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PHYTOTMED 2027
KL · Malaysia
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Presenters Instructions

Home Presenters Instructions

IN-PERSON:

  • All the speakers are requested to check in at the registration desk before the start of the session in which they are scheduled to speak
  • Speakers should strictly adhere to their allotted time as mentioned in the program
  • Speakers are requested to take questions from the audience after their talk
  • Please make sure to leave enough time to have at least 2 questions
  • The session chair will keep track of the presentation time, speakers are requested to follow the chair’s instructions
  • The presentation should be in landscape orientation with a screen ratio of 16:9
  • If there are videos in the presentation, please make sure to check them before the start of your session
  • The final PowerPoint presentation should be uploaded to the presentation submission portal
  • Speakers should also bring their presentation in an external device as a back-up
  • All the speakers will only be allowed to use the organizer’s laptop to deliver their talk

ONLINE:

  • All the speakers are requested to join the meeting at least 45 minutes before their scheduled presentation time
  • Please use the Zoom application instead of Zoom web, make sure that you have the latest version of the Zoom application
  • Please create a Zoom account ahead of time, and use your full name in the profile when you join the meeting
  • Please ensure that you have a stable internet connection
  • Test the microphone and speaker of your device ahead of your presentation
  • Speakers are not allowed to use mobile phones to deliver their talk
  • All the speakers should share their screens while presenting
  • Make sure that there are no background voices at the time of the presentation
  • Avoid joining the meeting from multiple devices in the same room
  • Speakers should strictly adhere to their allotted time as mentioned in the program
  • Please make sure to leave enough time to have at least 2 questions
  • The session chair will keep track of the presentation time, speakers are requested to follow the chair’s instructions
  • The presentation should be in landscape orientation with a screen ratio of 16:9
  • If there are videos in the presentation, please make sure to check the voice sharing option while sharing the screen
  • The final PowerPoint presentation should be uploaded to the presentation submission portal

HOW TO PARTICIPATE IN A ZOOM MEETING?

If you have trouble logging in to Zoom or have any technical issues, please write us at chair@phytotmed.com

JOINING THE MEETING

Join the meeting by clicking on the Zoom link provided to you in the email => follow the prompts to download and run the Zoom application => enter the meeting ID if prompted => click to join the audio. When you are in the meeting, click on the Start Video button to start your video. If you already have Zoom software installed, simply open Zoom, click ‘join’ and enter the meeting code.

MUTE/UNMUTE & AUDIO SETTINGS

You can mute and unmute your microphone. The host also can mute you. We recommend using a headset and/or microphone as it will lead to better sound quality than using your computer audio. Turn off all sound notifications on your device.

SCREEN SHARE

You will be allowed to share your screen during your presentation. Your computer screen will become visible to all the participants once you start sharing your screen. Please close other applications on your computer so that notifications do not appear during your presentation and have ready any files you wish to share. You are recommended to share the specific PowerPoint and not your desktop.

ATTENDEES

We are anticipating over 100 attendees who will come from a range of professional backgrounds with a varied level of knowledge and expertise in technical and scientific aspects across the subject area. Attendees can register and join the forum at any time before and during the forum.

Q&A - CHAT FUNCTION

The delegate participants will drop their questions in the chat panel and the moderator/chair of the program will pick the questions.

RECORDING

The session will be recorded for educational purposes and some for the video library. Most of the speakers have already consented to record their presentation but please inform us otherwise.

For Speakers

  • Keep the number of slides to a minimum and follow the assigned presentation slots. Please stop when signaled to do so by the Chair.
  • Users of Windows/PC should assure compatibility of their presentation with the MAC system used at the lectern.
  • Personal laptops should not be used unless under unavoidable conditions.
  • No videos will be recorded.
  • Question periods, thanks and acknowledgement of the speakers will take place during the session or after completion of the session, so please stay until the session ends.

Basic presentation requirements

  • Presentation format: PPT.doc or PPT.docx.
  • MAC-compatible presentation.
  • Please take steps to compress any videos.
  • Each slide should be concise, uncluttered and readable from a distance; include only key words and phrases for visual reinforcement. Avoid lengthy text.

