21st International Conference on Emergency Medicine 2022

14 – 19 June

Hybrid Conference I Melbourne Convention and Exhibition Centre

21st International Conference on Emergency Medicine

14 – 19 June 2022

Hybrid Conference
Melbourne Convention and Exhibition Centre

21st International Conference on Emergency Medicine 2022

14 – 19 June

Hybrid Conference I Melbourne Convention and Exhibition Centre

Presentation and chairperson Guidelines

On this page you will find important information relating to your presentation within the official program at ICEM 2022.

Checklist and deadlines

Included below is a checklist to assist you to manage your presentation items and the relevant deadlines. 

Item Due Date Additional Information
Prepare your oral / poster presentation according to the guidelines
-
Refer to the relevant program guidelines below
Oral presentation template used to prepare presentation
-
Physical poster presentation template used to prepare presentation
-
Virtual poster presentation template used to prepare presentation
-
Virtual poster presenters only
Upload your poster audio/video component (optional)
OVERDUE
Via poster audio component upload link
File name: last name_paper number_audio
Virtual poster presenters only
Upload your virtual poster presentation
OVERDUE
Via virtual poster presentation upload link
File name: last name_paper number_poster
Virtual oral presenters only
Upload your oral PPT presentation slides
Friday 3 June 2022
Via oral presentation upload link
File name: last name_paper number_ppt
In-person oral presenters only
Upload your oral PPT presentation slides
Onsite at conference
Via speakers preparation room
- At least 3 hours before session commencement
In-person printed poster only
Bring your printed poster display
Onsite at conference
Via exhibition hall
- Time of setup to be provided closer to the conference
Need help with your presentations (oral / poster)?
-

Presentation and chairperson guidelines

Presentation guidelines have been created to assist all presenters at ICEM 2022 prepare and finalise their presentations. 

There are different guidelines depending on your style of presentation and whether you will be attending live/in-person or virtually.

Please read the below information carefully and adhere to the guidelines that are relevant to your presentation type. 

 

Note: to find out more about your presentation and how to prepare – please click on the relevant drop down option (>) below. 

Oral presentation guidelines

ICEM 2022 is being held as a hybrid conference. Therefore speakers are able to either give their presentations in-person or virtually. 

Please select the relevant option to you below:

The below information is for all in-person oral presentations. 

These guidelines include instructions on how to prepare your presentation. 

 

Presentation template

It is recommended that all oral presenters use the official presentation template when preparing their presentation. This template is already in the 16:9 ratio for you.

 

PowerPoint files

All users of Macintosh hardware need to ensure before they leave home that the files are compatible with PC hardware. It is expected that presenters will use Microsoft.

Other compatible software includes:

  • Windows XP
  • Office XP (Word, PowerPoint, Excel, Access, Outlook)
  • Windows Media Player
  • Quick Time
  • WinZip
  • Adobe Acrobat
  • Flash Player

Please let us know immediately if you use a Mac system.

 

Movies or sound files

If you have movies or sound files in the PowerPoint presentation please embed them and test that they work correctly in presentation mode

To ensure a complete and effective presentation every time here’s what to do:

  • Create a folder for your presentation.
  • Place or copy every file that is used in the presentation in this folder. This will include all pictures, movies, sounds or any files that are used in the presentation.
  • Now re-create any links so that they access this presentation folder (Insert, Movies and Sounds, From File). Remember to resave the presentation.
  • Another advantage of this approach is that you have access to the original files such as video clips etc. in the event of PowerPoint problems.

 

Loading your presentation

All speakers are required to pre-load their presentations at the speakers’ preparation room at least 3 hours prior to their session commencing.

All presentations will be networked to the presentation rooms; therefore you need to ensure your presentation is loaded prior to your speaking time. 

 

It will not be possible to use your own laptop or USB for your presentation

 

Session information

Your presentation will be given live, in-person. Questions from the audience will be moderated by the session chair and distributed verbally to speakers. 

You are required to be available for the duration of your session and to participate in the live Q&A. 

