PRESENTATION GUIDELINES
1. General Information for all participants
2. Instructions for Onsite & Online Oral presentations
3. Instructions for Onsite and Online Poster Presentations
4. Guidelines for Uploading Backup Videos
5. Guidelines for Uploading Files
6. Pre-recording your Online Oral or Online Poster Presentation
1. General Information for all participants
EHPS 2026 will be a hybrid event, combining an in-person event with an enhanced online experience, providing interaction opportunities in most presentation formats, except for poster presentations.
We are hosting an in-person (on-site) meeting in Paphos and offer the option of on-line oral presentations or digitally uploaded posters with short, pre-recorded poster-presentations.
Every session on the program will take place in a dedicated physical room at the conference venue and will be live streamed (except for the poster sessions) into a dedicated Zoom room. This way, each oral session can be attended either physically or remotely.
On-line presentations will be included in the regular program.
Each room at the conference venue will be supported and attended through:
(1) The session chair (this person will introduce the sessions and speakers, ensure the speakers keep to time within a session, and manage questions and answers/discussion)
(2) A room manager (a person appointed by the Local Organizing Team to assist with practicalities within the room and assist if needed in managing online Q&A)
Conference session chairs, facilitators and discussants are required to be at the conference in-person (they cannot participate online).
All rooms at the venue will be equipped with a laptop, which will be used for broadcasting to the associated zoom room of each on-site presentation, a camera for transmitting the image of the physical room in the zoom room, a clicker and speakers.
Presentation Format: PowerPoint Presentation or Adobe Acrobat PDF format should be set to either 4:3 or 16:9 ratio (preferably 16:9). (for the optional conference template click here).
Please save your presentation as “Name of Presenter_Date_Time_First four words of Title”. For example: Smith_24August_0900_RandomisedControlledTrialOf.pptx (or .ppt).
The conference will be supported by the Conference Platform and the Conference App.
The Conference Platform is part of the submission platform at www.easyacademia.org/ehps2026 , and here all submissions will be accessible to all registered participants, those who will be participating onsite and those who will be participating online. The platform will allow participants to see the daily programme, search and view sessions and individual presentations, create a personalised programme and access the discussion functionality of each submission.
The conference App, which is available for download from Google Play and the Apple App Store (search for Easy Platform), is the conference platform for hand- held devices, with similar functionality with the addition of notifications.
For regular oral presentations, each 90-minute session typically contains six presentations
For symposia, each 90-minute symposium typically contains five presentations (plus a discussant). Some symposia contain four presentations, an activity, and a discussion.
For short oral presentations, each 60-minute session will typically consist of six presentations. The ECR spotlight sessions, each 60-minute session typically contains five presentations and a discussion by a senior researcher
A General Email with all the details needed to participate in the conference will be sent to all registered participants the week before the start of the conference.
2. Instructions for Onsite & Online Oral presentations
Before the Conference – Onsite & Online Oral presentations
Full-length oral presentations have twelve minutes (12) for the presentation, 2 minutes for the Q&A and 1 minute to change to the next presenter.
Short oral presentations have seven minutes (7) for the presentation and 2 minutes for the Q&A and 1 minute.
It will be much easier for you to keep within your allocated time if you practice your presentation before the conference.
Make a note of the (physical or virtual) room and the time of the session in which you’re presenting. The draft program has already been posted at: https://2026.ehps.net/program/
Familiarise yourself with the Zoom application. You will be required to efficiently access your presentation and share it successfully on Zoom. This is required of all oral presenters, those presenting online and those presenting onsite. The Zoom website at https://learning.zoom.us/learn contains comprehensive information on the application.
At the Conference – Onsite Oral Presentations
Please arrive at the room where you are presenting a minimum of 10-15 minutes before the start of your session.
Bring your presentation on a USB stick in PDF or PPT format. Please copy your presentation on the laptop’s desktop before the start of the session to allow for a smooth transition between presenters. It is best if you do this during before the start of the day’s first session or during coffee or lunch breaks.
Presentations within a session will run in the order they are listed in the programme. If any speaker is absent the Chair will await the correct time for the next scheduled speaker.
A member of the organizing team will be in each room to assist with technical issues and to help you upload your presentation on the presentation laptop in that room, prior to the start of the session.
Presentations from your personal laptops will not be possible.
Introduce yourself to the chair of your session and confirm your name details and the title of your talk.
