Guidelines for chairs, speakers, and posters

To all conference participants

Each session is divided into parts. Please refer to the program for the structure and times of your session.

Speakers

1. Registration: All presenters must be registered participants.
2. Submission of presentation: If you use PowerPoint presentation, it needs to be submitted in before the session starts. Arrive at the session room 10 minutes before your session starts. Please bring a USB stick as back-up. File name: Oral_AbstractID_Lastname_Firstname_Title key word.
3. Presentation Format & Timing: You have 10 minutes for presentation plus 4 minutes for Q&A. The session chair will manage timing and may group questions together for several speakers. Prepare clear take‑home messages and avoid spending the time on introduction and methodology. Respect time allocation.
4. Slide Preparation: Use readable slides with minimal text, bullet points, and visuals. Avoid overcrowding slides and notify organizers early if using video/audio.
5. Technical & AV Information: Laptop, projector, and mic provided.
6. Q&A Expectations: Questions are facilitated by the chair. Keep answers concise.
7. Session Recording & Media: Inform the chair if you prefer not to be quoted or photographed.
8. If Circumstances Change: Notify organizers immediately if unable to present; a substitute may be nominated. Include abstract ID in communication.

Questions & Support: For any questions regarding your presentation, please contact:

Poster presentations

Poster presentations at the Global Alcohol Policy Conference (GAPC) will be delivered in a fully digital format. All accepted posters will be displayed on dedicated digital screens located in the conference venue. While an English version of the poster is required, those who have submitted their abstracts in Spanish or Portuguese could have two versions of their posters – one in English and one in either of the two languages. These will be shown from a computer, so it will be possible to rotate between them.

1. Digital Format Requirements

• Aspect ratio: 16:9 vertical (portrait orientation)
• File format: PDF or PowerPoint

• Use large, high‑contrast text for readability at a distance.
• Avoid densely packed text; use bullet points where possible.
• Images and charts should be with sufficient resolution.
• Do not include animations, embedded videos, or interactive elements.

2. Content Expectations

• Title, authors, and affiliations
• Background / Rationale
• Methods
• Results / Findings
• Conclusion / Policy Implications
• Contact information (optional but recommended)

3. File Submission Process

Deadline: All poster files must be submitted on arrival – bring a USB stick. 
File naming convention: Poster_AbstractID_Lastname_Firstname_Title key word

4. On‑Site Presentation Schedule

Digital posters will be displayed in the Poster Zone of the conference venue. The posters will be shown during all coffee and lunch breaks. A schedule will be included in the final program.

5. Presenter Responsibilities

Although posters are digital, presenters are expected to:

• Be physically present in the Poster Zone during their assigned session(s).
• Engage with delegates, answer questions, and discuss findings.
• Bring business cards or digital contact details (QR code recommended).

6. Optional Enhancements

To increase engagement, you may include:

• A QR code linking to a full paper, extended abstract, or website
• A downloadable handout (PDF)
• Contact details or social media handles relevant to your work

Note: QR codes must be static (not dynamic links requiring user login).

7. Questions & Support

For any questions regarding formatting, submission, or scheduling, please contact:

Chair of sessions

The chair should confirm at least 10 minutes before the session commences that all speakers and discussants have arrived. You may rearrange the order of the session presentation to ensure that time is not wasted waiting for a speaker, though if possible each speaker should be kept within the half of the session for which they were scheduled. Please make sure you know the name, place of work and title for the speakers and discussants before the session starts. Make sure that speakers have loaded their presentations onto the computer prior to the start of the session.

Briefly introduce the name of the speaker, where they come from, names of co-authors and the title of the paper (one minute). Each presenter has a maximum of 10 minutes plus 4 minutes for Q&A. You will be provided with cards that show "3 minutes remaining", "1 minute remaining" and "time is up". As the chair you will manage timing and may group questions together for several speakers. Please do not allow your sessions to overrun. Sessions should not be extended into the breaks. A polite statement is: "If you want to talk further please find the person during the breaks."

For preparation, abstracts of concurrent sessions are available after having logged in at the GAPC 2026 website.