Presenter Guidelines

General Information for All Presenters

Thank you for presenting at the conference.  These guidelines will assist with your preparation and participation in the conference.

Presentation Upload

Naming of Files

  • Presentation files: Using the day, the time of your presentation and presenting author’s family name, e.g. Saturday – 1000 – Brown. 
  • Poster files: Using poster number from website, https://acipcconference.com.au/posters/, author’s family name and title, e.g. Poster 01 – Brown – This Is The Name Of My Poster.

Due Date

  • Online upload will close on Wednesday, 4 November 2026
  • If you are not able to submit your presentation file by this time, please bring it with you to the conference and take it to the AV technicians at the Speakers Prep Room onsite.
Presentation Upload

Check your presentation with the AV technician at least two hours before your session. If you upload a revised set of slides, confirm the version being used with the AV technician.

Speaker’s Preparation Room

Will be open at the following times:

  • Monday 9 November | 07:30 – 17:30
  • Tuesday 10 November | 08:00 – 17:30
  • Wednesday 11 November | 08:00 – 14:30

Presentation & Session Times

  • Check the online program to confirm your presentation’s session, date and time
  • The program on the website and in the conference app is live and will include any changes
  • Please re-confirm your session date, time and room prior to your presentation

Keeping Time

Not keeping to time is the biggest disruption to conferences and negatively impacts the experience of attendees and presenters.

  • Please ensure you keep to your allotted time
  • The session chair will use timecards to show you how much time is remaining
  • The session chair will use a bell to signal the end of your presentation
  • If you use all the allocated time, the chair will not allow questions and will move to the next speaker

Handouts

  • If you wish to provide handouts to attendees, send a PDF version to mail@conferencedesign.com.au
  • Handouts will be added to your presentation/poster in the conference app and online portal

Official Letter of Presentation

  • All presenters will be sent a letter after the conference confirming their presentation(s) delivered at the conference
  • The letter will be sent as an email and can be saved as a PDF by the presenters if needed. It will include the presentation title, format and authors. 
  • One letter will be sent to the corresponding author
  • The corresponding author can make the letter available to co-authors

Recording, Photography & Screen Shots of Presentations

Attendees agree to registration Terms & Conditions, which prohibit unauthorized photography, screenshots, audio, or video recording of conference material. We cannot enforce this rule completely, so you should assume a participant may take unauthorized recordings. You may wish to adjust the content of your presentation accordingly. Presentations in the online portal and conference app are available only to view and cannot be downloaded.

Infection, Disease and Health

Where approval has been given by the authors, accepted scientific abstracts will be published online in Infection, Disease and Health, the official journal of the Australasian College for Infection Prevention and Control (ACIPC).

Presentation Awards

Elaine Graham Robertson Award (Best Oral Presentation)

All Research and Practice and Policy oral presentations are eligible to win the Elaine Graham Robertson Award. This award is judged by an appointed panel. The winner will be announced at the closing plenary session.

Best Poster Awards

All poster presentations will be eligible to win the two best poster prizes awarded at the conference as judged by a nominated panel and delegates respectively.

Both winners will be announced at the closing plenary session.

Publication of Slides

  • Slides will be converted to PDF and made available on the conference website
  • If you do not wish your slides to be published, please email mail@conferencedesign.com.au
  • If you wish to provide edited slides for publication, please advise us following your session and send a PDF version to mail@conferencedesign.com.au

Publishing Recorded Presentation

  • Recorded presentations will be available for attendees to view for three months following the conference
  • Access to presentations will be password protected and limited to registered attendees
  • Presentations will include additional material such as handouts, live Q&A and discussion forums

Copyright & Ownership

  • Authors retain ownership and copyright of their presentation and material
  • Ensure you have documented permission to use any images, music or other content in your abstract and presentation. Do not include any images copied from the internet. Getty Images and other agencies crawl the internet looking for images that have been copied without the appropriate licenses. You are liable for all copyright infringements that arise from your presentation.

Audio-Visual (AV) Equipment

Each session room will be equipped with:

  • Presentation laptop running Windows
  • Data projector
  • Screen or large monitor
  • Lectern
  • Microphone, including sound for your presentation
  • A clicker to progress your slides
  • A laser pointer or mouse for pointing

All presentations will be run from the presentation computer.

If you use a Mac, have a complex presentation, or require an uncommon program, we suggest you bring your laptop as a backup in case of difficulties loading your presentation. You will need to arrange this in advance with the AV technicians.

PowerPoint Presentation Tips

  • Slides should be in a 16:9 aspect ratio
  • Video and audio clips should be embedded in your slides rather than linked to external files
  • There should be no more than 5 x 1-line bullet points per slide
  • The optimum title text is 45 – 55 points and no smaller than 36 points
  • Body text should be at least 26 points
  • Avoid UPPERCASE letters as they are hard to read

Disclosure of Interest Statement

All presenters are required to list any disclosures in the 1st slide of your presentation, or on your poster. If you have no disclosures or conflicts, this must still be stated.

For example, The Melon Institute and Metabolism Corp are funded by the University of Oxbridge, UK. No pharmaceutical grants were received in the development of this study.

