Presenter / Chair guidelines
Included on this page you will find guidelines created to assist those involved in the ASM 2025 program.
Whether you are an oral presenter, poster presentation or chairperson – below you will find detailed information to help you prepare for your role.
Use the “Jump to section” menu on the right hand side to quickly jump to what is relevant to you and your role.
Oral Presentations
This information is for all oral presentations (excluding workshop presentations). These guidelines include instructions on how to prepare your presentation.
It is important that you read and understand these guidelines while preparing your presentation.
Workshop presenters will be provided with individual briefing documents.
Presentation template
Presentation template
It is recommended that all oral presenters use the official presentation template (see link below) when preparing their presentation.
This template is already in the 16:9 ratio for you.
Note: please do not prepare your presentation in 4:3 ratio – this will not show properly for your presentation.
Note: If you have any disclosures related to your presentation – please ensure that you include a disclosure slide at the start of your presentation.
Note: it is not required to include a “acknowledgement of country” statement in your presentation, this will be performed during the ASM.
Presentation length
Presentation length
Please refer to your confirmation letter for your presentation length.
If you have any questions please contact the ACEM ASM Program Manager Judy Kingston on info@acem2025.com.
Presentation times will be strictly enforced by chairpersons.
PowerPoint files
PowerPoint files
All users of Mac (Apple) hardware need to ensure before they leave home that the files are compatible with PC hardware. It is expected that presenters will use Microsoft.
Other compatible software includes:
- Office programs (Word, PowerPoint, Excel, Access, Outlook)
- Windows media player
- Quick time
- WinZip
- Adobe Acrobat
- Flash Player
Please let us know immediately if you use a Mac (Apple) system.
Movies and sound files
Movies and sound files
If you have movies or sound files in the PowerPoint presentation please embed them and test that they work correctly in presentation mode.
To ensure a complete and effective presentation every time here’s what to do:
- Create a folder for your presentation on your USB to bring with you to the speaker preparation room
- Place or copy every file that is used in the presentation in this folder. This will include all pictures, movies, sounds or any files that are used in the presentation
- Now re-create any links so that they access this presentation folder (insert, movies and sounds, from file). Remember to resave the presentation
- Another advantage of this approach is that you have access to the original files such as video clips etc in the event of PowerPoint problems
Loading your presentation
Loading your presentation
The Speaker preparation room will be located in Front Organisers Office 1 on the ground floor.
All oral presenters are required to check in at the Speaker preparation room at least 3 hours prior to their session commencing.
This is to ensure that your presentation is loaded and working correctly.
All presentations will be networked to the presentation rooms; therefore you need to ensure your presentation is loaded prior to your speaking time.
It will not be possible to use your own laptop or USB for your presentation.
Session information (incl. Q&A and audio visual)
Session information (incl. Q&A and Audio visual)
Your presentation will be given live, in-person.
Questions from the audience will be moderated by the session chairperson via the APP and distributed verbally to speakers.
You are required to be available for the duration of your session and to participate in the live Q&A.
Within your session room there will be the following audio visual items:
- Lectern and microphone
- Foldback monitor to view presenter notes
- Clicker to advance slides
Questions/Polling within presentation
Questions/Polling within presentation
All presentation questions/polling will be via the meeting APP, therefore if you are planning on including questions/polling in your presentation, the below process must be followed.
Please note that the APP polling will be used in places where you may have used functionality such as “slido” previously.
Note that no other live polling program will be supported during the 2025 ASM delivery and we encourage you to use the event APP should you require this function.
- Advise ASM secretariat via email if you are planning to include questions/polling in your presentation
Deadline: as soon as possible but no later than Friday 3 October 2025 - Pre-submit your questions/polling via email (including correct answer if applicable)
Deadline: as soon as possible but no later than Friday 24 October 2025
Questions/polls can be accepted in one of the following three formats:
- Yes/no
- Star rating out of 5
- Multiple choice A to E (with custom answers for each choice)
Questions can be any length however it is strongly recommended they are no longer than 250 characters as this displays best on mobile devices.
Note: you will be able to see the audience responses/answers via the ASM APP.
It is important that you download the APP prior to your session as it will not be possible for the responses/answers to be displayed on the screen.
Speaker preparation room
Speaker preparation room
The Speaker preparation room will be located in Front Organisers Office 1 on the ground floor.
Oral presenters are required to load their presentations in the speaker preparation room well in advance of your presentation (at least 3 hours prior). If you are presenting in the first session of the day, you MUST check in the day prior to your presentation.
Your presentation will be checked, then loaded onto the network and will be instantly available in your designated session room.
The speaker preparation room will be open as follows:
Monday 24 November – 0700 – 1730 hours
Tuesday 25 November – 0700 – 1700 hours
Wednesday 26 November – 0700 – 1700 hours
What to do on the day of presentation
What to do on the day of presentation
Please follow the below checklist to ensure you are ready for your presentation!
