SPONSORED & MINI-SYMPOSIA
Thank you for arranging a symposium at UKKW 2022.
Below are details covering the logistics and arrangements for the successful delivery of your symposium.
You are required to submit details of all symposium speakers, content and format of presentation to the UKKW Events Team by 24 May
Confirmation of the allocated room and timings for your symposium will be available on the programme mid-May.
Some partners have added the option to live stream their symposium. Full details on the process for this will be provided in the specific information shared in May. The room will be equipped with a camera crew streaming the content to remote participants viewing from within the platform. All branding and content will include the UKKW 2022 branding.
Details for mini symposia will be shared with individual sponsors separate to this manual. Deadlines included in this manual for submitting symposia contents and programme information also apply to mini symposia.
Questions will be submitted by delegates in attendance at the event via a microphone. Online participants will not be able to submit questions.
Chairs and/or moderators should arrive in the session room 10 minutes before the session is due to start and introduce themselves to the speakers and technicians and familiarise themselves with the general session arrangements. Chairs are reminded to keep to time – clocks will be available in all rooms.
A technician will be present in each session room to assist speakers in accessing their respective presentation.
All presentations will be projected in 16:9 format landscape, not 4:3.
A speaker preview room will be staffed throughout UKKW to preview already submitted presentations.
It is critical that speakers send their presentations in advance by 24 May to presentations@cpsgroup.co.uk and do not arrive at UKKW expecting to use the preview room to ‘write’ their presentation. The use of the resources to do this will result in sessions starting late and will risk the overall quality of the Programme.
Instructions for sending presentations in advance
- All presentations should be sent in advance and by Sunday 6 June.
- Please put in the Subject line UKKW 2022
- In the email please put name of presentation as it appears on the Programme and the name of the presenter.
- Please use as the file name either the name of the presentation (as listed in the Programme) or if its a long name then a shortened version of the presentation name that will easily identity the presentation to non-medical AV technicians
- If in doubt please feel free to write in the actual email any notes or questions and our AV supplier CPS we will be pleased to get in touch to assist.
We ask for all speakers to come to the Speaker Preview area, based in the Boardroom, in order to check their presentation prior to presenting. Once the presentation has been checked in the system this will serve as an indication to the session Chairs and/or Moderator whether or not the speaker is present at the meeting.
We recommend that speakers check their presentation at least 4 hours before the start of their session. Any speakers presenting in the first afternoon sessions on Tuesday 7 June are advised to upload their presentation at 09:00 on Tuesday 7 June.
A member of the technical team will assist with checking presentations, along with any minor changes if required. The technician will perform a quick review of the presentation to check it runs smoothly and all elements have been uploaded.
PC’s will be available in the Speaker Preview room to check presentations.
The Speaker Preview Room will open on the following days during these hours:
Tuesday 7 June 09:00 - 18:30
Wednesday 8 June 08:00 – 17:30
Thursday 9 June 08:00 – 16:30
Presentations will be stored on a central server which is accessible from all session rooms via a secure network. Presentations are automatically synced between the central server and session rooms. The presentation management system provides a robust mechanism for delivery of the presentations across UKKW.
The use of personal laptops or tablet devices, such as iPads, for presenting in the session rooms will not be permitted. If you do need to use a specific device, please contact the Events Team in advance of UKKW.
Speakers are kindly requested to respect their allotted presentation time in order to guarantee the smooth running of the sessions.
Back-Up
Please bring a copy of your presentation along with you. Copy your presentation and all of the assets to a folder onto a USB device. All videos must be placed in the same folder as your MS Office 365 file. We recommend you keep a second copy in your luggage or in online storage (such as; OneDrive, Google Drive, DropBox, or iCloud).
Fonts
All fonts installed with Microsoft (MS) Office 365 are supported.
HTML
Hyperlinks to external content such as websites cannot be supported; therefore, download the website content to a USB device.
Presentations
All presentations will be presented using MS Office 365 PowerPoint (.pptx) for PC. If your presentation has been created using software other than MS Office 365 for PC (example; OpenOffice, PowerPoint for MAC or Keynote) please make sure your presentation is converted to MS Office 365 for PC. We suggest you review your presentation on a PC running MS Office 365 prior to attending UKKW.
Keynote will not be supported because it cannot be played back on a PC.
Please export your presentation as MS Office 365 PowerPoint, using filename extension ‘.pptx’.
Presentations being presented in Adobe Acrobat PDF format are accepted, but please contact the technical team in advance of UKKW.
Clearly identify your presentation and all assets. Refer to ‘Instructions for sending presentations in advance’
Presentations that have been created using either Excel, Word or Prezi will not be accepted.
Speaker profiles will be developed using our event software, Cvent. Speakers will be sent a link to log into the speaker’s area and update their information (photo and biog) to be included in the programme, and within the online platform. Please note that failure to do this will result in speaker information not appearing in the Programme.
All session rooms are provided with a, lectern, top table, microphones and Production support as standard. A dedicated technician will be able to assist with all audio visual requirements on the day. Please advise if you have specific requirements for your session. The Events Team will aim to fulfil requests but an additional cost may be incurred.
Some sessions within the programme are back-to-back, all rooms will be set theatre style (rows of chairs) and this layout is non changeable.
It is essential that all sessions start and finish at their allotted time. The Events Team reserve the right to end the session if it encroaches on the following session.
If videos have been embedded in the presentation, please remember to bring these files with you on a USB device. Please see below a list of supported video formats.
- All videos must be compressed using a supported codec*.
- Supported formats and codecs for video;
- Windows Media file.asf
- Windows Video file .avi (some .avi files may require additional codecs)
- MP4 Video file .mp4, .m4v, .mov
- Movie file .mpg or .mpeg
- Windows Media Video file .wmv
- We recommend you use .mp4 files encoded with H.264 codec (a.k.a. MPEG-4 AVC) and AAC audio, for the best video playback experience in MS PowerPoint 2016 for Windows.
- For audio, we recommend using .m4a files encoded with AAC audio.
- Videos in QuickTime (.qt) and DV formats are NOT supported, along with Adobe Flash Media (.swf).
- Videos should start automatically when the slide (containing the video) appears.
- *Uncompressed videos will not be accepted due to their large file size, videos should not exceed 50MB each.
We recommend you review your presentation on a PC running MS Office 365 prior to coming to the Meeting.