BSI / NVVI Congress 2016 | 6 - 9 December, Liverpool UK

Instructions for oral presentations

Speakers’ Ready Room

There will be a Speakers’ Ready Room at the ACC Liverpool for all presenters to use in order to check their presentations and deliver these to the onsite technicians. The Speaker Preview Room is located in Room 7 on the Upper Level.

We are keen to ensure smooth transition between presenters and wish to avoid presenters using their own laptops at the lectern as this sometimes causes delays between presentations.

The Speaker Preview Room will be open during the following hours:

Tuesday, 6 December:                 11:00 – 18:00

Wednesday, 7 December:            08:00 – 18:00

Thursday, 8 December:                08:00 – 17:30

Friday, 9 December:                     08:00 – 12:30

If using a PowerPoint (or any other computer) presentation, please note that you will need to bring it on a USB memory stick (using the USB port in the computer) and load it on one of the Congress’ computers in the Speakers’ Preview Room, at least 2 hours before the start of your session. Should you be presenting in a morning session, please check in the Speakers’ Preview Room the day prior to your presentation. You may supply your own laptop computer as a back-up, but please bring any adapters that you require to output to a VGA connection.

All session halls are networked and presentations will be sent prior to each session to the relevant session hall, so it is ESSENTIAL that you visit the Speakers’ Preview Room in good time to allow your presentation to be in place in time for your lecture.

If combining video films with PowerPoint, please make sure to check it displays properly in the Session Hall where your lecture is taking place, during a coffee or lunch break prior to your session, at least 30 minutes before the start of the session – even after checking it in the Speakers’ Preview Room.

Please bring any video files separately to the presentation on your USB memory stick just in case they do not embed correctly.

Please note that the Congress’ computers in the Session Halls are being supplied with Windows 10 and Office 365.


Important note for Macintosh users

In order to use Mac presentations on a PC compatible computer, please note that you need to prepare it according to the instructions below before bringing it to the Speakers’ Preview Room:

  1. Use a common font, such as Arial, Times, New Roman, Verdana, etc (special fonts might be changed to a default font on a PowerPoint based PC).
  2. Insert pictures as JPG files (and not TIF, PNG or PICT – these images will not be visible on a PowerPoint based PC).
  3. Use a common movie format, such as AVI, MPG and WMV (MOV files from Quick Time will not be visible on a PowerPoint based PC)

You may use your own Macintosh laptop computer as a back up. In such a case, please confirm that it has a VGA socket for external signal and come to check it first in the Speakers’ Preview Room as soon as you arrive and later on in the Session Hall where your lecture is taking place during the coffee or lunch break prior to your session, at least 30 minutes before the start of the session


Guidelines for planning your presentation

The following information is designed to offer guidance to those who will be making a presentation at the Congress. We appreciate that many of these points will already be familiar to you; however we seek your co-operation in reading and ask that you act on them.

Please refer to the online programme for the exact timings of your presentations. Due to tight schedules, session chairpersons have been instructed to interrupt speakers who over run their allocated time. Please therefore ensure that you plan your presentation carefully. If you are interrupted, please be understanding of the requirement to keep to time for other presenting colleagues.

All talks must be in English.

Please plan your presentation carefully and co-ordinate each phase of your presentation with your audio-visual aids. Please select your vocabulary to address as wide an audience as possible and avoid unfamiliar abbreviations or expressions. This is an International Congress and English may not be the first language of many of the participants.

Remember that the three rules of effective presentation are :

  1. Tell them what you are going to say (spend a few moments introducing your topic and what you intend to speak about)
  2. Tell them (deliver your talk including the methods, results and conclusions)
  3. Tell them what you said (summarise the most important points of your presentation)

Please bring a second back up copy of your presentation with you to the Congress.


Guidelines for producing PowerPoint presentations for oral communications


  • Keep slides simple and concise – do not present too much information on any one slide
  • As far as possible use just one or two colours on a plain coloured background for maximum
  • impact
  • Put any conclusions/summaries in a prominent panel


  • Use as large a font as possible and no less than 16 point
  • Avoid capital letters except at the beginning of sentences and proper nouns
  • Avoid underlining
  • Use a bolder, larger typeface for the main titles and headings. It can be effective to use a different typeface for headings and subheadings
  • To emphasise text, use a bold or italic font

Please note that VHS Video Projection, 35 mm slide projection and overhead projection (projection of transparencies) will NOT be available.