- Make sure you have loaded and checked your presentation in the speakers preparation room
- Be in your assigned session room at least 20 minutes prior to your session commencing
- Ensure that you are seated at the front of the room (front row near lectern)
Download Speaker PowerPoint Template
Poster Presentations
This information is for all poster presentations. These guidelines include instructions on how to prepare your poster display.
All posters will be displayed as below:
- Traditional printed format (mandatory)
- Virtual/digital display in APP (optional)
Please note that you are still required to print and bring a physical hard copy of your poster for display even if you have submitted a digital version for best poster consideration.
Poster template
Poster template
It is recommended that all poster presenters use the official presentation template (see link below) when preparing their presentation.
This template is already in the A0 poster size for you.
The A0 poster size is 841 x 1189 mm and must be in portrait style.
Posters that are produced landscape are unable to be accommodated.
Your poster display should be a visual representation of your work.
- Posters should be typed in clear bold print that can be easily read from distances over one metre
- The title should be displayed in block capitals of minimum size 25mm (1″) at the top of the poster
- The title should also display the names of the author(s) and the institution(s) of origin
- Contents should contain the study background, objective(s), methods, results and conclusion(s)
- Illustrations should be professionally drawn
- All contents should be simple and not overburdened with detail – “minimising detail maximises information transfer”
Poster information
Poster information
All presenters are responsible for printing and preparing their posters prior to their arrival at the ASM.
Please note, the ACEM ASM will not be able to print your posters onsite.
Your poster space allocation is A0 size, portrait (1189mm high and 841mm wide – maximum size).
Please note clear identification is absolutely essential.
We recommend bringing Velcro to mount material on the board as poster boards will be Velcro compatible.
You may consider providing handout material relating to your poster or a business card/mobile number to enable follow up and further discussion with delegates.
Best poster nomination and voting
Best poster nomination and voting
All poster presenters for ACEM ASM 2025 have the opportunity to be considered for the Best Poster Award.
To be considered for the Best Poster Award, you will need to submit a PDF version of your poster to be uploaded into the ASM APP as soon as possible but no later than Monday 10 November 1600 hours.
Early submission date of posters is required to ensure that your poster can be uploaded to the ASM app for voting by your peers.
Please note that only posters submitted digitally in PDF can be considered for this award.
Successful poster presenters will be provided with an upload link for their digital posters at time of author notifications.
To be eligible of this award, the presenting author must be registered for and attend the ASM.
Poster display
Poster display
Poster presentations will be displayed for the duration of the ASM.
Posters will be located in the exhibition hall – Hall 1.
Poster listing / board assignment
The poster listing with your assigned poster board number will be released prior to the ASM.
There is no need to display your assigned poster board number on your poster – rather this designates where your poster will be displayed.
Your assigned poster board number will be included in your final program confirmation letter.
Mount/dismount information
Posters are required to be hung by no later than 0800 hours on Monday 24 November 2025. You will have access to the exhibition halls from 0730 hours.
Posters are required to be removed by 1400 hours on Wednesday 26 November 2025. Immediately following the conclusion of lunch
Important: Posters not removed by this time, will be taken down and stored at the registration desk. All posters not collected by 1700 hours on Wednesday 26 November 2025 will be discarded.
Poster presentation times
Poster presentation times
Poster presentations will be available for viewing for the duration of the ASM.
Presenters are required to stand near their work during the morning/afternoon tea and lunch breaks to answer any questions that delegates may have about their work.
Download Poster (A0) Template
Chairperson guidelines
These guidelines are designed to assist you in understanding your role as chairperson within the program.
Whilst not onerous, this role is very important to the professional and timely delivery of the ASM program and in ensuring the quality and relevance of information provided to delegates. Good chairing is a vital component of a successful conference, and we really appreciate your contribution.
What is expected of me as chairperson?
What is expected of me as chairperson?
The chairperson is expected to manage the session, and this includes but is not limited to the following actions:
- Introduce the session
- Introduce the speakers (biographies are not necessary due to time
constraints, full name and presentation title is sufficient) - Facilitate Q&A through the APP
- Ensure the session runs to time and does not exceed the allocated time
- Close the session and thank speakers/audience
Discuss with your co-chairpersons how you will divide the role within the session. For example, one may choose to open session, while others may choose to facilitate Q&A or close the session.
What can I expect on the day?
What can I expect on the day?
The session room will be setup and ready for your session when you arrive.
Chairpersons should sit in the front row and will come up to the lectern to introduce speakers. The chairpersons will manage the session from there.
Speakers in the session should sit in the front row and will come up to the lectern to present/answer questions.
Arrival to your session room
Arrival to your session room
We request that you are present in the session room at least 15 minutes prior to the start of your session. This will allow time for you to liaise with the speakers presenting in your session.
Speakers have also been advised to meet with their session chairs 15 minutes prior to the start of their session.
Chairpersons and speakers should sit in the front row and come up to the lectern to present. Panel seats will be located onstage for speakers to sit during Q&A and panel discussions.
