that the presentation has been correctly downloaded and the contents are properly displayed using the Conference computers.

Speakers’ Preview Room Opening hours:

Sunday, October 8th 16:00 - 20:00 h
Monday, October 9th 08:00 - 18:00 h  
Tuesday, October 10th 08:00 - 18:00 h
Wednesday, October 11th  08:00 - 15:00 h
Thursday, October 12th 08:00 - 18:00 h
Friday, October 13th 08:00 - 12:00 h

There will be personnel at the speakers' preview room in the Conference Venue to solve any incident that may happen.

Please note that all speakers must give their presentations from the computer systems set up in the conference rooms. Use of individual laptops cannot be accommodated.

Endorsed by





Tecnical Secretariat


Mondial & Cititravel Congresos, S.L.
Ph. + 34 932 212 955