Guidelines for Authors

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Preparing your oral presentation

Each presenter is allocated a 15-minute slot, which includes a change of speaker and a Q&A at the end of the presentation. We therefore expect that your presentation does not exceed 12 minutes.

Presentations should be prepared in 16:9 (widescreen) full HD (1920×1080 pixels) format for optimal display on the session screens.

We recommend using PowerPoint, which is the software available in all session rooms (save as “.ppt” or “.pptx” format). Display of Adobe Acrobat “.pdf” files is also supported, but without the possibility to edit them. Apple Keynote is not supported.

If using video content, ensure that movie files are either embedded or provided separately on the same data medium. Preferred formats for embedded videos are “.mp4” and “.wmv”. Other formats may require conversion, which could take additional time. DVD movie formats are not supported.

Use Latin-based fonts in your presentation. If special fonts are required, embed them in the presentation: (File → Save As → Tools → Save Options → Check “Embed TrueType Fonts” → Select “Embed all characters”). For mathematical symbols, use Unicode or DOS: Western Europe symbols.

Naming convention: to enable easy uploading of your presentation, please use your abstract ID (you can find it in the email of oral acceptance that your received from abstractLPS@esa.int) + your last name (e.g. 1056_Mustermann.ppt).

Uploading your presentation

All presentations must be uploaded from the speaker-ready area (X5, close to the poster and registration area), possibly the day before the session.

Personal computers and other external devices are not permitted for presentations. All session rooms are equipped with computers.

Files cannot be uploaded from the session room directly.

The preferred storage medium to transfer a file is a USB memory stick or external disk. All necessary files for your presentation, including videos, must be stored together with the presentation. Naming convention remains the same as for single (“.ppt”, “.pptx”, “.pdf”) files.

In the speakers’ ready area, you will have the possibility to check your presentation and verify if changes are needed (if your file is large or requires conversion, allow extra time to upload it).

A technician in the speakers’ ready area will help you check the file and upload it to the right location. As well as naming your file as explained in the previous paragraph, be ready to tell the technician the time and room of your scheduled presentation (check the online programme at https://lps25.esa.int/programme/).

If you have multiple presentations, you can upload them all at once, they will be sent to the respective rooms at the appropriate time.

Presenting your contribution

Ensure you have uploaded your presentation in the speaker-ready area (previous paragraph), as no file upload is possible in the session room.

Note also that private laptops/computers are not allowed on stage.

Please arrive at the session room at least 20 minutes before the start of the session and present yourself to the session chairs.

When you are called to the lectern to present, use the laptop on the lectern to launch your presentation (and close the previous presentation if still open).

The PPT will be shown to you in presentation mode.

Please respect the total 15 minutes allocated for your talk (12 minutes presentation plus 3 minutes additional minutes max for Q&A and change of speaker).

The session chairs will alert you if you exceed your time limit.

Please also note: proceedings will not be released; however, we plan to publish your presentation on the symposium website after the event. You will receive an email requesting your authorisation to publish your contribution.

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Preparing your poster presentation

Your poster will be shown on the day of the relevant session in the poster area. Each poster is allocated a specific poster board of maximum dimensions: width: 120 cm | height: 150 cm.

Posters must be printed and brought to the venue by the presenter. Printing facilities are not available on-site.

Posters must not be laminated or printed on rigid materials that cannot be affixed easily (with push pins).

We recommend structuring your poster with the following information:

• Title – please use the same title as your submitted abstract
• Author(s) & Affiliation(s) – list the names and institutions of all contributing authors
• Introduction – provide context and objectives of your research
• Methods – describe the approach and methodology used
• Results – present key findings using charts, graphs or images where applicable
• Conclusions – summarise the significance and implications of your work
• References & Acknowledgments – Cite key sources and acknowledge funding/support

Mounting your poster

The list of posters displayed on a specific day and their assignment to poster boards will be published each day in the poster area (on poster boards K20 and L01). Each poster board has a unique code, indicating the area and the board number (e.g. B27 is a poster in area B, board nr 27).

Volunteers will help you find your poster board if you need assistance.

The official poster sessions are organised on the same day as the associated oral session: Monday to Thursday from 17:45 to 19:00 and Friday from 13:00 to 14:15, except for:

• A.02.03 EO for Agriculture Under Pressure (all on display Monday)
• F.03.01 Commercial EO missions data for marine and land applications ((all on display Thursday)
• A.02.04 Advances in Monitoring and Management of Forest Ecosystems (all on display Friday)

During the poster sessions, authors are expected to be in front of their poster to discuss their work and answer questions. If a presenter is unable to attend, a co-author may present on their behalf.

Posters can be mounted on the day of display upon the author’s arrival and must be removed at the end of the day to allow space for the next group. Any posters left behind may be disposed of.

Mounting materials (push pins) will be available on-site.