 

Speakers preparation room

The speaker preparation room is located in Room 209 at the Melbourne Convention and Exhibition Centre. Please check in at the speakers preparation room well in advance of your presentation (at least 3 hours prior to your session commencement).

 

Your presentation will be checked, then loaded onto the network, and will be available in your assigned session room.

 

The speaker preparation room will be open as follows:

Thursday 16 June: 0730 – 1800 hours
Friday 17 June: 0730 – 1800 hours
Saturday 18 June: 0730 – 1800 hours
Sunday 19 June: 0730 – 1330 hours
If you are a pre-conference workshop presenter, please go directly to your session room

 

What do to on the day of presentation
Follow the below checklist to ensure you are ready for your presentation!

  • Make sure you have loaded your presentation in the speakers preparation room
  • Confirm your session room number in the official program
  • Be in your assigned session room at least 20 minutes prior to your session commencing
  • Ensure that you are seated at the front of the room (front row near lectern or at head table depending on number of speakers in your session)

The below information is for all virtual oral presentations. 

These guidelines include instructions on how to prepare your presentation.

 

Presentation template

It is recommended that all oral presenters use the official presentation template when preparing their presentation. This template is already in the 16:9 ratio for you.

 

Movies or sound files

If you have movies or sound files in the PowerPoint presentation please embed them and test that they work correctly in presentation mode

To ensure a complete and effective presentation every time here’s what to do:

  • Create a folder for your presentation.
  • Place or copy every file that is used in the presentation in this folder. This will include all pictures, movies, sounds or any files that are used in the presentation.
  • Now re-create any links so that they access this presentation folder (Insert, Movies and Sounds, From File). Remember to resave the presentation.
  • Another advantage of this approach is that you have access to the original files such as video clips etc. in the event of PowerPoint problems.

 

Loading your presentation

All virtual oral presentations will be delivered live on the scheduled date/time. 

You have a choice of the below delivery methods:

  • You can screen share your presentation from your own device
  • You can ask our technicians to share the presentation on your behalf (slides MUST be provided in advance if you wish for technician to share).

There is no need to pre-record your presentation unless you are unavailable to present live, or it is your preference to pre-record.

 

Submission deadline for presentation slides

While you will be delivering your presentation live on the scheduled date/time, we do require you to submit your PowerPoint presentation slides ahead of time. 

Please ensure that you submit your slides by no later than Friday 3 June 2022 using the link included above. 


Important
Before uploading ensure the file is labelled last name_paper number_ppt

Your paper number can be found on your notification letter.

 

Session information

Your presentation will be given virtually. Questions from the audience will be moderated by the session chair and distributed verbally to speakers. 

You are required to be available for the duration of your session and to participate in the live Q&A (if applicable to your session). 

 

What to do on the day of your presentation

Follow the below checklist to ensure you are ready for your presentation!

  • Close all unnecessary programs and documents on your device so only your presentation is open. Ensure programs like outlook or Microsoft teams are closed so the sound from notifications are not heard during your presentation
  • Make sure you have your presentation open on your device and you know how to screen share through zoom
  • You will be sent an email from info@icem2022.com with a list of zoom links. Please click on the relevant zoom link for your session.
  • Join the assigned Zoom link at least 20 minutes prior to your session commencing. This will allow you time to upgrade zoom if required.
  • Ensure before joining you are in an appropriate area for the duration of your session i.e. background is uncluttered, no background noise, area is well lit
Poster presentation guidelines

In 2022, poster presenters are being given additional opportunities to present their work as outlined below:

  • All poster presenters must submit a virtual poster display
  • Optional: poster presenters may also submit a physical printed poster display in Melbourne (this is available for registered in-person attendees only)
  • Optional: virtual poster presenters may also submit a video or audio accompaniment to their virtual poster display

Virtual poster displays and any video accompaniments must be submitted prior to the conference, please ensure you read the guidelines below.

The below information is for all poster presentations. It is important that you read and understand these guidelines while preparing your presentation. 

These guidelines include instructions on how to prepare your presentation along with how to submit this for sequencing. 

