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Guidelines for Authors

The Scientific Programme Committee of the 44th EDTNA/ERCA International Conference will do its utmost to help presenters at the Conference.
Please take a few minutes of your time to read the following information which gives you and overview of the on-site organisation of the Conference to ensureh running of the sessions.

A Scientific Programme Committee together with the Conference Department and Association Secretariat will be available onsite at the venue and their role will be to manage the following:

• General schedule of the sessions
• Reservation and planning of small meetings (board meetings, working parties, editorial committees, etc…)
• Reception of texts or new text versions for oral presentation prepared for simultaneous interpretation if any
• Loan of extra material needed for setting up the posters
• Request for special audio-visual material in the meeting rooms
• Make appointments with those responsible for the scientific organisation
However, before preparing your oral or poster presentation and before coming to the Conference, we recommend you take a few minutes to read the following guidelines.

IMPORTANT NOTE
Since the delegates of the EDTNA/ERCA International Conference are taken as being health professionals in Germany there should not be any contra-indication for industry partners and exhibitors to present their products. If you are looking for more specific information regarding the advertisement of medical products in Germany we would recommended you the following website: http://www.bakermckenzie.com/files/Uploads/Documents/Global%20Pharmaceuticals/Germany.pdf

1. ORAL PRESENTATIONS 

In order to match with the most recent technology, EACH ROOM will be equipped with A SINGLE Data projector (LCD for computer assisted presentations, ie. PowerPoint).
Each speaker should verify in the final program that the name of the room and the time of the session have not changed.

Speakers should be in the Conference room 15 minutes before the beginning of their session and meet with the Chair person.

Please, follow strictly the instructions of the Chairperson, especially with regard to the time allotted to your presentation: do not go over the time limit. You will be asked to stop spekaing if you go over the allotted time. Remember to speak directly into the microphone at a suitable speed for everybody and especially for the interpreters in translated sessions (Grosser Saal). You will find a laser pointer on the lectern to help you pointout your slides if necessary. Please do not take the laser pointer with you, leave it at the lectern!

The speaker is entirely responsible for the presentation content (order, the loading, graphics...etc.)
NOTE: The sessions will not be recorded.

For your Presentation (PowerPoint style):

To avoid delays caused by switching computers at the platform, booting-up computers and potential compatibility problems, the Organisers have made available to speakers the standard A/V system commonly used atConferences. There will be a master computer in each meeting room and to ensure smooth transition between speakers and appropriate audio-visual technical support, the Organisers request that speakers do not plan on connecting their laptop to the Conference centre projector.

Format - Presentation:

Only Presentations for PC’s (Windows XP/Vista/7 configurations) and PC’s compatible (to avoid problems of compatibility between PC’s and MAC, please use commune fonts to both PC’s and MAC) will be accepted (no UNIX).
Do not forget to save the file as .ppt or .pptx format.
Please prepare your presentation using Power Point version 2003, 2007 or 2010.
Please prepare you presentation in 4:3 format (screen is in format 4:3).
• If you have pictures, they must be under the following format: .jpg, or .gif, format .pict is prohibited and included in the presentation (not linked to your hard drive).
• If you have video files attached to your Power Point presentation, they must be in the following format: .mpg, .mpeg, .avi or .wmv. The format .mov (quicktime) is NOT accepted. If you have such files, please export them in .avi format. The video file must be supplied with the presentation.
Do not forget, when saving your final presentation to CD or USB stick, to make sure to include your video files if any and all links to these multimedia files.

Depositing of file:

• Your presentation must be handed over to the personnel of the SPEAKERS´PREVIEW ROOM, either with a CD or a memory stick, as far in advance as possible and TWO hours BEFORE.
(1 session) the beginning of each session AT THE LATEST.
The presentation for an early morning session should be handed over the evening before.
• In the SPEAKERS´PREVIEW ROOM, you will be assisted by a technician, who will help you to download your presentation to the internal network. You will also be able to review your presentation and to verify that it has been transferred correctly to the network.

In the Meeting room:

• Your presentation will be sent directly to the meeting room through the internal computer network. A technician in the meeting room will then point out your presentation on the screen positioned on the lectern, a few seconds before your turn. The PC in the meeting room is using 1024x768 pixels resolution and is linked to a data-projector (same resolution).
Once the presentation is launched you will advance your own slides using the remote controller.
• Please, do NOT come at the last minute with your own computer into the session room: you will NOT be able to connect it. All presentations must be downloaded in the SPEAKERS´PREVIEW ROOM beforehand.

Confidentiality / Authorisation for the use of Power Point presentation:

We would like to inform authors that their consent will be requested to allow EDTNA/ERCA to upload the Power Point presentations (in PDF) on the members-only section of the Association website www.edtnaerca.org after the Conference. Of course if for any reason you do not wish to give such authorisation, your file will be automatically deleted from our system AT THE END OF THE CONFERENCE.

Official Language:

The official language of the Conference is English, which means that all presentations and questions must be delivered in ENGLISH.

However, please kindly note that:
• PLENARY SESSIONS, CORPORATE EDUCATION SESSIONS and other sessions held in Grosser Saal will be translated into French, German, Greek and Spanish.

Headphones and receivers will be handed over and collected at the registration area.
This task of interpretation has been entrusted to experienced professional Conference interpreters.
A good interpretation requires intensive preparation of the manuscript by the interpreter and proper speed of delivery by the speaker.
Thus, if you wish to be understood by Conference participants who do not know your language, you are kindly, but pressingly invited, when speaking, to speak into the microphone at a normal speed and clear voice.

REMINDER:
If you are presenting your work in translated halls (Grosser Saal) then we require a copy of your oral presentation. This should be sent to the EDTNA/ERCA Conference Department and should not arrive later than 22 AUGUST 2015.
E-mail: edtnaerca2015-abstracts@guarant.cz

Content
Each paper should contain the following:
1. A short descriptive title (no abbreviations in the title)
2. Full names of contributing authors
3. Address of unit/hospital/institution
4. An introduction
5. Sections on methods, materials, results and the purpose of the study
6. A brief conclusion and discussion (where appropriate)

2. SHORT ORAL PRESENTATIONS

If you have been assigned a “SHORT ORAL PRESENTATION” presentation this means that in addition to the poster display we would also like you to present a brief summary of your work in a Conference session. This is a 5 min presentation (3-5 slides approx.) with 2 min discussion. The sessions are relaxed and informal and several other presenters will be discussing the key points of their work. We do hope that you will participate.

Your presentation must be in ENGLISH. There is 1 Short Oral presentation session scheduled for Monday, 28th September 2015 - 14:00 at Saal 2.

(Please ask a friend or colleague to help you present the work, or to help with translating questions if required.)

You will also be required to be in attendance at your poster during one of the break time sessions—your letter indicates to which of these sessions your poster has been allocated.

Computer Presentation - Please refer to paragraph 1
Please ensure that you remain strictly to the time allocated without rushing your presentation. Try to speak at a moderate pace so that the audience can understand what you are presenting. Time for questions and discussion will be allowed after your presentation. You only have time to present the key findings of your work. Please concentrate on the implications for practice.
You must be present in the room, and contact session chair person, at least 15 minutes before the session begins and remain until the end of the session.

Guidelines for Poster Presentation are available here.

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Guidelines for authors