General Guidelines

• Check your responsibilities at the congress/conference. Colleagues or the organizers may have assigned you as a chair or discussant, but their e-mail notification or mentioning of the task in passing may have escaped your attention. Use the present program, to search for your name and to increase awareness and ensure fulfillment of your tasks at the congress/conference.
• If you need assistance or instructions, ask the organizing team assistants present in the room. Look out for a person with a pinkish t-shirt with the congress logo on it.
• Adhere to your presentation time. Begin and end on time to respect the audience and the next presenter.
• Present in the language of your title and abstract. Participants expect presentations in English if the abstract is in English. Note that many German-speaking participants understand English, but fewer English-speaking participants understand German.
• Please consider the environment and save energy: If a longer break follows or at the end of the day, please shut down the computer, the projector, and turn off the light. You may do this in your role as a speaker, as a chair, or simply as the obviously last person leaving a room before the break.
• Please note that we do not serve water in the session rooms. As a presenter, chair, or discussant, bring our own water with you (if you need it).
  
  

Research Talks / Contributions to Symposia

• Use Office365 for your PowerPoint presentations.
• Arrive in the room 15 minutes before the session starts (e.g., be there by 13:45 if the session starts at 14:00, even if your own talk in this symposium starts somewhat later, e.g., at 14:45).
• Upload your presentation to the room's computer. Team assistants are available to help.
• Optionally, send your presentation to dgps2024@univie.ac.at in advance – please use “presentation” in the subject line, including your name, date, time, and room (e.g., “presentation N. Fullkrug, 09/19/2024, 9:30-11:00, AudiMax”). Even if you send your presentation in advance, best to also bring a copy of your talk to the presentation.
• Follow the timing: 12 minutes for the presentation and 3 minutes for discussion. (In case of contributions to member-organized symposia, this is only recommended, see below. In member-organized symposia, the chairs/organizers may ask (single or several) contributors to present for longer or shorter than the recommended duration.)
• Your talk will not necessarily be announced by the chair. Thus, be prepared to introduce yourself and your title/topic.
• Stick to the language of your abstract; attendees select presentations based on this.                        
• Monitor your presentation time, but chairs will signal you at 5, 2, and 1 minute remaining.
• Repeat audience questions briefly for the online audience if there's no handheld
• microphone.
• For digital presenters: Ask for the co-host assignment if the technician/helper in the room should forget about it or if you are unknown as a digital presenter to them (e.g. because you contribute to a hybrid symposium and it is not specified in your abstract who of you contributes digitally and who of you is there in person).
• As a digital presenter, use session’s Q&A in the Congress App to contact the helpers in advance of the session if you experience difficulties entering your zoom session. Ideally, you also send a telephone number (e.g. to dgps2024@univie.ac.at) in advance of the congress, right now when you read this, so we can try to call you when we experience difficulties spotting you in the zoom session to which you contribute. (Calling you via smartphone may not work though if you are abroad, due to applying tariff restrictions of the smartphones used by us; session Q&A in the app seems the safer fallback option.)
  
  

Poster Sessions

• Use portrait format (German “Hochformat” - 84.1 cm x 118.9 cm / DIN A0).
• A number has been added to the title of your poster. Use this number to find your poster board. The poster boards are numbered. If, for example, “#22” has been added to the title of your poster, find the poster board with the number #22 on it, and mount your poster there.
• Be on time. Be there some time in advance and be at your poster for the time of the session.
• Use only the provided materials to mount your posters.
• Remove your poster after the session and consider reusing it.
• Consider the environment. Use QR codes as links on your posters instead of classical handouts.
  
  

Chairs

• Importantly, search for your name in the program and check if you have any chairing or discussant responsibilities. It is easy to miss these chairing or discussant responsibilities, for instance, because a mail informing you about the responsibility was filtered out as spam or was sent to you a long time ago, without exact time and date (during planning of a submission by a colleague or some such). Please ensure your awareness of and fulfillment of your chairing and discussant assignments.
• Arrive 15 minutes before the session starts (e.g., if the session starts at 14:00, be there by 13:45).
• Remind speakers to adhere to the language of their abstracts.
• Be prepared for digital contributions in hybrid sessions.
• Allocate 15 minutes per Research Talk (12 minutes presentation, 3 minutes discussion).
• Maintain the 15-minute presentation schedule, even if fewer talks are scheduled. This allows participants to switch rooms between talks. We recommend to stick to the 15-min presentation time grid for single contributions in member-organized symposia, too.
• Signal presenters at 5, 2, and 1 minute remaining by holding up 5, 2, or 1 fingers, ~5 min prior to end of presentation proper (= 7 min following presentation start), ~2 min prior to end (= 10 min after start), and ~1 min (= 11 min after start). Announce this to the speakers.                                          
• You do not have to announce the next talk’s title and/or speaker. Speakers can introduce their title and topic themselves.
• Ensure presentations and discussions end on time.
• If a talk ends early, wait for the next scheduled start time.
• Do not rearrange the presentation order; adhere to the program schedule.
• Pick up questions from the audience.
• During your own presentation ask a colleague to keep time.
• If there are no questions from the audience, it is not your task to produce questions.
  
  

Symposia

• We recommend that you follow the 15-minute format for each contribution to allow room changes between talks. Consult your symposium organizers/chairs if in doubt.
• As an organizer/chair of a symposium, please also chair any Research Talk that does not belong to your symposium but that has been allotted to the same session. However, as an organizer/chair of a symposium, you are free to formally declare the end/the start of your symposium before/or after a Research Talk that does not belong to your symposium because this Research Talk has not been part of your submission.
• In any case, as an organizer/chair of a symposium, please allow 15 minutes per Research Talk(!) that does not belong to your symposium but that may have been allocated to the same session as your symposium.
• For instance, your symposium may consist of five presentations and has been allotted to a 90-minute session. If a Research Talk is allotted to the same session (e.g., to start following the symposium), as a symposium organizer/chair you may use the first 75 minutes of the whole session time at your discretion, but the final 15 minutes must be reserved for the Research Talk allotted to the same session.
  
  

Demonstrations

• Each demonstration has its own room; use the available time as needed.
  
  

Panel Discussions / Interactive Fora

• Use the microphone when speaking.
  
  

Position Papers

• There won’t be an additional chair, so manage your own presentation time.
• Your talk will not be announced by a chair. Thus, be prepared to introduce yourself and your title/topic.
• Allocate 30 minutes for presentation and 15 minutes for discussion.
• Stick to the language of your abstract.