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Faculty guidelines

Information for faculty

Online Upload service will open on  Thursday 18 August 2016

Declaration of interest

The existence of potential conflicts of interest does not necessarily indicate a bias. However it is our ethical obligation to inform organisers and participants so that they are made aware of any relationship that might cause unintentional bias.

A potential conflict of interest may arise from various relationships, past or present, such as employment, consultancy, investments and stock ownership, funding for research, family relationship etc.

The Congress Programme Committee requests all persons to declare possible interest:

Speakers/Abstract Presenters are requested to declare interest regarding their current presentation on their first slide which must be shown on the screen long enough for the audience to consider the information.

Chairpersons/Discussants/Judges are requested to declare interest regarding the topics of the presentations during the session on their first slide (if applicable) or orally at the beginning of the session.

This will allow the audience to take potential conflicts of interest into account when assessing the objectivity of the presentation.

View the regulations for invited speakers and chairpersons

We remind you that all presentations given and panel discussion in sessions at the ESC congress 2016 in Rome, when copyrights are tranferred to the ESC, will be available on ESC Congress 365 in several formats (slides & VOD)


Chairpersons Guidelines

Chairpersons should ensure the smooth progress of the session, time management as well as encourage discussions and interactions between faculty members and the audience by allowing sufficient time for questions from the audience.

We recommend to all chairpersons to liaise with the speakers presenting in their session as early as possible preferably prior to the congress.


  • Must be available for the entire duration of the session
  • Moderate the session and organise discussions
  • Deliver concluding remarks
  • Lead rehearsals (if applicable, an invitation and instructions will be sent)
  • In order to contact the speakers involved in your session contact the scientific progamme department who will put you in contact with the faculty involved in your session.
  • Complete the evaluation form at the end of the session



Online Upload

The Online Upload Service will open on Thursday 18 August 2016  and we recommend that you use the online service to upload your presentation(s) in advance.
Speakers: to upload your presentation log in with your ESC Login to your ESC Account on My ESC/My Agreements
Or copy/paste this link your browser -

Once connected, you will see under the presentation title a link to upload.

  • A step by step wizard will take you through the process.
  • Please note that a Declaration Conflict of Interest Slide will be automatically inserted in your presentation, based on the related declaration you made. (you can edit /change this directly also on your agreement form - Please note that the DOI info must be up to date for the time of presentation)
  • For each presentation uploaded you will receive a confirmation email with the status of your upload.
  • To modify your upload, you can re-access the service and upload a corrected version, only the latest uploaded version will be considered.
  • Once uploaded, the presentations will available in the lecture room for the session.
  • If you have uploaded online and wish to review your presentation, you can do so at the Speaker Service Centre.

Presentations can be uploaded online until midnight (GMT+1) the night before the presentation is scheduled to take place. So even whilst at the congress, you can use this service.

NB - If you are involved in a Mobile App Interactive Session, you can not use this service, you will need to come to the Speaker Service Centre & rehearsal to upload your presentation with a technician


Speaker Service Centre

Speakers can come to the Speaker Service Centre to upload their presentation or review their previously uploaded version as well as for technical assistance from the dedicated team.

At the Speaker Service Centre check in counter the hostess will scan your faculty badge and your picture will be taken.
Upload stations will be available for immediate use, scan your badge at the desk to access your presentation upload service.
Should you need technical assistance to upload your presentation, technicians will be available to assist you.

A faculty lounge will allow you to relax, meet with colleagues and discuss your presentations. Desk & plugs are also available in the lounge if you need to finalise your presentation before uploading.

Speaker Service Centre (SSC) Opening Hours
Friday 26 August - 14:00 - 19:00
Saturday 27 August - 07:30 - 19:00
Sunday 28 August - 07:15 - 19:30
Monday 29 August - 07:15 - 19:30
Tuesday 30 August - 07:15 - 18:00

Peak hours of operation in the SSC are during coffee breaks and lunch breaks.

You must upload your presentation a minimum of 3 hours before the session starts or the day before if the session is at 8:30.Presentations received after this deadline cannot be guaranteed audiovisual support. Once uploaded, the presentations will available in the lecture room.

Speaker Guidelines

Please refer to your agreement form for confirmation of the presentation title, date and time of presentation.


  • Must be available for the entire duration of the session
  • Abstracts are not required for invited presentations
  • The length of your talk should not exceed the time allocated  and may include discussion time – Please review your assigned timing on your agreement form.
  • Please take into consideration the Upload  and Audiovisual guidelines below when preparing your presentation.
  • Attend rehearsal - If you are involved in a Mobile App Interactive session, you will receive specific instructions to prepare your presentation and asked to attend a rehearsal

You can contact the scientific programme department should you wish to consult with the session chairperson.

Discussant Guidelines

Discussant in a session

Please refer to your agreement form for confirmation of the presentation title, date and time of the session.

  • Must be available for the entire duration of the session
  • Sit on stage next to the chairpersons
  • Intervene in the discussions, challenge the presenters and animate discussions with the audience as moderated by the chairpersons
  • Attend rehearsal (if applicable an invitation and instructions will be sent)

Best Poster Discussant

As a Best Poster discussant, you are assigned to 4 posters covering topics in your area of expertise.
No presentation required. Please refer to your agreement form for confirmation of the title, date and time of the session and to consult the abstracts in advance.

Your role is to lead informal scientific exchange and engage discussions with the poster presenters and the visiting audience in the poster area. Discussants can review their assigned group of abstracts on their agreement form now and/or Scientific Programme and Planner a week before the event.

