Oral Presentation Guide
Presentation time
- Regular orals are 15 minutes in total, which includes 3 minutes for questions.
- Keynote orals are 20 minutes in total, which includes 3 minutes for questions.
- Invited orals are 30 minutes in total, which includes 3 minutes for questions.
- Please check the Timetable for the assigned presentation time and keep your time.
- Session order and presentation times are fixed and cannot be changed.
Presentation in room
- Presenters must report to the session chair at least 10 minutes before the session starts.
- All presentations must be delivered using the computers provided by the conference. It is not possible to use a personal laptop.
- Please bring your presentation on a blank USB drive, and name the file according to the following format:
DAY-STARTTIME-NAME.pptx
- DAY (e.g., MON, TUE, WED)
- STARTTIME (e.g., 1000, 1430)
- NAME (e.g., JOHN_DORY)
- WED-1000-JORN_DORY.pptx
- Presentations will be uploaded to the conference computer prior to each session.
- At the end of each day, all presentations will be removed from the session computers by the conference organizers.
- All session rooms are set up with a projector, Windows PC running PowerPoint 365, microphones, a laser pointer, a timer, and a screen.
- A basic check of audio, video, and presentation flow will be performed.
Poster Presentations Guide
Poster presentation
- All presentations will take place on the 2nd floor of building the Waaier, near the exhibitor stands.
- You will be assigned a numbered poster board and provided with the materials needed to display your poster.
- The posters can be mounted on Tuesday morning Oct 28th and can be showed during the entire duration of the conference.
- A poster session is planned on Wednesday afternoon Oct 29th 14:00 to 15:00, where the authors must present their papers physically.
- The poster boards accommodate portrait A0-sized posters and have both a front and back side.
- Each poster presentation is assigned to one side of the poster board.
- The poster boards will be located near the exhibitor area.
- You may bring handouts and make them available to attendees during your poster presentation.
- Laminating your poster is not recommended, as it could get too heavy to mount. Fabric posters can be difficult to mount properly.
Poster printing
Please note that participants are responsible for arranging and covering the cost of printing their own posters. Xerox, a printing office, is available on campus should you wish to use their services.
In case you make use of their service:
- Send a .pdf file containing your poster at least one week prior to the event to ensure that your poster can be printed on time.
- Add “ECD/CHMT 2025 Poster” as the subject of the email.
- If the file is too big for your email service, provide the file through a “wetransfer link” or something similar.
- Poster requirements are 300ppi, full color and A0 portrait.
- Logo’s (see zip file) can be used on the posters.
- Picking up the posters can be done on Monday through Friday between 09:15 to 13:00 and 13:30 to 16:30 at Xerox in the Carré building.
- Email address is: xeroxcarre@utwente.nl
- The price for an A0 full color print is estimated to be €21,-.
Exhibitor Guide
Contact email: exhibitor.support@ecd-chmt.com
Shipping details:
If you wish to deliver a package for the exhibitor booth prior to the start of the conference, you can ship these to our university. To be sure that the packages can be processed in time, ensure that the package arrives by the 23rd of October. Please make sure to include all of the below details, otherwise your package might get lost:
University of Twente
Carré
Hallenweg 23
7522 NH Enschede
Office nr. C2045
k.j.h.munnink@utwente.nl
+31534893805
Due to facility constraints, we can accommodate packages with maximum dimensions of 80 cm in width, 130 cm in depth, and 200 cm in height (including any pallet). Please note that the elevator can handle a maximum load of 600 kg.
If your package does not meet these size requirements but weighs less than 20 kg, you may still send it. In this case, please notify us in advance at w.r.eppink@utwente.nl.
University of Twente employees bring the packages to the exhibitor stands prior to the buildup at the 27th of October.
If you would like to ship your exhibitor materials back after the conference, the University of Twente provides a collection point where the local postal service collects parcels. The nearest location is at the Zilverling building, and the front desk at Hal B can guide you there. Please ensure your package is securely boxed and includes a prepaid shipping label from the local postal service, which can be purchased here:
https://www.postnl.nl/en/sending/sending-a-parcel/
If the postal company is unable to meet your shipping requirements, you may unload and reload your package following the instructions provided on the next page.
The University of Twente and the conference organizers are not responsible for lost, delayed, or damaged packages. It is the sole responsibility of the sender to ensure that items are properly packaged, labeled, and prepaid for shipping. Once handed over to the postal service, all liability rests with the carrier.
Location:
Here you can find a link to the map of the campus of the university:
UT Plattegrond Bewegwijzer A4 2019 December.indd (utwente.nl)
- The conference is in the Waaier building (no. 12 on the map).
- The main entrance is in building HalB (no. 15 on the map).
- To reach the building by car you have to go through a barrier (road south of no. 9 on the map or google maps), please press the button and the reception desk can open for you.
- You can park the car and unload for a short period of time near the Starbucks (no. 11 on the map). There is an elevator present in the Waaier building (see Waaier building floor plan)
- After that you can find a parking spot on campus (i.e., P1, P2, P3 or P4).
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Figure 1: barrier to pass for loading/unloading. |
Figure 2: temperary parking spot for loading/unloading. |
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Figure 3: entrance of Hal B with entrace to Waaier. |
Figure 4: Waaier with tables on the 2nd floor for exhibitors. |
Booth:
- The name of your company will be on one of the exhibitor tables when you arrive. See the floorplan of Waaier below. Your company’s booth number will also be emailed to you prior to the event.
- The tables are in front of the conference room (Waaier 1 / Waaier 2).
- The size of the table is 160x80 cm.
- The total size available per exhibitor is a square of 2.48x4.00m
- There are electrical points in the walls behind the tables. Please use your own extension cords.
- Build up time: on Oct 27th after 3-6pm or on Oct 28th between 8-9am.
- There is two badges per exhibitor available at the registration desk.
- Wi-Fi access will be provided by registration desk.
- It is not allowed to hang banners on the walls or from the ceiling.
Figure 5: map of the second floor of Waaier.
Breakdown of booth
Exhibitor stands must be dismantled, and packages should be sorted by 6:00 PM. After the exhibition, please choose one of the following options for handling your packages:
· Send via local postal company on October 30: Refer to the Shipping Details section of this document for instructions.
· Pick up on October 30: See the Location section for directions to the loading area.
Pick up on October 31 (last resort): If you are unable to collect your packages on the 30th, they will be stored temporarily in Office C2045. You may retrieve them there and follow the loading instructions in the Location section. Please contact w.r.eppink@utwente.nl in advance if you intend to use this option.
