The Organizing Committees of EADV PARIS 2008 will do their utmost to help authors for their presentations and to facilitate their arrival and stay at the congress. Please take a few minutes of your time to read the following which will present you the on-site organization of the Meeting for the smooth running of the sessions.

A Scientific Secretariat will be installed in the Palais des Congrès (Paris Convention Center). Its role is to manage the following:

General schedule of the sessions
Reservation and planning of last minutes small meetings (board meetings, working parties, editorial committees, etc…)
Reception of last minute texts or new text versions for the oral presentation prepared for simultaneous interpretation if any.
Loan extra material needed for setting up the posters
Request for special audio-visual material in the meeting rooms
Make appointments with those responsible for the scientific organization.

The Secretariat will be located in the Room 241, level 2.

1/ ORAL PRESENTATION INSTRUCTIONS:

(INVITED SPEAKERS, FREE PAPERS AND SHORT POSTER PRESENTATION-DISCUSSIONS)

In order to match with the most recent technology, EACH ROOM will be equipped with a SINGLE Video-projector (LCD for computer assisted presentations, ie. PowerPoint).

For the general organization, after having pick-up his badge at the Welcome desk, each speaker should go to the PRE-VIEW ROOM, located on level 2, Room 241.
This room will be open at the following times :

TUESDAY 16 SEPTEMBER 2008 from 15:00 to 18:30
(for SUB SPECIALITY MEETINGS SPEAKERS ONLY)
WEDNESDAY 17 SEPTEMBRE from 7:00 to 18:30
THURSDAY 18 SEPTEMBRE from 7:00 to 18:30
FRIDAY 19 SEPTEMBRE from 7:00 to18:30
SATURDAY 20 SEPTEMBRE from 7:00 to 16:30

All presentations must be in English.

Each speaker should also verify in the final program that the name of the room and the time of his session have not changed.

Speakers should be in the conference room 15 minutes before the beginning of his session and meet with the Chairperson. Please, follow strictly the instructions of the Chair, especially with regard to the time allotted to the speech: please do not go over the time limit. Remember to speak directly into the microphone at a suitable speed for everybody and think of the interpreters (for Plenary Sessions being translated)! You will find a laser pointer on the lectern to help you pointing out your slides if necessary. Please do not leave with it!

Qualified personnel will act as liaison between speakers and projectionists : speakers will not have access to the projection rooms, therefore speakers must go to the PRE-VIEW ROOM to hand in their computer assisted presentations that will be handed over to the projection room on time through the internal IT network system of the Convention Center.

The speaker is entirely responsible for the order, the loading and the pre-projection of his computer assisted presentation, using the equipment made available by the organizers.

Don’t forget:

Please meet with your chair before the session to make sure everything is in order.
Respect your time of presentation and do not go over the time limit.

NOTE: Some sessions will be recorded.

For your Computer Assisted Presentation (Power-Point style): (Pre-view in room 241)

To avoid delays caused by switching computers at the platform, booting-up computers and potential compatibility problems, the Organizing Committee has made available to speakers the new standard A/V system used in the convention sector. There will be a master computer in each meeting room and to ensure smooth transition between speakers and appropriate audiovisual technical support, the Organizers request that speakers do not plan on connecting their laptop to the LCD projector(Barco type), nor even bring their own LCDs. Every speaker has to go to the Pre-View room beforehand to bring its PowerPoint presentations.

Format - Presentation:

ONLY presentations for PC’s (Windows 2000/XP/Vista configurations) will be accepted, (no MAC, no UNYX). Please prepare your presentation using Power Point UP TO Version 2007 patched with latest “Service Pack”. If you have pictures, they must be under the following format: jpg, .gif, .tif, or .bmp (format .pict prohibited). If you have video files attached to your power point presentation, they must be in the following format: .mpg, .mpeg, .avi or DIVX3. The format .mov (quicktime) is NOT accepted. If you have such files, please export them in .avi format. The new compressed format DIVX 4 and over cannot be accepted.

And do not forget, when saving your final presentation to USB stick, to make sure to include your video files if any and all links to these multimedia files!

If you plan to create your presentation using Microsoft PowerPoint on Apple computers, be sure to check every slides of your presentation on a PC (Microsoft Windows based computer). When saving the presentation, Mac users must add behind the file name, the ‘.ppt’ extension (Mac PowerPoint 2004) or ‘.pptx’ extension (Mac PowerPoint 2008).