Deadline: You are required to submit your completed files by Friday 13 May 2022

Presentation template

It is recommended all poster presenters to use the official virtual poster template when preparing their poster. This template is already in the 16:9 ratio.

Your virtual poster should be a visual representation of your work and should have a maximum of two (2) slides.  

Submission deadline

Virtual poster presentations are required to be submitted no later than Friday 13 May 2022.

Before submitting your poster ensure the following:

  • Your poster is saved as a PDF document
  • You have renamed your poster in the following format: last name_paper number_poster

To submit your virtual poster please use the virtual poster upload link

Important: before uploading ensure the file is labelled last name_paper number_poster

Your paper number can be found on your notification letter. 

Virtual poster quality assurance

To ensure that all submitted virtual posters are of appropriate conference quality, all submissions will be quality checked. Should there be any inconsistencies your presentation will be returned to you. 

Inconsistencies can include:

  • Text is not readable i.e. too small or too large
  • Text has been placed over the top of congress branding within the template
  • There is no presentation title or lead author information included

The below information is for poster presenters who wish to also submit a video or audio accompaniment to their poster. 

 

Video accompaniments should follow the below guidelines:

  • Video/audio content should match poster content
  • Recording may only contain audio (no video) if preferred
  • Audio must be in English
  • Recording should be no longer than three (3) minutes in length
  • Recording should be submitted in .MP4 format
  • We recommend you use Microsoft PPT to record your audio or a zoom recording to record your video.

 

Submission deadline

Poster video/audio is required to be submitted no later than Friday 13 May 2022.

 

To submit your poster video please use the poster audio upload link

 

Important: before uploading ensure the file is labelled last name_paper number_audio

Your paper number can be found in your notification letter. 

The below information is for presenters who wish to display a physical printed poster display in addition to their virtual poster. 

Important: physical poster displays are only available to in-person registered attendees!

There is no requirement to stand beside your physical poster or provide a presentation during the conference breaks. These will be on display for the duration of the main conference days.

The below guidelines include instructions on how to prepare your presentation. 

Presentation template

It is recommend that all poster presenters use the official physical poster template when preparing their poster. 

Your physical poster can only have a maximum of one (1) slide.

Presentation details

Deadline: You are required to bring your printed physical poster display with you to display at the conference. 

  • Your poster board number will be included in your final poster presentation details letter closer to the conference date. Please note that the number allocated to your poster will be on the corresponding poster board there is no need to include this on your poster
  • Posters will be displayed on free-standing boards within the conference area
  • Your poster space allocation is A0 size, portrait (1189mm high and 841mm wide – maximum size). Please note that there will be two posters per board so clear identification is absolutely essential
  • We recommend using Velcro to mount material on the board as poster boards will be Velcro compatible
  • It is essential that you bring your own Velcro or push pins
  • You may consider having a synopsis of your research eg. A4 or US letter sized copies of the poster, available at your poster or a business card if people wish to contact you after the conference. These are to be placed in pockets attached to the poster (presenters responsibility to supply)
Chairperson guidelines

ICEM 2022 is being held as a hybrid conference. Therefore we will have both in-person and virtual chairpersons. 

Please select the relevant option to you below:

What can I expect on the day?
The session room will be setup and ready for your session when you arrive. At the front of the room there will be a lectern and head table for two. The chairpersons will sit at the head table and manage the session from there. From the stage, the chairpersons will see a foldback monitor in front of them which will show any virtual speakers, the PowerPoint slides and anything that is taking place on the projector screen behind them. You will not need to turn your head to see the content.


Speakers in the session should sit in the front row where the reserved signs will be located and will come up to the lectern to present/answer questions.

 

What if I need help?
In all session rooms, there will be an AV technician and a dedicated ICEM staff member who will be able to assist you with any questions you may have.

 

How will Q&A work?
Questions from the audience will be collected in 2 ways:

  • Via the virtual platform
  • Verbally from delegates in the session room


It is the chairperson’s responsibility to ensure that they are checking both the in-person audience and virtual platform for any questions that may be asked.


