Society for

Tropical Ecology [gtö]

#ECTE2026

Information for presenters

Guidelines for presenters and session chairs

Oral presentations

Duration: Oral presentations have 15-minute time slots, with 12 minutes dedicated to the presentation and 3 minutes for discussion. Please be respectful of your fellow presenters and their allocated time by staying within the time allowed and complying with the session chairs if they ask you to wrap up.

Room equipment: The conference rooms are equipped with a projector, a pointer, a microphone and a laptop running Windows 11 (only Windows), Microsoft Office 365, Version 2502. Technical assistance will be available in each room. You may use presentations in PowerPoint or PDF format. Please check that your presentation displays graphics properly on a Windows machine before arriving to the conference. We recommend limiting the use of animations and employing common Windows fonts and symbols for text and equations.

Naming your presentation: Use the following format for your presentation file: SessionNumber_TalkID_LastNamePresenter (e.g. S3_ID07_Smith.ppt). Session numbers and talk IDs were communicated by email. You also find session number, talk ID and conference room in the detailed scientific programme that is available on the conference website.

Uploading your presentation: Bring your presentation on a USB-A stick and upload it onto the laptop provided in the respective conference room. Please do this latest during the coffee break before your session starts.

Coordination with session chair: Please arrive at your conference room at least 10 minutes before the scheduled start of the session. This will provide sufficient time for you to meet your session chair and to familiarise yourself with the technical equipment in the room.

Posters

Poster size: The size of the poster should be A0: 84.1cm (width) x 118.9cm (length). The posters must be displayed in ‘Portrait’ format (NOT landscape) (see picture below).

Setting up and dismantling: The poster boards are located in Rooms 033 and 034 (ground floor, conference building). Please put up your poster on Monday, 23 February, between 17:00 and 19:00h, or Tuesday, 24 February, between 08:30 and 13:00h. Posters should remain on display until Thursday, 26 February, 16:00h. Posters that have not been removed by Thursday evening will be disposed of.

Locating your poster board: Your poster board is labelled with your poster ID that was communicated by email. You will also find your poster ID in the detailed scientific programme available on the conference website. Please do not remove the label when putting up your poster.

Mounting your poster: We will supply pins to attach the posters to the boards.

Attending your poster: Authors are expected to attend their poster for the duration the poster session (Tuesday, 24 February, 16:30 – 18:00h). Please note that during the poster session the poster boards will be arranged in the main hall of the conference building. Thereafter, posters will be on display in Rooms 033 and 034 throughout remaining time of the conference.

Design: Please ensure that your poster is created in a professional manner and is visually appealing, this means using a font size that can be read from an arm’s length from the poster. It is best if your poster is printed on paper.

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Session Chairs

Time keeping: Oral presentations have 15-minute time slots, with 12 minutes dedicated to the presentation and 3 minutes for discussion. Session chairs are responsible for timekeeping and should make use of the timecards available in each conference room. The 2-minutes card (in yellow colour) is to be shown 10 minutes after the start of the time slot indicating that the presenter has 2 more minutes to present). The card in red colour is to be shown 12 minutes after the start of the time slot indicating that the allocated time for the presentation has elapsed. It is important to start talks at the correct time to be fair to all speakers and to enable people to change between sessions.

Facilitation: At least one session (co-)chair needs to be present during the session for time keeping and moderation. As a session (co-)chair, please arrive at your conference room at least 10 minutes before the scheduled start of the session. This will provide sufficient time for you to meet your presenters and to familiarise yourself with the technical equipment. Technical assistance will be available in each room.