The presentation file size should NOT EXCEED 100 MB (megabytes), including all linked files.

Depositing of file:

Your computer file must be handed over to the personnel of the PRE-VIEW ROOM, on USB key, as far in advance as possible and TWO hours BEFORE the beginning of each session AT THE LATEST. (The presentation for an early morning session should be handed over in the evening before).
In the PRE-VIEW ROOM, you will be assisted by a technician who will help you to download your presentation to the internal network. You will also be able to review your presentation and to verify that it has been transferred correctly to the network.

In the Meeting room:

Your presentation will be sent directly to the room through the internal computer network of the Palais des Congrès. Your name will appear on the screen of the computer positioned on the lectern. You will just have to click on it for your presentation to start. If you don’t feel comfortable with this, please ask the hostess or host in the meeting room to point out your presentation on the screen a few seconds before your turn and to assist you. The PC on the lectern is programmed with 1024x768 pixels and is linked to a video-projector (Barco type for Amphi-theaters) as explained before.
Once the presentation is launched, you, the speaker, will control the program. Clicking on the mouse or on the keyboard arrow’s, your computer assisted slides will go on as usual.
Please, do NOT come at the last minute with your own lap-top in the meeting room: you will NOT be able to connect it. Go to the PRE-VIEW ROOM beforehand. If you are delayed, we will inform the chair of your session who will postpone your speech of a few minutes if necessary.

Confidentiality:

There is nothing to get back after your session but we would like to inform authors that their files will be automatically deleted from our system AT THE END OF THE CONGRESS unless otherwise instructed or indicated in the programme.

Responsibility:

The organizers will not be responsible for a defective display of your presentation if one or more recommendations listed in these guidelines have not been followed.

2/ POSTER PRESENTATION INSTRUCTIONS:

Instructions for presentation:

The usable surface of the panel where you will have to fix your poster is 90 cm in width and 200 cm in height.
This panel is covered with white Veltonyl material: you can fix your poster with double-sided tape ONLY. The self-adhesive stickers will not work. The Organizers will have double sided tape at your disposal in the POSTER WELCOME DESK, within the Poster area.

Installation and removal of posters:

Upon arrival, after having collected your badge from the Congress Welcome desk, please report to the POSTER WELCOME DESK, where you will be provided with the instructions as to the exact location of your poster.

There will be only 1 POSTER SESSION: Your poster will therefore be exhibited for the whole duration of the congress.

The posters MUST be installed on
Wednesday, September 17, 2008 from 2:00pm to 7:00pm and on Thursday, September 18, 2008 from 7:00am to 8:30am AT THE LATEST

Poster should be removed on Saturday, September 20, 2008 in the afternoon from 3:00pm to 4:00pm.
(Important: posters dismantling was previously scheduled from 4:30pm to 8:00pm).
Thank you for your attention.

The organizers are not responsible for loss or damage to those posters which are not removed by authors within the times of dismantling as indicated above. Posters not removed by their authors at the stated time, will be automatically destroyed.

3/ CHAIRPERSONS:

Upon arrival, please verify in the final program that your session room and time have not changed and please, be in your room at least 15 minutes before the beginning of your session. You may go any time to the PRE-VIEW ROOM or SECRETARIAT (Room 241, LEVEL 2) if you want to check something or ask for assistance.

Should you require special assistance and/or last minute material, please ask the hostess at the entrance of your meeting room who will liaise with the logistic organization.

Please make sure during your session that the speaker does not go over his time limit. Chairpersons should be particularly rigorous with the first speaker. If you let him/her speak longer than allowed, then it will be extremely difficult – not to say impossible – to control the other speakers, who will insist on being treated like the first speaker.

If a presentation cannot be given, lead a discussion until the time for the following presentation so that the session can remain on schedule. This time could also be used to start a debate.

We would like to remind you that some sessions are being translated. Make sure that the presentation and discussions are delivered at a speed the interpreters can follow.

In the other sessions, make sure also that each person who would like to participate in the discussion does so, by speaking into the microphone and one at a time, stating his name, institution and country. Microphones are standing and numbered in the rooms rows. People have to go to the microphones for their questions.