Instructions for presenters

Uploading your presentation

ICOS Science Conference 2026 is a fully hybrid event - you can deliver your presentation, attend sessions and ask questions both on-site and virtually. For this reason, the on-site AV team require the presentations in advance to ensure all sessions run smoothly. Therefore, all presenters are obliged to upload their presentation in advance. 

The deadline for uploading your oral and poster presentation is 4th September at 23:59 CEST. The upload instructions for your presentation will be added here on this page once available.

Oral instructions

Key points for all oral presenters: 

• Maximum speaking time per presenter: 15 minutes, followed by 3 minutes for questions (for plenary speakers, maximum time is 20 minutes, followed by 5 minutes for questions).
• Presentations should be prepared in a widescreen format, with a 16:9 ratio.*
• Supported file formats are:
  • .ppt with embedded fonts**
  • .pptx with embedded fonts
  • .pdf.
• File size: max. 50 MB.***

* Instructions for changing slide size: https://support.microsoft.com/en-us/office/change-the-size-ofyour-slides-040a811c-be43-40b9-8d04-0de5ed79987e

** Instructions for embedding fonts: https://support.microsoft.com/en-us/office/embed-fonts-indocuments-or-presentations-cb3982aa-ea76-4323-b008-86670f222dbc

*** Instructions for reducing PPT file size: https://support.microsoft.com/en-us/office/reduce-the-file-size-of-your-powerpoint-presentations-9548ffd4-d853-41e7-8e40-b606bca036b4

On-site presenters

1. The conference programme will soon be published on the conference website. You can find the presentation time in the programme once it has been published.
2. Each oral session will be assigned to one of the rooms in the conference venue. Please check carefully the timing and room of your oral session from our programme. Our programme is subject to change, so we strongly advise you double check the time of your presentation one or two days before the start of the conference. 
3. You are expected to be present in the room 10 minutes before your session begins. Due to the tight conference schedule, some sessions may still be going on in that same room when you arrive. Please still be on time in order to keep the schedule of the conference.
4. When your presentation time comes, your session chair will indicate this by stating something like "the floor is yours" and the AV team will project your pre-uploaded presentation slides to both the on-site as well as virtual audiences. You can then step on the stage and start the presentation, which will be viewed by the on-site attendees as well as virtual participants.
5. Maximum speaking time per presenter is 15 minutes, followed by 3 minutes for questions. The chair of each session will collect the questions from the online conference platform chat, and both on-site and online attendees can ask questions using the chat function.
   1. In the case of plenary presentations, the speaking time is 20 minutes, followed by 5 minutes of questions.
6. After the end of the day, a recording of your presentation will be viewable on the conference platform for a limited time following the end of the conference. Depending on the permissions you have given when uploading your presentation, your slides will also be uploaded to a slidesharing platform. Sharing the slides helps to get your work more widely known and can increase citations.

Virtual poster presenters

Virtual oral presenters will deliver the same kind of 15-minute oral presentation remotely together in the same sessions with the on-site presenters.

1. The conference programme will be published on the conference website. You can find the presentation time in the programme once it has been published.
2. Before the conference, instructions for joining virtually to deliver your presentation and a link  to join your oral session will be sent to you via email. Please carefully check the timing of your oral session from our programme, and arrive at the online meeting 15-25 minutes before the entire session starts. Due to the tight conference schedule, some sessions may still be going on in that same room when you arrive. Please still be on time in order to keep the schedule of the conference.
   1. If you would like to test your camera, microphone and other technical details in advance, you may join the testing session provided on Monday 14th September 2026 at 16:00-17:00 CEST. The  link to this session will be sent to all virtual oral presenters. We recommend you join the testing session from the same room and use the same setup that you will use when presenting. 
3. Please have your presentation open and ready to be delivered before your 15-minute speaking time begins. When your presentation time comes, the session chair gives you the floor and your online presentation will begin. Have your camera and microphone on and use the ‘share screen’ function and select your presentation. Your presentation will be displayed both to the virtual audience as well as to the on-site audience in the room.
4. Maximum speaking time per presenter is 15 minutes, followed by 3 minutes for questions. The chair of each session will collect the questions from the online conference platform chat, and both on-site and online attendees can ask questions using the chat function.
5. A recording of your presentation will be viewable on the conference platform for a limited time after the end of the conference. Depending on the permissions you have given when uploading your presentation, your slides will also be uploaded to a slidesharing platform. Sharing the slides helps to get your work more widely known and can increase citations. 

Poster instructions

Key points for all oral presenters: 

• All posters (both on-site and virtual) will be viewable within the online conference platform for the duration of the conference. 
• Posters should be prepared in a portrait fashion (this applies to both virtual and in-person participation).
• For in-person participants: Please print your poster in portrait, size A0 (84.1 x 118.9 cm). Please print and bring the poster with you, in addition to uploading your digital poster in the conference system before the conference.
• Please do not use too small a font size (no smaller than 12pt.) as these posters will be also read from a computer screen or other digital device. Please test your poster in your own screen to make sure it is easily readable.
• Supported file format is .pdf.
• File size: max. 20MB.

On-site poster presenters:

1. Please print and bring the physical poster with you to the conference venue AF-Borgen. All poster boards will be individually mapped out and labelled according to your abstract submission ID. Poster hall maps will be available on-site and online. 
2. Each poster will get a designated presentation day in the programme. Please put your poster up in the morning of your presentation day (you can arrive to the venue earliest at 8:00 CEST).
   1. Note for posters scheduled for Tuesday 15th September: If you have your poster presentation on Tuesday 15th September, you may also put up your poster already during the Ice-Breaker event on Monday 14th September.
3. On the day of your poster presentation, poster presenters are obliged to present by their poster for the duration of their session. Please check the time of your poster session in our programme on the ICOS website which will be published soon. We advise you arrive at your poster session area 5 minutes before the beginning of the poster session.
4. Please remove your poster from the board at the end of that same conference day (at 19:00 CEST). Any posters left up on the poster boards in the morning of the following conference day will be discarded by the conference organising team. 

Online poster presenters: