Speaker & Chair Guidelines

Guidelines for Speakers & Chairs

Duration of Presentation

Prepare Your Presentation File(s)

Prepare your presentation file(s) in MS PowerPoint (MS Office 2013 version or higher).
Presentation monitor aspect ratio is 16:9.
Presentation should be made in English (no simultaneous interpretation provided).
If you use fonts other than standard Microsoft Office fonts, please bring the font file itself with your presentation file(s).
Please submit your PPT file(s) in advance at the NPC 2025 website by Sep. 15 (Mon) prior to the conference.
Online submission will not be accepted after Sep. 15 (Mon). Those who have not submitted presentation materials are requested to submit PPT file(s) to the on-site preview room during the NPC 2025.
Presentation material submission is available after the notification of draft paper review result, August 25 (Mon).
How to upload presentation file(s)

Go to “Your Submissions” after log-in on the Conftool system
Click the “Final Upload” button of paper
Upload the presentation file (.pptx) to the “2nd file: pptx”

Preview Room

If you do not submit your presentation file(s) via online, please visit the Preview Room to check and upload your presentation file(s) at least 1 hour before your session starts to ensure your presentation file(s) appear(s) properly.
If you wish to replace the presentation materials submitted online, please resubmit the PPT file(s) to the preview at least 1 hour before your session starts.
All submitted presentation files will be already stored on a network server and will be accessible from the PC in the session room where your presentation is taking place.
Our technician and staff will be ready to assist you with checking and uploading the file in the Preview Room.
In case of combining video files with MS PowerPoint, we kindly recommend checking your presentation file at least 3 hours before your presentation.
For those who have presentations in the morning session, please visit the Preview Room until the day before the presentation.

Audio Visual Equipment in the Session Room

1. All presenters should use only venue facilities. Each session room will be equipped with the following.

Laptop (operated by a technician at the control desk) running MS-Office PowerPoint 2013 operated in Windows 11, equipped with USB drive
A smart pointer, a mouse and a LCD monitor on the podium and a timer monitor under the front of the podium
One beam projector (HDMI)
One main screen

2. To avoid frequently occurring technical problems during the presentation, all presenters are asked to use only IBM compatible PCs and the single LCD projector preset in the session room for all presentations during the session.

3. Presenters are requested not to use their own laptop computer to ensure the smooth operations of the session.

4. Presenters must upload their presentation file(s) at the Preview Room in advance.

5. Additional monitors to view slide notes or presentation scripts are not available. If you need to refer to slide notes or scripts, please

print them and bring them with you.

Equipment for the Podium

1. The SEATS for speakers will be reserved on the Left in the FRONT ROW facing the podium and

it will be marked as “NEXT SPEAKER”. Please sit and stand-by on the “NEXT SPEAKER” seats

and step on the stage at your turn.

2. Before reaching the podium, you will be introduced by the chairperson(s).

3. Upon reaching the podium, your first slide will be projected onto the screen.

4. The timer monitor will be found under the front of the podium, and it will be going for the

duration of presentation.

5. You can operate the screen with a wireless presenter or a cue light. Or, you can use a mouse on

the podium when you need to.

* A Cue Light is also available for you to go back (Red Arrow) and forth (Green Arrow) in your slides.

Overview

There will be no oral presentations for the posters.
However, it is highly recommended that at least one of authors stands in front of the poster board for free Q&A with attendees during the poster session with coffee break.
It is entirely the responsibility of the presenter to print out the poster, attach it to the designated poster board, and collect it at the announced removal time.
Poster should be written in English.

Display, Mounting & Demounting

1. Location: Sydney Room (2F)

2. Schedule

3. Poster Help Desk

There will be a Poster Help Desk inside of the Sydney Room (2F).
Attach posters to the designated board using the items provided by the Poster Help Desk.
Please return the used items to the Poster Help Desk.
If prepared items are insufficient, please prepare and use your own items.

4. Note

Posters must be attached to the designated poster board.
Incorrectly attached posters will be removed from the poster board without prior notice, and all responsibility for this lies with the poster creator who incorrectly attached the poster.
NPC 2025 secretariat will not be responsible for any poster attachment, removal, or storage.
You can check your poster board number at Daily Program & List of Posters.
After the demolition time, the remaining posters will be discarded.

Poster Board

1. Recommended poster size: 900 mm (w) x 1,200 mm (h) / A zero

2. The board number and paper number are written on the top of each poster board.

3. Before attaching a poster, be sure to check the designated board number and paper number

and attach it to the designated poster board.

4. There is no place to print posters at the conference venue, so please print them yourself

before the event and bring them with you.

5. We recommend that you produce the poster on one sheet of the suggested size (A zero)

6. The text, illustrations, etc. should be bold enough to be read from a distance of 2 meters.

7. Please be sure to include the information below in large letters centered at the top of your

poster.

Title
Authors’ Names
Affiliation and Country

8. Do NOT write or draw on the poster board.

9. Do NOT use any tools that can pierce the board, such as nails, thumbtacks, or screws.

10. If a poster board is damaged, the cost of restoring the board will be charged to the poster

author assigned to that board.

Poster Board Layout (TBA)

Best Poster Awards

The NPC 2025 Technical Program Committee will select the Best Posters during the conference, and the awards ceremony will be held at the Banquet on Sep. 24 (Wed).
Awardees will be notified individually via email prior to the Banquet and must attend the Banquet.

Session Information

1. Daily Program

Clicking on each session to go to the Daily Program including abstracts and chairs.

2. Official Language

English (no interpretation is provided)

3. Presentation Time of Each Session

4. Papers

Presentation materials (PPT) or abstracts (or final papers) will not be provided on-site.
Please check the abstracts and final papers submitted for the session you are chairing in advance on the Daily Program & List of Posters page and proceed with the session.

5. Setting for Chair Desk

Monitor on the desk and timer on the floor
Name plate of session chair
Session chair guideline (printed version)
A glass of water
On-site staff will prepare materials for each session and place them on the chair table.
A bell
Speaker’s CV

Session Management

1. Before the session

Please arrive at the session room approximately 10 min. before the session starts.
Start the session on time.
Briefly introduce yourself and welcome the participants to the session.

2. Before each presentation

Plenary & Keynote

Briefly introduce the speaker by referring to the given CV and introduce the presentation title by referring to the abstract or daily program.

Oral session

Introduce the speaker’s information (name and country) and presentation title by referring to the Final Program Book or Daily Program & List of Poster page.

3. During each presentation

To ensure that the presentation ends within the designated time, please ring the bell on the desk one minute before the presentation ends after checking the timer and instruct the presenter to finish his or her presentation.

4. After each presentation

Q&A immediately after each presentation except for the Plenary session.
Please encourage the audience to ask questions, and if there are no questions, ask the speaker some questions.

5. No-show Management