The files of the presentations should be uploaded to Indico as early as possible and no later than the day before the presentation.
General Requirements
- Pre-recorded videos of presentations will not be accepted.
- Slides will use the 16:9 aspect ratio.
- Presentations must be uploaded to Indico the day before their scheduled time in order to allow verification and transfer to the conference A/V file server system.
- There will be absolutely no provision for authors to use their personal computers under any circumstances.
- Each Contributed Oral is allocated 12 minutes for presentation (followed by 3 minutes for questions).
- Each Mini-Oral is allocated 3 minutes for presentation (no question time).
- Please note: for all presentation categories, authors are required to prepare a paper for the proceedings.
Once the presentations have been uploaded to the conference server, they can be checked on the conference computers provided in the Speaker Preparation Room (location TBA).
Slides that have been successfully submitted and presented will be published in the web version of the proceedings without further action on the part of the speaker.
If you have any special requirements concerning visual aids, including movies and/or audio, please contact the ICALEPCS'25 Editorial Team in advance of the conference via email to ICALEPCS25@anl.gov or prior to the presentation in the Speaker Preparation Room as soon as possible.
Publication Requirements
The ISAC reserves the right to reject publication of papers in the proceedings which have not been properly presented in the poster sessions. Manuscripts of contributions to the proceedings (or enlargements of them) are not considered as posters and papers presented in this way will not be accepted for publication.
Contributed Oral Requirements
Some specific requirements of Contributed Oral presentations:
- While you may include backup slides in your submitted file for Contributed Oral presentations, JACoW requires that these slides be removed prior to publication in the proceedings. Essentially, you may use backup slides to answer questions, but they will not be published.
Mini-Oral Requirements
The fast-paced mini-oral program necessitates that all slides from a session be compiled into one file for the day-of presentation. Previous experience shows us that loading up individual files will be unnecessarily time-consuming.
This necessitates some requirements on mini-oral presentations.
- No backup slides may be included in mini-oral presentations.
- We must collate all of the slides into one slide deck per session. If possible, please submit your slides in Powerpoint format, and again, in 16:9 slide aspect ratio.
- Because we must collate all the mini-oral slides into a single presentation file, we sincerely ask you to submit your mini-oral slides file as early as possible, and certainly not later than 24 hours prior to your presentation.
Speaker Preparation Room
The location of the Speaker Preparation Room is TBA.
The day before presentations, all speakers are required to check that their slides are working correctly on the computers located in this room that are the same as those used in the auditoria.
Speaker Preparation Room Hours
- TBA
Presentation Equipment and Software
Laptop PCs will be used for displaying presentations. Authors will not be allowed to use their personal computers.
Software pre-installed on the computers for the presentations include MS Power Point, LibreOffice, Firefox, Chrome, and Adobe Acrobat.
Preparation of Presentation Slides
In addition to the presentation source file we require a PDF file for inclusion in the conference proceedings.
In PDF, PowerPoint, and LibreOffice Impress files be sure that all fonts are embedded. No external resources (like linked, not embedded, images) should be used.
Upload of Presentations
Speakers are required to upload their presentation in exactly the same way as their paper contributions.
The files of the presentations should be uploaded to Indico as early as possible and no later than the day before the presentation. Files must be named with the program code followed by “_talk”, for example:
- MOXA999_talk.pptx
- MOXA999_talk.pdf
Documents are then uploaded through the ICALEPCS’25 Indico My Contributions area.
Be sure to select “Slides” in the “Submit files” button under the Editing area of your contribution:
During the Presentation
The session chair assistant will help speakers with their presentations and any minor issues. For technical AV issues in the ballroom, a technician will be on hand to assist.
