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Guidelines for oral presentation

Before the conference

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Authors are strongly encouraged to upload their presentation through the Indico system as PowerPoint or PDF files prior to the conference, to serve as a precautionary back-up.

 

How to upload your presentation in Indico:

  • Log in to your Indico account

  • Go to ‘Call for abstract’

  • Below ‘My abstracts’, click on the title of your abstract

  • At the top click on ‘Go to contribution’

  • Next to ‘Presentation materials’, click on the little pencil to add your presentation

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On conference day

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The oral sessions are scheduled in three time blocks per day. Unless otherwise instructed, each oral presentation is expected to be no longer than 15 minutes. The time assigned for each contribution includes 12 minutes of presentation and 3 minutes Q&A. Oral presentations will not be recorded.​

 

It will not be possible to use a personal laptop. Authors are kindly requested to upload their presentations to the laptop in the room where their session will take place using a USB flash drive and at least 15 minutes before the session begins. We ask all presenters to check the functionality of their presentation in advance, especially when using media files or uncommon fonts. A lecture room assistant will be available for any help. Please inform staff members about the name of the presenting author in case this has changed since the programme was published.

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Lecture room equipment

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  • Video projector (16:9);

  • PC for presenting (with USB flash drive);

  • Bluetooth presenter to switch slides incl. laser pointer;

  • Microphones.

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Presentation sharing after the conference

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If you agreed upon abstract submission, abstracts and contributions can be used for publication on the Belgian Climate Centre website and social media. To enable this open access publication, your presentation will be distributed under the Creative Commons Attribution 4.0 International (CC BY 4.0) license.

 

Please make sure that the latest version of your presentation is uploaded by 20 March 2026. This will give everyone the chance to revisit the contributions.

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Guidelines for poster presentation

Poster display and attendance time

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Poster presentations are organised in one poster session per conference day. The posters can be put up and displayed during registration and before the start of the conference day. Authors are expected to be by their poster for presentation during the attendance timeslot (13:15-14:00).

 

The posters must be taken down at the end of the conference day by 17:00. Any posters remaining during the clean-up will be removed and disposed of by the conference staff. 

 

Please check the final programme for the latest updates on poster display and attendance date and time.

 

Poster boards

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  • Poster boards are in portrait A0 format, and authors can make use of the full dimensions of 841 mm width × 1189 mm height.

  • Velcro is used for attaching the poster to the poster board. These are available on the poster board. In case of missing Velcro, please consult our staff at the registration desk.

  • Conference assistants in the poster area may assist authors in putting up or taking down their posters.

  • The number of your poster board corresponds to the ID of your poster abstract.

  • If you agreed upon registration, your poster will be considered for the poster award contest.

 

Poster preparation

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  • Place the title of your abstract clearly at the top of the poster to allow viewers to easily identify your contribution. Indicate the authors' names and contact details to allow interested viewers to contact you for more information.

  • Prepare all diagrams or charts neatly and legibly beforehand, in a size sufficient to be read at a distance of 1.5–2.0 m. We recommend using a minimum font size of 16pt.

  • Organize the poster clearly, orderly, and self-explanatory. The poster must cover the same content as the abstract. Label different elements as 1, 2, 3, or A, B, C. This will make it easier for a viewer to follow your display.

  • Include the background of your research followed by results and conclusions. The success of a poster presentation is contingent on how well you convey the information to an interested audience.

  • Please ensure and verify with the programme that the correct author is assigned as presenting author for the abstract.

 

Poster upload and sharing after the conference

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If you agreed upon abstract submission, abstracts and contributions can be used for publication on the Belgian Climate Centre website and social media. To enable this open access publication, your poster will be distributed under the Creative Commons Attribution 4.0 International (CC BY 4.0) license.

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After the conference, we will still allow presenters to upload their poster. Please make sure that the latest version of your poster is uploaded by 20 March 2026. This will give everyone the chance to revisit the contributions.

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How to upload your poster in Indico:

  • Log in to your Indico account

  • Go to ‘Call for abstract’

  • Below ‘My abstracts’, click on the title of your abstract

  • At the top click on ‘Go to contribution’

  • Next to ‘Presentation materials’, click on the little pencil to add your poster

 

Poster no-shows

 

Inclusion of your abstract in the conference programme obliges you or one of your co-authors to present your contribution at the time and in the manner indicated. If you already know that your poster will not be presented, you are asked to withdraw your abstract as soon as possible and not later than 1 March 2026.

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