e-Poster and Oral Communication Guidelines

e-Posters - Viewing, Presentations
and Oral Communications

Abstract presenters will receive a personalised email with relevant instructions on the first day of the upload schedule, depending on the session type: Oral Communication, E-Poster Presentation, E-Poster Viewing. Please see below the detailed deadlines.

Oral Communications:

Oral Communication presentation upload deadlines: 20 January – 8 March 2021, 12:00 CET.

Presenters are requested to prepare a self-recording of their PowerPoint presentation no more than 12 minutes in a MP4 format. Slide size 16:9.

Please CLICK HERE to view detailed instructions on how to record your presentation.

e-Poster Presentations:

E-Poster Presentation upload deadlines: 20 January – 17 February 2021, 12:00 CET.

E-Poster Presentation upload extended deadline: 15 March 2021, 12:00 CET.

Presenters are requested to upload their e-Poster and to record and upload a 5 minute audio recording in an MP3 format and to accompany their e-Poster.

Please see instruction on preparing your e-Poster HERE and MP3 audio recording HERE.

e-Poster Viewing:

E-Poster upload deadlines: 18 February – 15 March 2021, 12:00 CET.

Presenters will upload their e-Poster which will be shown in the virtual gallery and Congress Virtual Platform.

Please see instruction on preparing your e-Poster HERE.

Instructions for the Preparation of e-Posters

Presenters of e-Posters who have registered will receive a dedicated link to upload their e-Posters by email.

Please submit your e-Poster as 1-page in landscape orientation. You may use a template that can be downloaded HERE.

  • Language: All e-Posters should be prepared in English.
  • File format: .pptx
  • e-Poster orientation: Landscape
  • File size: Less than 10 MB

When inserting images, photos, tables, etc., use copy-paste. Do not use embedded documents.

Hyperlinks, animated images, animations and videos are not permitted for e-posters and will be non-functioning.

QR Codes may be included.

Please do not use headers, footers or layers.

Before saving your .PPTX file, please make sure the view is not enlarged (ie the view is actual size or the zoom magnification is 100% or less).

When saving your .PPTX, please do not use symbols or special characters (ie. +/-@) in the file name.

e-Poster abstracts will be available in the virtual platform at all times for the participants during the congress and in an online archive for one year following the congress. Viewers will be able to easily find and browse e-Posters and download the posters in PDF format when permitted by the presenter.

Instructions for the Preparation of Vocal Recording for E-Poster Presentation

To see the detailed instructions on how to prepare your vocal recording, please click HERE.

In case you encounter any difficulties with the format, please contact abstracts@kenes.com.

Deadline to upload your recording: 17 February 2021, 12:00 CET.

E-Poster Presentation upload extended deadline: 15 March 2021, 12:00 CET.


Publication Consent
By uploading your e-Poster and audio file, you agree to having it published in the official Congress publications and on the EPA Virtual 2021 website, virtual platform and society website for the duration of 3 months following the EPA Virtual 21 Congress.

How can I secure my e-poster and presentation when it is online?
EPA Virtual 2021 Congress enforces a strict zero-tolerance for illegal copying of content presented via the virtual Congress platform (see Code of Conduct) Presenters are encouraged to clearly indicate in their presentations that the content presented shall not be shared or copied. Presenters are also strongly advised to secure a Digital Object Identifier (DoI) for their presentation by uploading it to an open data sharing repository for posters and slides.

Presenters should clearly indicate whether or not photography/recording of the poster, presentation and sharing/remixing of the material is permitted. To aid in this process, a digital graphic image may be incorporated in the poster. The images are available here: Click to download

Networking Opportunities for E-Poster Presenters
E-Poster presenters are asked to include a URL, linking to their own personal or institutional e-meeting rooms, where they can then meet other delegates face to face during the congress (not mandatory). Presenters are asked to include their availability to be online at their chosen virtual room. The URL and availability fields will be available inside the personal e-Poster area. The presenter takes responsibility for these third-party links and EPA Virtual 2021 Congress is unable to monitor them.

Messaging E-Poster presenters
Within the platform, messages can be sent directly to the presenter’s email by clicking the envelope icon.

All presenters will receive a certificate of participation following the virtual congress.

Best e-Poster Presentation Prize

The EPA also awards prizes to the 10 best e-posters within the e-Poster Presentation category. Prize winners receive €300 each. E-Poster Presentation Prize upload deadlines: 20 January – 17 February 2021, 12:00 CET.

All e-Poster Presentations will be evaluated based on the below criteria:

  • Scientific Quality
  • Accuracy and Precision of Methodology
  • Originality
  • Novelty
  • Poster Design


Important information:

  • Only the presenting author is eligible to the poster prize.
  • The presenting author must have registered by the Early Bird Deadline and uploaded an e-Poster by 17 February 2021, 12:00 CET.


For any queries please contact us.