Discussants must check in at the Poster Assistance Desk to collect their Discussant badge and assignment list.


In order to comply with some sessions with specific content and technology requirements (Mobile App Voting functionality) - Rehearsals will be organised for Meet the Experts /Guidelines in Daily Practice/ Case-based symposia and a few more selected sessions.

This is the opportunity for chairpersons and discussants to familiarise themselves with the cases to be presented and coordinate the discussions which should ensue during the dedicated discussion time in the session.

An email with instructions and schedule will be sent to the faculty involved in the session

Rehearsal area is located at the SSC - Speaker Service Centre

Please check in with the hostess who will assign you a workstation

A computer will be available to view the presentations and discuss the session programme - Chairpersons should lead the rehearsal -

A technician is available in case some changes need to be made to the presentations

We kindly ask all speakers to make sure they upload their slides before the rehearsal , so these can be available for review.

Speakers in Mobile App Interactive Sessions are asked to include questions for the audience ( see below for guidelines), questions need to be reviewed during the rehearsal and faculty to learn how to launch the voting. A technician must validate upload.

Chairpersons must familiarise themselves with the Mobile App Interaction feature so it can be explained to the audience - a staff member is available during the rehearsal to provide the information.

Hot Line Sessions Rehearsals

Rehearsals are organised for the Hot Line Sessions. Invitations have been sent accordingly. Please note that these rehearsals take place directly in the lecture room as the purpose of the rehearsal is to discuss the flow of the session and to coordinate the required staging.

Audiovisual guidelines

All presentations should be 16:9 formated and have a 1366 x 768 minimun resolution.

They will be displayed from a PC with Windows 7 or 10 and PowerPoint 2013.

Please use the official 2016 ESC Congress presentation slide.

In order to ensure an optimal delivery of your presentation, please stick to the following guidelines in the preparation of your presentation:

  • Your presentation must be prepared in PowerPoint version: type .pptx
  • Preferred page set-up is landscape orientation (portrait orientation will not be displayed correctly).
  • Use standard Windows fonts only. Try to avoid use of non-standard Windows fonts or language specific fonts.
  • Images: Do not copy and paste the images from another application, please use the “insert image from a file” functionality from PowerPoint (format JPG or PNG).
  • Video: MPG, WMV, MOV or AVI are the only acceptable video formats.To avoid any issue with movies and loops with PowerPoint, presentations should be saved as a .pptx files.
  • Apple: Please give your filename an extension “pptx” (Preferred version: PowerPoint 2010/2013).
  • Check your presentation on a Windows-operated computer (preferably Win7) before you upload it



Personal laptop computers cannot be connected to the projectors in lecture rooms & presentations cannot be loaded directly onto the computer in the lecture rooms. Presentations must be uploaded via our service (Online or at the Speaker Service Centre)

To the attention of MAC users!

If your presentation is on a Mac computer, we recommend you ONLY provide a Windows compatible file and meet with the technician in the Speaker Service Centre to either make sure that your presentation will run properly on the PC’s or to anticipate a backup solution.

If you have technical questions regarding your presentation before the congress, you may contact the audiovisual service: contact us


In order to assist speakers assigned to new session types, we have prepared the following guidelines for your consideration

Case Presentation

Speakers involved in Case Based Symposium /  Meet the Experts & Guidelines in daily practice sessions are asked to present a clinical case to illustrate the topic. In your My Agreements page - you will find specific instructions on how to prepare for these sessions and you should have confirmed back to the scientific programme department , the exact & final title of the case you will be presenting.

The aim of these clinical cases is to present real and typical clinical scenarios, discuss findings and management in the light of current ESC recommendations and follow the clinical course of the case.

The clinical case presentation should be as interactive as possible with the audience, and challenge the audience with questions about what they think, or about what they would do.

Information should be presented in a stepwise approach, stopping from time to time to challenge the audience.

The clinical cases must be fully illustrated and completely studied.

At the end, a conclusion must be presented showing the rational behind the procedures that were followed and results.

Mobile App Voting Slides

Speakers invited to present in Mobile App Interactive sessions are asked to include " Question Slides"  in their presentation

The sessions must contain a high level of interactivity with the audience and the material must be suitable for educational purposes.

  • Limit the number of questions, maximum 3 questions - Please keep in mind that it can take up to 3 minutes to "go through" a question
  • In order to keep the voting process fast and simple, we recommend that you construct your voting questions according to the following principles:
    • Keep the questions short and clear
    • Provide no more than 5 possible answers
    • Give the possible answers a letter from A to E
    • For a “yes /no” question, use the format “A = yes, B= no”
  • Prepare a  slide with the question and multiple choice answers - This is the slide which must be shown at the speaker service centre - to be tagged with a "vote" button, which you will be asked to activate to launch the voting during the session.
  • Before launching the voting, please give sufficient time to the audience to get their device out on the correct page  - You should give them an indication " get ready to vote , open you Mobile App" and then show the question slide .
  • To launch the voting, you need to click on the "vote" button which will be added to your slide by the technician - The audience then has 20 seconds to cast a vote.
  • After the question is asked, results of the vote will be shown on the screen - This is generated automatically by the system.
  • You can choose to have a slide showing the solution and explanation, to be displayed after the results are shown



Abstract Presenter Guidelines

 For all presentation format of abstracts, please consult the Abstract Presenter Guidelines