Since EHPS 2026 presentations will be conducted in a hybrid format, we kindly ask you to be aware of the online participants and adjust your position and volume for the benefit of your audience in both the room at the venue and the Zoom room.
Please do not exceed your allocated talk time of twelve minutes, or seven minutes. We know how difficult it is to keep to time when you are talking passionately about your research, your session chair will notify you with your remaining time at various intervals. The session chairs will strictly adhere to the timetable strictly.
Q&A will be coordinated by the session chair. Chairs are asked to pay attention to the online participants and any questions they may put in the chat or indicate by raising their hand.
At the end of the session, participants need to take any presentation materials away with you. Anything left at the end of the conference will be sent for recycling.
At the conference – Online Oral presentations
Online presenters are expected to present live during the session and to be available for questions.
Familiarize yourself with the session you’ll be presenting. The Zoom room associated with that room will be accessible by a “join” icon/button, either from the conference platform (preferably for desktops and laptops) or through the Conference App (only for handheld devices).
All online presenters are required to attend their session online via Zoom.
Please connect to the room where you are presenting a minimum of 10-15 minutes before the start of your session. Each zoom room will be available to connect to 15 min prior to the start of its associated session.
Presenters are required to make their presence known to the session chair before the start of the session.
The conference platform, accessible though www.easyacademia.org/ehps2026 will display the times of each session and your presentation in the time zone from which you will be accessing it.
A member of the organizing team will be in each room to assist with technical issues.
All online participants are required to upload on the conference platform a pre-recorded video of their presentation, by the 18th of August 2026. This will be used as backup in case of connectivity issues.
The physical rooms will be equipped with a presentation laptop, a camera through which you will be able to see the physical room and speakers.
When it is your turn to present you can either present live or play your backup video from your end. The backup videos you upload on the conference platform will be used only in case of connectivity issues during the conference.
The conference platform will have buttons linking to each Zoom room so there will be no need for the organizers to communicate to you the URLs or codes of each Zoom room.
Your will be asked to share your screen and give your presentation. At the end of your presentation, you can interact with the audience and answer questions.
Q&A will be coordinated by the session chair. Chairs are asked to pay attention to the online participants and any questions they may put in the chat or indicate by raising their hand.
3. Instructions for Onsite and Online Poster Presentations
Format of Your Poster
We recommend a size of 1188 mm high and 841 mm wide (DIN A0 size, portrait).
The font size of the title should be at least 80 points, bold face.
The font size of the section headers should be at least 32 points, bold face.
The font size of the body of the poster (abstract, introduction, objectives, methods, results, and conclusions) should be between 18 and 26 points.
At the top left of your poster, you should have the Submission Number.
Content of Your Poster
Focus your poster and your brief presentation on the following elements of your study: (1) Background – why?; (2) Methods – how?; (3) Results – what?; and (4) Conclusions – so what?
We recommend that you prepare the text of your poster as short sentences and paragraphs or even as bullet points and break up the text as much as possible with visual aids such as graphs, diagrams, tables, charts, or figures as appropriate. This should make your poster more attractive and easier to read.
Make sure that your title, author(s) and affiliated institution(s) are clearly visible at the top of your poster. It is common practice to include your institution logo on the left corner of your poster.
Your poster will receive a number in the scientific program, but you don’t need to print this number on your poster. You will need to be aware of this number, though, since your poster board in the room will have the same number.
Instructions for Onsite Poster Presentations
Before the conference – Onsite Poster Presentations
All onsite poster presenters are required to upload to the conference platform at www.easyacademia.org/ehps2026 by the 18th of August 2026 the following:
(1) A pdf file of their poster, A0 size. (Compulsory)
(2) A video presentation of their work, with file size no bigger than 100mb. (Optional)
When uploading, please ensure that the role selected next to your name (top right corner) is set to Author and not Attendee.
The local organizers can print your poster, for a fee of 25 euro and put it up in the poster session. This service is available for booking through the conference registration system.
If you have ordered and paid for the printing of your poster you must upload the pdf file by the 10th of August. The organisers will inspect your poster file and let you know if it has any issues affecting its printing. You will have until the 15th of August upload an amended file. On the 15th of August all posters for which payment has been received for their printing will be sent to be printed.
Make a note of the room and the time of your poster session.
If you have not paid for the poster printing service through our registration system, you will need to print your poster and bring it with you as the conference venue has limited printing facilities.