Chairpersons will have access to a tablet to assist with their role during the session. This tablet will show the following information

  • Session information including title of session, speaker names, presentation titles and presentation lengths
  • Any questions submitted through the virtual platform


Your tablet will be connected to the internet and any updates to your session will automatically be made on your tablet – it will be important to refresh this regularly.


The speakers will not be able to see the questions, so please read the questions out and direct to the appropriate speaker.


Delegates may also verbalise questions using the microphone in the room. This microphone stand will be stationary in each room and must not be moved. Delegates must go up to the microphone. Please direct the delegate standing at the microphone to ask their question.


Important note:
if an in-person audience member calls out a question whilst seated, advise them they need to repeat it into the stand microphone or you must repeat it so the virtual audience can hear the question and answer. Virtual delegates and virtual speakers will only hear what is coming through a microphone, please also remember this when Q&A is in progress.

 

Detailed information on how to access the session information and Q&A on the tablet are coming soon!

 

What is expected of me as chairperson?
The chairperson is expected to manage the session, and this includes but is not limited to the following actions:

  • Introduce the session
  • Introduce the speakers (biographies are not necessary due to time constraints, full name and presentation title are sufficient)
  • Facilitate Q&A both through the virtual platform and in-person attendees
  • Ensure the session runs to time and does not exceed the allocated time
  • Close the session and thank speakers/audience


As ICEM is a hybrid conference in 2022 – it is important when chairing your session that you acknowledge both the virtual participants and the participants in the room with you. Try to make the session inclusive of everyone attending.


For example, when welcoming everyone and introducing the session – be sure to include the virtual participants and regularly look into the camera at the back of the room when addressing virtual speakers or delegates.

What can I expect on the day?
As a virtual chairperson you will be required to join the assigned Zoom call which will be live broadcasted into the session room.


Please ensure when joining your session, you are in an appropriate area for the duration of your session. For example, your background is uncluttered, there is no background noise, and your area is well lit.


When in the Zoom call, you will see the camera feed that is in the session room at the MCEC to see any in-person speakers, and you will also see any other virtual speakers in the same Zoom call. The AV technician will ensure the PowerPoints that the speakers are talking too are visible in the Zoom call so you can see the content.


Please ensure you join the Zoom before the session commences to have your microphone and camera tested. It is at this point you can ask any questions prior to the session commencing. Once the session commences, you are live to the audience at all times.

 

What if I need help?
In all Zoom rooms, there will be an AV technician who will be able to assist you with any questions you may have.

 

How will Q&A work?
It is recommended that you encourage all delegates to submit their questions via the virtual platform. Whilst you can see the camera feed into the room, it may be difficult to clearly see when someone is standing at the delegate microphone. You may also ask one of the in-person speakers to advise you when there is a person standing at the microphone.


Chairpersons will have access to a speaker kit link to assist with their role during the session. You should open this link on your device or laptop when you join the Zoom call. This link will show the following information

  • Session information including title of session, speaker names, presentation titles and presentation lengths
  • Any questions submitted through the virtual platform

It will be important to refresh this regularly.


The speakers will not be able to see the questions, so please read the questions out and direct to the appropriate speaker.

 

What is expected of me as chairperson?

The chairperson is expected to manage the session, and this includes but is not limited to the following actions:

  • Introduce the session
  • Introduce the speakers (biographies are not necessary due to time constraints, full name and presentation title are sufficient)
  • Facilitate Q&A both through the virtual platform
  • Ensure the session runs to time and does not exceed the allocated time
  • Close the session and thank speakers/audience


As ICEM is a hybrid conference in 2022 – it is important when chairing your session that you acknowledge both the virtual participants and the participants in the room at MCEC. Try to make the session inclusive of everyone attending.

 

For example, when welcoming everyone and introducing the session – be sure to include the physical participants and regularly look into your camera when addressing the audience. 

Program enquiries

If you have any questions regarding the program, your presentation or the conference as a whole, please reach out to the ICEM 2022 Program Manager

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