Registration

All presenters must register for the conference. To register, visit: https://acipcconference.com.au/registration/

Oral Presentations & Lightning Talks

Oral presentations have been allocated 15 minutes, plus 3 minutes for question time.

Lightning Talks have been allocated 5 minutes, plus 3 minutes for question time.

Onsite

Preparing and Uploading Presentations

  • Prepare your PowerPoint slides in 16:9 aspect ratio
  • Embed any content such as audio or video; don’t link to external files
  • Load your presentation slides to the DropBox folder prior to Wednesday 4 November.
  • Presentation files should be named using the day, the time of your presentation and presenting author’s family name, e.g. Saturday – 1000 – Brown.
  • You can upload your presentation before the conference using the link provided or take your presentation to the AV technician onsite
  • If you uploaded your presentation before the conference, you can take an updated version to the conference
  • If you uploaded your presentation before the conference, bring your presentation on a USB as a backup
  • Check your presentation with the AV technician at least two hours before your session at the Speakers Preparation Room.

Before the Session

  • Re-confirm your presentation’s session, date, time, and room in the conference app prior to your session
  • Arrive 15 minutes before the session starts to meet the session chair and AV technician
  • An AV technician will assist during sessions
  • Familiarise yourself with the room layout and AV equipment
  • Sit in the front tow to move quickly to the lectern once the chair introduces you

During your Presentation

  • Please ensure you keep to the allotted time
  • The chair will signal the time remaining in your presentation (5 minutes, 2 minutes, 1 minute)
  • The chair will ring the bell when you must stop
  • If you use all your time, the session chair will not allow questions and will move to the next speaker
  • Please remain in the room following your presentation as the chair will use any remaining time for questions

Question Time

  • For individual speakers, question time is included in your presentation time
  • For panel sessions, question time is scheduled at the end of the last presentation
  • The chair will direct questions from the audience and from the app
  • Use a microphone when responding to questions

Online 

  • Presentations may be pre-recorded or live online
  • Presenters will be sent a calendar invite with a Zoom meeting link one week prior to the conference
  • In the Zoom meeting, presenters will see a stream from the session room which will allow you to view proceedings and communicate with people in the room

Preparing and Uploading Presentations

  • To pre-record your presentation, we suggest Zoom or Microsoft PowerPoint
  • You will be asked to edit and re-submit your presentation if it runs over the allotted time
  • Presentation files should be named using your family name, the day and the time of your presentation (e.g. Brown-Saturday-1400.ppt)
  • If recording: upload your MP4 presentation recording as a single file to DropBox prior to Wednesday 12 November
  • If presenting live: upload a copy of your slides to DropBox prior to Wednesday 4 November. Your slides will be given to the AV technician in the room in case you have issues sharing your screen

Before the Session

  • Re-confirm your presentation’s session, date, and time in the online portal prior to your session
  • Log into the Zoom meeting 30 minutes before the session starts to meet the chair and check your microphone and camera are working
  • An AV technician will manage the session

During your Presentation

  • If you have a pre-recorded presentation, this will be played at your presentation’s start time:
    • The AV technician will make you live for the Q&A
  • If you have a live presentation:
    • The AV technician will make you live at your presentation’s start time
    • You can share your screen and present slides using the standard Zoom functions
    • Please ensure you keep to the allotted timeframe
    • If you use all your time, the session chair will not allow questions and will move to the next speaker
    • Please remain online following your presentation as the chair will use any remaining time for questions

Question Time

  • For individual speakers, question time is included in your presentation time
  • For panel sessions, question time is scheduled at the end of the last presentation
  • The chair will direct questions from the audience and from the conference app

Posters

Display Posters

  • Posters will be displayed onsite in A0 portrait size
  • Your poster should be prepared in A0 size in portrait orientation, which is 84.1 cm wide x 118.9 cm high
  • You do not need to use a conference template to prepare your poster
  • You need to print your poster and bring it with you to the conference
  • Poster boards and adhesive will be provided
  • Poster boards will be numbered; check the website for your poster number
  • You need to collect your poster at the end of the conference; posters will not be kept by staff
  • All posters will be displayed in the attendee app as a PDF
  • Upload a single PDF file of your poster to Dropbox no later than 4 November
  • PDFs should be named using the poster numbers from the website, your family name, and the initial five words of the title (e.g. 123-Brown-A study from Australia hospitals.ppt)

Online Poster Presentations

  • Your poster should be prepared in A0 size in portrait orientation, which is 84.1 cm wide x 118.9 cm high
  • Upload a single PDF file of your poster to Dropbox no later than 4 November
  • PDFs should be named using the poster numbers from the website, your family name, and the initial five words of the title (e.g. 123-Brown-A study from Australia hospitals.ppt)

Poster Presenter Networking

  • A Poster networking session will be held in the lunch break on Tuesday 10th November.
  • We suggest that you be prepared to stand at or close to your poster for at least 30 minutes during the networking session.
  • This is an opportunity to present your poster to delegates in an informal way
  • Conference Committee members will be on hand to support presenters
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