AV Set up

  • Basic AV setup will be provided: laser pointer, cordless mike, desktop mike, basic sound system.
  • If you have any audio/video to be played, they should be checked in with the AV team 24 hours before your presentation.
  • Upload your presentation at least 3 days before traveling to the conference venue.

Go to the presentation upload site and upload your presentation slides.

  • Use the email address you provided when submitting your abstract. Once logged in, follow the instructions on the screen.
  • You can also email the presentation to the designated conference email ID.
  • All presentations will be downloaded to your session room on the day of your presentation.
  • The presentations will be loaded prior to your session with the name "first name_last name and date / session".

OR upload your presentation at the registration desk:

  • It is recommended to upload your presentation 3 days before the conference start date. If you are unable to send it, you can always upload your presentation (save the presentation on a USB Flash drive) at the lectern during the break preceding your scheduled presentation. The USB Flash drive will be scanned before transferring the presentation to the presentation folder.
  • Once you have completed your presentation it will be permanently removed. (Optionally it may be selected for the presentation library maintained by Yuktan.)

Considerations for PC Users [create on PC then move to Mac]

  • Appropriate extension usage: use .PPTX, .PPSX if saving from PowerPoint 2007/2008/2010/2011 format or use .PPT or .PPS if saving to an earlier-version format or saving from an earlier version.
  • Copy the media file to the folder where the PowerPoint file is, and only then insert it; otherwise links to most media files will break.
  • AVI or MPEG are better choice files for videos or sounds; don't use WMV (Windows Media Player).
  • Usage of fonts: Arial, Times New Roman, Courier and Symbol are best presented on MACS.
  • Don't squeeze your text into placeholders: Text rendering on PC vs MAC (font substitution) can cause your squeezed text to get cut off by text boxes.

The poster session gives an opportunity to interact with senior faculty and share your ideas and get the suggestions in return which make this session an interactive and encouraging bit for the young researchers.

Guaranteed dimensions: A0 (841 × 1189 mm)

Note:

The poster boards or the area designed for the sessions limits the dimension of the posters to the mentioned numbers.

Meticulous checking is required in all posters for typographic and grammatical mistakes and image (usage of color) quality

  • The poster can be presented as PPT with not more than 5 slides or single-page poster in PDF format.
  • The presentation should be in landscape orientation with a screen ratio of 16:9.
  • The Presentation must be in the PPT, or PDF format.
  • Avoid overlapping, animated objects, or serial animations.
  • Font type - Times New Roman or Arial.
  • The font size should be 14pt or bigger.

ESSENTIAL INFORMATION TO INCLUDE ON E-POSTER:

  • Poster should be written ONLY in English language.
  • Title of the E-Poster (should be brief and match with the submitted abstract).
  • Names and affiliations of all authors (each author to be marked with superscript Arabic number (such as 1, 2) with their corresponding institute affiliation and their addresses.
  • The logo of the affiliated institution/university should be placed on the upper left-hand corner.
  • Arial font should be used throughout the poster with such clarity that it could be read from 1.5 meters distance. The title and subheadings should be written in bold. Italics should be avoided as it would be harder to read from a distance.
  • Please be considerate when using colors for the presentation, keep only 2-3 colors as this would be a formal scientific poster presentation. Please select background colors that contrast well with the font to allow easier reading of your text. Avoid background with bright or dark color and full of texture as this will distract readers.
  • Graphs and tables should be well organized, and the font used should be of a size that is easy to read.

Official Language

The official language of the conference is English. Translation and interpreting services will not be available.

Dress Code

We encourage participants to dress comfortably in business casual attire. Meeting room temperatures may vary, so wear layered clothing to ensure your personal comfort.

Special Instructions

Please arrive at the conference room at least 30 minutes before your session begins. There may be changes to the conference program, for which participants will be notified in a timely manner. There is free Wi-Fi in the conference room. Electrical outlets will not be available for use due to safety reasons. As a courtesy to speakers and other participants, mobile phones must be turned silent before entering the sessions. The event will be photographed. If you are taking photos, please turn off your flash. The distribution of advertising messages in any form is strictly prohibited, except for exhibitors/sponsors.