Presentation times
Presentation times
It is extremely important to keep the program to time. Please be aware of the time periods within which speakers have been designated to present. Ensure you check the final Meeting program which can be found on the website or within the Meeting app.
Please provide the speaker with a warning when two minutes are remaining and when time is up. The Meeting Organisers will provide you with coloured flash cards that you can use, and a table bell will also be made available should you wish to use this.
Should one of the presentations in your session be cancelled or the speaker is not present, please adjust the session timings as you see fit – by either starting the next speaker sooner than planned or elongating the Q&A time allocated for speakers, where appropriate.
You can also finish the session earlier than planned if needed, depending on how the rest of the session delivery works out. The priority is to ensure the flow of the session and content is not disrupted for our delegates in the audience.
Chairpersons for morning plenary sessions will be provided with a detailed run sheet for the session, outlining the order of speakers, AV cues and stage directions where necessary. You will also be given biographies for the keynote speakers for you to review and prepare to read out during the introduction.
Chairpersons for all other program sessions are requested to introduce each speaker by their full name, organisation and presentation title only as per the program (biographies are not necessary, due to time constraints). Please check any pronunciation queries before the session begins.
Being prepared to chair
Being prepared to chair
- Chairpersons are requested to sit in the front row of the room.
- Always remember to speak into the microphone to be heard; don’t turn away to look at speakers.
- Introduce yourself at the beginning of the session.
- Please ensure you have downloaded the meeting APP for your session overview.
- Introduce each speaker as per the above instructions and welcome them to the lectern. Please check any pronunciation queries before the session begins.
- During each presentation, make notes of possible questions for each speaker in case the discussion needs prompting or a change in direction.
- Ensure that you stress the importance of sticking to time limits and advise the speakers of warning signals you intend to use to indicate approaching time limits, etc.
- Close the session and thank speakers/audience
- Ensure you have downloaded the Meeting app on your own device so you can facilitate Q&A with the audience.
What if I need help?
What if I need help?
Upon arrival to your session room, you will be briefed by the Meeting Organisers. The session room will be setup and ready when you arrive. There will also be a dedicated ACEM student volunteer who will be able to support you throughout the session, if needed an AV technician will be available in the room to handle any problems that may arise. In the unlikely event of a technical problem, speakers have been requested to continue with their presentations whilst the technician rectifies the problem. It may be necessary for you to prompt the speaker to continue if this should occur.
Rooms will be setup with the following audio-visual equipment:
- Projection screen and data projector
- Microphone attached to the lectern
- Hand-held microphone/s for Q&A
- Foldback monitor for speakers to view presentations and notes while presenting
How will Q&A work?
How will Q&A work?
Each session will have allocated time for Q&A. Questions from the audience will be collected via the Meeting app.
It is IMPORTANT that all chairpersons download the app to effectively manage their assigned session.
- Instructions to download the app will be shared closer to the time.
- Detailed instructions explaining how to use the app to effectively manage the session Q&A will be shared closer to the time
Chairpersons will need to access the app from their own device to assist with their role during the session.
It is the chairperson’s responsibility to ensure that they are checking the app for questions asked. As the session chair, you can moderate the questions and select the ones you believe are most appropriate or representative of the audience’s interests.
The app will show the following information:
- Session information including the title of the session, speaker names, presentation titles and presentation lengths
- Any questions submitted by the audience
The speakers will not be able to see the questions, so please read the questions out and direct to the appropriate speaker.
Housekeeping
Housekeeping
Throughout the day, it may be necessary for housekeeping announcements to be made. These announcements will be provided by the Meeting Organisers either in person or will be left on the lectern prior to the start of the session. We request that these announcements be made to ensure that all delegates are aware of the necessary information. Below are a few reminder announcements that can be made at the appropriate time in the session.
EMERGENCY EVACUATION: If in the event of an emergency, please follow GCEC Security staff outside to a safe assembly point.
PROGRAM UPDATES: Check the app for any program updates or the Meeting Organisers at the registration desk to remind delegates if relevant to an upcoming session.
MEETING ORGANISERS: If you have any questions, please see our Meeting Organisers at the registration desk.
Speaker gifts
Speaker gifts
After the conclusion of the session, please present the speaker gifts to the relevant speakers (offstage).
These gifts will be brought into the room for you before the session by the Meeting Organisers.
Acknowledgement of Country
Acknowledgement of Country
We have included a Welcome to Country, to formally open the ASM during the main Opening Ceremony on Monday 24 November morning. There is no specific requirement for chairs or speakers to deliver individual acknowledgments within each session, unless they feel strongly that they would like to do so.
We have provided an example here, should you wish to use this:
ACEM acknowledges the traditional custodians of the Gold Coast region, the Yugambeh people. We acknowledge and respect their continuing culture and the contribution they make to the life of the city and region.
If you require further assistance or have any questions, please contact the Meeting Organisers.
Thank you for your help in making the ACEM ASM 2025 a success!
Q&A "how to" guide
