Instructions for presenters

Image by Visit Norway / Field Productions

Overview

  • All final presentations must be uploaded to TDWG 2026 by Tuesday, 15 September.
  • Upload the final version of slides (as PPTX, PDF, or OD; not Google Slides) and pre-recorded videos (using .mp4 format) to your presentation’s Session folder on Google Drive.
  • Link to upload site will be sent in separate email (do not lose; do not distribute)
  • Slide and video format is widescreen (16:9).
  • Do not include material (including images) protected by copyright or a license if it is not yours and you do not have specific permission to share it.
  • Cite sources appropriately, including the use of AI-generated text or images, and ensure proper licensing and attribution.
  • Most presentations are 10 minutes in length + time for questions/change to the next speaker (15 min total), but some presentations must be shorter. Check your session schedule!
  • All online presenters must pre-record their presentation.
  • Lightning talks are 5 minutes total and limited in slide number.
  • Want more inspiration? See Your slides, your story, your attitude: Make your presentations work on YouTube.
  • Contact conf-organizers@tdwg.org with questions.

Presentation Preparation:

About Presentations

  • Time
    • Oral Presentation: 10 minute presentation +3 min of questions +2 min of transition to the next speaker. The moderators will be keeping track of the time so it’s important to respect the 10 min.
    • Lightning talks: (LT16 and LT17) 5 minutes including questions and transition to the next speaker. Slide numbers are limited.
    • In-person attendees can optionally pre-record their content.

Poster presenters, please see separate instructions.

Slide Format:

  • Extension: PowerPoint (pptx), OpenDocument Presentation (ODP) or PDF files. If you use Google Slides, please download them as one of these formats.
  • You can copy or download the conference template.
  • Size: 16:9. Try to avoid putting critical content in the top right corner of your slides (where the speaker is often displayed in video).
  • Font: sans-serif fonts (e.g., Arial, Verdana, Source Sans 3) with size > 178 pt.
  • Do not embed videos, use animations or fancy slide transitions that might slow, bloat the file size or otherwise hinder the presentation during streaming. If sound or video must be embedded in slides, prior notice must be given conf-organizers@tdwg.org
  • Do not include material (including images) protected by copyright or a license if it is not yours and you do not have specific permission to share it. Do not assume that images found on the web are free to reuse on the web, even for this non-commercial & academic purpose. If an open license is not specifically applied to an image you use, you must obtain an explicit license from the rights holder.
  • Cite sources appropriately, including the use of AI-generated text or images, and ensure proper licensing and attribution for graphics, images and other rights protected media and materials. See TDWG’s Terms of Use and cautionary tale of copyright infringement.
  • Choose a Creative Commons license for your slides (or use license chooser here) and explicitly state the license either as part of the slide template (shown on all slides) or at least on your title slide. Your abstract already has either a CC0 or CC-BY 4.0 license.

Other recommendations:

  • Provide high contrast between text and background.
  • Avoid color blindness traps (e.g., requiring viewers to distinguish between reds and greens on your chart) (see simulator).
  • Avoid using all uppercase text (more difficult to read).
  • Minimize the amount of text on each slide.
  • Minimize the number of slides in your presentation (As a rough guide try to use no more than 1 slide for a minute).
  • Use high quality graphics/images but no larger (file size) than necessary for the screen resolution. See Reduce the file size of your PowerPoint presentations in case your presentation file size gives you any problems when uploading.
  • Present a story for your audience and put your work in context.
  • Want more inspiration? See the TDWG Webinar: Your Slides, Your Story, Your Attitude: Make your Presentations Work
  • Use QR codes to share URLs you would like the audience to visit
  • You can provide contact information e.g., ORCID ID, email, or social media handle.

Pre-recorded presentations

  • This is a requirement for virtual (online) presenters.
  • Time: 10 min.
  • Format: see Slide Format for instructions and recommendations.
  • Extension: MP4.
  • Please use a headset with a microphone for best quality audio.
  • If your recording includes you in the video, please ensure that your camera is at the level of your head.
  • Upload your pre-recorded presentation to the relevant folder for your session Tuesday, 15 September. The link to upload your session will be provided by email.

Uploading your slides & pre-recorded video

  • File naming convention: SessionCode_Order_YourFamilyName.FileType. Examples of the SessionCode include SYM06, CO5, LT17. So the 4th presentation in the second session of Symposium 37, by Jones would be named as: SYM37B_4_Jones.ppt
  • Upload pre-recorded presentations and slides to the relevant session folder in Google Drive. The link to upload your presentation to Google Drive will be provided in a separate email.
  • IMPORTANT: To ensure that your file remains in its original format and does not get converted to Google Slides
    • Go to the link provided and find the folder for your session (open the folder)
    • Click ‘New’ then ‘File upload.’
    • After uploading, right-click your file in the folder and ensure that ’Open with Google Slides’ is not selected.
  • Upload of the final version of videos and slides to be presented live (in-person or streaming) by Tuesday, 15 September.
  • IIf you will do it after that date, please contact your session moderator and conf-organizers@tdwg.org to let them know.

Presenting your talk

  • Virtual (online) presenters must upload a pre-recorded file to the relevant folder for their session by Tuesday, 15 September. Links will be emailed to presenters.
  • Practice your presentation and timing so as not to exceed 10 minutes.
  • Remember this is a diverse international audience who may not be familiar with customs, acronyms, and jargon used in your speciality. Help everyone appreciate your work by speaking clearly, avoiding slang, and explaining potentially unfamiliar terms. Also avoid very rapid delivery.
  • All sessions and talks will be recorded and made available to registrants for subsequent on-demand viewing after the session.
  • If presenting onsite, please be at the conference room where your presentation is scheduled at least 15 min before your session begins.
  • Slides will be started and displayed by the Audio Visual Technical Support team via a computer in the conference room. You will be able to advance your slides from the lectern.

Virtual (Online) presenters

  • A limited number of presentations from online presenters will be played during the sessions, in those instances presenters will be able to join via video call to respond to questions after their presentation is played.
  • Online presenters attending a live session must let the session moderator/co-moderator when they have joined the session.
  • All online presentations will be available to conference attendees on an on-demand channel.

Additional thoughts

  • Want to make your talk more interactive? Consider creating a poll in Whova for your audience. Work with your moderator / session organizers to create polls in advance.