All poster sessions are interactive, so you need to prepare a brief and informal presentation. You will be expected to present your research in 3-4 minutes and answer questions on the content of your poster for a further 3-4 minutes. All poster sessions will be chaired, so the session chair will guide the group of attendees from poster to poster and moderate the Q&A.
We recommend that you prepare a handout with your details and your poster presentation (if possible, in an expanded form) to bring with you and give to interested delegates. Please print these and bring them to the conference since our venue will have limited printing capabilities.
At the Conference – Onsite Poster Presentations
Please put up your poster at the start of the day (morning) BEFORE the start of the scientific program.
Posters will remain on their panels for the whole day.
There will be dedicated spaces for each poster session.
A list of all posters, and respectively their allocated poster numbers, will be available at the registration desk/entrance with position numbers allocated to each poster. Presenters should mount their posters at the numbered position allocated to them on this list.
Delegates will receive their allocated poster number via email shortly before the start of the conference.
Your poster session will be an informal session with a designated chair, in which you are asked to give a short presentation (3-4 minutes) to interested delegates and respond to questions.
Please stay with your poster at the beginning of your poster session for at least 30 minutes to answer any questions from delegates.
Take your poster down at the end of the day. We will remove and recycle any posters left after the end of the day of your poster session.
After you upload your material on the conference platform your work will be available for viewing and commenting through the “Join the Discussion” function for 3 months after the conference.
Instructions for Online Poster Presentations
Before the Conference – Online Poster Presentations
All online poster presenters are required to upload to the conference platform at www.easyacademia.org/ehps2026 by the 18th of August 2026:
(1) A pdf file of their poster, A0 size. (Compulsory)
(2) A video presentation of their work, 3 min long with file size no bigger than 100mb. (Compulsory)
When uploading, please ensure that the role selected next to your name (top right corner) is set to Author and not Attendee.
The local organizers can print your poster, for a fee of 25 euro and put it up in the poster session. This service is available for booking through the conference registration system.
If you have ordered and paid for the printing of your poster you must upload the pdf file by the 10th of August. The organisers will inspect your poster file and let you know if it has any issues affecting its printing. You will have until the 15th of August upload an amended file. On the 15th of August all posters for which payment has been received for their printing will be sent to be printed.
The material uploaded on the conference platform will be accessible to participants just before, during the conference and for 3 months after the last day of the conference.
At the Conference – Online Poster Presentations
If you ordered your poster to be printed the organisers will mount it on the poster board at its allocated position.
If you did not order the printing of your poster, we will put a QR code at the designated spot for your poster linked to the material you upload on the conference platform.
Interaction between participants and presenters of on-line posters presentations will take place through the “Join the Discussion” function available for each poster in the conference platform. All participants will be able to comment or leave messages to the presenter through this field, and each presenter will be able to respond to these comments if they choose to do so.
4. Guidelines for Uploading Backup Videos
Videos are required from all online oral presenters (presentation backup video) and all online poster presenters (short presentation video).
To submit your video file please Log in to our submission system at www.easyacademia.org/ehps2026 and select the submission for which you want to submit your video.
When uploading, please ensure that the role selected next to your name (top right corner) is set to Author and not Attendee.
Click on “upload presentation”. In the next screen, please upload the video following the parameters below:
Videos should be in mp4 format in 1280 x 720p resolution or less.
File size upload limit: 100MB
Maximum duration of videos should be:
(1) Oral presentations: 12 minutes
(1) Short Oral presentations: 7 min
(1) Poster presentations: 3 minutes
Videos not following the provided parameters in the guidelines will not be accepted.
Please remember that each submission is accessible by the person who originally submitted it.
5. Guidelines for Uploading Files
File uploads are required from all poster presenters.
To submit your file (poster) please Log in to our submission system www.easyacademia.org/ehps2026 and select the submission for which you want to submit your document.
When uploading, please ensure that the role selected next to your name (top right corner) is set to Author and not Attendee.
Click on “upload presentation”. On the next screen, please upload your file in pdf format. Posters should be a single page/slide in A0 (portrait) size.
Please remember that each submission is accessible by the person who originally submitted it.
6. Pre-recording your Online Oral or Online Poster Presentation
Instructions on how to record your talk (including voice over):
Zoom:
Please click here for further instructions and information on recording your presentation through Zoom.
PowerPoint:
Then export your video including narrations following this guide
On export select HD (720p) as video quality
Deadline for video/poster uploading 18th of August 2026