EGU23 - Oral presenter guidelines

Oral presentations in scientific sessions

Each oral presentation has a length of 10 minutes. Solicited presentations can be 10, 20, or 30 minutes. Sessions are scheduled in four time blocks per day; one time block is 1 hour and 45 minutes. Sessions can cover multiple time blocks.
The presentation length includes the time for change over and discussion. This allocated presentation time cannot be exceeded.
All sessions are run in a fully hybrid mode, using the lecture room settings for on-site attendees combined with Zoom for virtual participants. This setup will allow both on-site and virtual attendees to follow and present in the session equally.
On-site presenters must give a live presentation, whereas virtual presenters are requested to present live but have the option to submit a pre-recorded talk should they be unable to be present due to time-zone differences, unstable internet connection, or other barriers.
The presentation file must be uploaded at the very latest 24 hours before your session starts.
In order to streamline and improve the efficiency of the sessions, all presentations are run inside the lecture room. On-site presenters will forward their slides themselves, while for virtual presenters the conference assistant in the room will forward their slides. In both cases, the presentation is shared in parallel in the Zoom session to be watched by on-site and virtual attendees equally.
Any oral presentation can be expanded by uploading supplementary materials (previously called display materials), which can also include a much longer pre-recorded video presentation, and by choosing to enable commenting during a 2-month period of interaction (23 March to 31 May). Supplementary materials and presentations can be uploaded by contact and presenting authors who have completed and paid their registration for the conference.
Any participation in a session, whether virtually or on-site, as presenter or attendee, requires a registration for the conference.
For virtual attendance, we strongly recommend downloading and using the Zoom client rather than accessing Zoom through the browser. To ensure sufficient quality, your bandwidth must have a capacity of at least 1 MBit/s upstream and 2 MBit/s downstream.
Please study our Guidance for preparing your supplementary materials & presentation files.
Please follow our Rules and guidance for giving your live presentation.

Presentations in US, GDB, SC, or MAL sessions

All sessions are run in a fully hybrid mode, using the lecture room settings for on-site attendees combined with Zoom for virtual participants. This setup will allow both on-site and virtual attendees to follow and present in the session equally.
Recordings of US, GDB, SC, and stand-alone MAL sessions will be available for on-demand virtual viewing from the day following the live session until the end of the two-month period of interaction (23 March to 31 May).
On-site presenters must give a live presentation, whereas virtual presenters are requested to present live but have the option to submit a pre-recorded talk should they be unable to be present due to time-zone differences, an unstable internet connection, or other barriers.
In order to streamline and improve the efficiency of the sessions, the presentation will always be run inside the lecture room. On-site presenters will forward their slides themselves, while for virtual presenters the conference assistant in the room will forward your slides. In both cases, the presentation is shared in parallel in the Zoom session to be watched by on-site and virtual attendees equally.
Any presentation can be expanded by uploading supplementary materials (previously called display materials), which can also include a much longer pre-recorded video presentation, and by choosing to enable commenting during a 2-month period of interaction (23 March to 31 May). Supplementary materials and presentations can be uploaded by contact and presenting authors who have completed and paid their registration for the conference.
Any participation in a session, whether virtually or on-site, as presenter or attendee, requires a registration for the conference.
For virtual attendance, we strongly recommend downloading and using the Zoom client rather than accessing Zoom through the browser. To ensure sufficient quality, your bandwidth must have a capacity of at least 1 MBit/s upstream and 2 MBit/s downstream.
Please study our Guidance for preparing your supplementary materials & presentation files.
Please follow our Rules and guidance for giving your live presentation.

Presentation upload

All presenters (regardless of whether presenting onsite or virtually) are requested to upload their file for the presentation in advance of the session. The presentation file must be uploaded at least 24 hours prior to your session's start.
The presentation file can either be uploaded by the contact author (who submitted the abstract) or the nominated presenting author of the abstract.
Please remember that a paid conference registration (either for on-site participation or virtual participation) is mandatory for the person uploading the presentation file in order to access the upload tool.
Presenters (regardless of whether presenting onsite or virtually) are supposed to upload their slides for the presentation. The presentation file will only be shown during the live session. The file is not accessible either before or after the session by other participants.
While on-site presenters must give a live presentation, virtual presenters are requested to present live, but have the option to submit a pre-recorded talk should they be unable to be present due to time-zone differences or an unstable internet connection. Such a pre-recorded presentation must not exceed the scheduled time duration for the talk.
The presentation files can be in *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, *.jpg, or *.mp4 format. The file size is limited to 50 MB per abstract for *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, or *.jpg files, and to 200 MB for a *.mp4 video file.

Supplementary materials and commenting

All authors are encouraged to upload supplementary materials (previously called display materials) to accompany their abstracts. These can be uploaded from 23 March and will be made available to registered conference attendees from 23 March to 31 May. Modifications are possible throughout this period.
Supplementary materials can be in *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, *.jpg, or *.mp4 format and hosted on the EGU23 server, or they can be a *.html linked on the EGU23 website and programme but hosted on the author's own infrastructure. If *.mp4 files are uploaded, these will be submitted to the EGU23 Vimeo channel which will be accessible for registered attendees.
In addition to the supplementary materials, authors can provide a DOI or URL linking to a presentation they have pre-recorded and submitted to portals like YouTube.
The file size of supplementary materials is limited to 50 MB per abstract for *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, or *.jpg files, and to 200 MB for a *.mp4 video file.
If authors opt for the open-access Creative Commons Attribution License (CC BY), their supplementary materials become openly accessible through EGUsphere one month after the conference ends.
Registered conference attendees can comment on uploaded supplementary materials through the conference platform from 23 March to 31 May, unless the abstract authors have opted out of the commenting feature.

Guidance for preparing your supplementary materials & presentation files

Use font sizes that are large enough to be read for everyone.
For charts and maps, use colour schemes that allow readers with colour vision deficiencies to correctly interpret your findings. Please check your images using the Coblis – Color Blindness Simulator and revise the colour schemes accordingly.
Place EGU's official graphic indicating whether you deny or allow photos and screenshots of your live presentation.
Ensure that all images in presentations that are not yours are credited, including those from Wikipedia or imaggeo.
If presentations include maps, authors are asked to adhere to United Nations naming conventions. In order to depoliticize scientific presentations, authors should avoid drawing contested borders or using contested geographic names.
Consider adding the QR code of your abstract which you can find in the abstract information.

Rules and guidance for giving your presentation

All presenters and any other persons involved in live sessions (conveners, chairpersons, Short Courses presenters, or persons giving laudations to medallists) must be registered for the conference in order to obtain physical access to the conference centre or virtual access to the Zoom meetings. Registration is also required for authors of solicited presentations. Without a completed registration, you will not be able to attend any event at EGU23, neither in person nor virtually.
For virtual presenters, we recommend that you find a quiet space for participating in the live session, preferably in a well-lit area and with a plain and neutral-coloured backdrop. Lighting should illuminate your face (i.e., no window or light source behind you). Please use some form of external microphone or headset during your presentation, as internal computer microphones are often not able to provide sufficient quality sound.
Virtual presenters who do not have a stable internet connection are encouraged to pre-record their presentations.
Acceptance of an abstract and its inclusion in the programme of the General Assembly obliges the author or one of the co-authors to present the contribution at the time and in the manner indicated, on-site or virtually, or to upload a pre-recorded presentation. If you know that your presentation will not be presented in either way, you are kindly asked to withdraw your abstract as soon as possible.