Presentation Guidelines

Welcome to Living Data 2025! These guidelines will help you prepare outstanding presentations for our joint conference. Whether you're giving an oral presentation, creating a virtual presentation, or designing a poster, these resources will ensure your contribution makes maximum impact.

Getting Started

Choose Your Format

Select the presentation type that matches your conference submission: oral presentation (time varies by session), lightning talk (5-7 minutes), virtual/pre-recorded, or poster.

Use Your Branding

Use your institution's branding guidelines. We provide optional templates and design elements if you need them, but prioritize your institutional standards.

Follow Guidelines

Review the specific requirements for your presentation type, including timing, file formats, and technical specifications.

Submit & Present

Upload your materials via the submission portal link in your confirmation email by the deadline and get ready to share your work with the global biodiversity community.

Essential Requirements for All Presentations

Technical Specifications

16:9 widescreen format for all slides
Minimum 18pt font size for readability
High contrast between text and background
Conference logo on first slide of presentations

Content Guidelines

Use only copyright-free or licensed images
Provide proper attribution for all content
Present in English or Spanish with subtitles if needed
Avoid color-only information delivery

Submission Process

Submit by October 1, 2025 at 23:59 UTC / 16:59 PDT (GMT-7)
Check your local time
Upload via ShockLogic conference portal (link in your confirmation email)
Check the file shows in the attachment column next to your submission

Optional Design Resources

Note: These resources are optional. Please prioritize your institution's branding guidelines. These materials are provided as backup options or for inspiration.

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Presentation Templates

Basic PowerPoint templates with 16:9 dimensions - use only if your institution doesn't have specific requirements

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Poster Templates

70x100cm vertical poster templates with layout suggestions - adapt to your institutional branding as needed

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Conference Logos & Colors

Conference logos (PNG with transparency) required for all presentations and posters, plus official color palette with hex codes and usage guidelines

English Spanish Color Palette

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Conference Fonts

Download the official conference fonts from Google Fonts - Raleway recommended for titles and headers, Rubik for body text and content

Raleway Rubik

Oral Presentations

Presentation times are determined by your session organizer and may vary. Check your session details for exact timing. The ranges below are typical guidelines.

Standard Talks

8-15 minutes Time varies by session. Includes Q&A time.

In-depth presentations for research findings, case studies, and comprehensive topics. Slide recommendations vary based on your assigned time.

Lightning Talks

5-7 minutes including Q&A time.

Fast-paced, high-impact presentations focusing on key insights, novel ideas, or quick demonstrations. Maximum 5-8 slides recommended.

Presentation Guidelines

Slide Design

Use 16:9 widescreen format for optimal display
Minimum 18pt font size (24pt+ recommended for titles)
Follow your institution's font guidelines when possible, but prioritize standard fonts (Arial, Helvetica, Times New Roman) that are available on all computers to avoid display issues during your session
High contrast color combinations (dark text on light background)
Avoid red-green combinations (colorblind accessibility)
Maximum 6-7 bullet points per slide

Logo Placement Guidelines

Conference logo: Include on first slide of presentations
Institution logos: Follow your institutional guidelines for placement (suggested maximum 2cm height).
Maintain adequate spacing around all logos

Technical Requirements

Submit presentations as PPTX or PDF files
Embed all fonts and media to prevent display issues
Test animations and transitions (keep simple)
Include speaker notes if needed (not visible to audience)
Maximum file size: 35MB
Arrive 15 minutes before your session for tech check

Presentation Tips

Perfect Your Timing

Practice with a timer based on your specific session timing. Aim to finish 1-2 minutes early to allow for Q&A.

Know Your Audience

Present to an international, interdisciplinary audience. Define technical terms and avoid local references.

Engage Your Audience

Use clear visuals, tell a story, and make eye contact. Consider interactive elements for questions.

Have a Backup Plan

Bring your presentation on multiple devices and have a PDF version ready in case of technical issues.

Virtual Presentations

What are Virtual Presentations?

Pre-recorded video presentations for remote presenters who cannot attend the conference in person. All virtual presentations must be submitted as complete video recordings following our technical specifications.

Virtual Presentation Timing

On-Demand Presentations: Use your full allocated time (typically 10 minutes)

Virtual Presentations for In-Person Sessions: Use 2 minutes less than your allocated time to allow for Q&A and speaker transitions (e.g., 8 minutes if allocated 10 minutes)

Requirements for Virtual Presenters

Submit a complete pre-recorded video presentation
Follow timing requirements as assigned by your session organizer
Include clear audio narration and screen recording of slides
Add subtitles for accessibility
Meet all technical specifications outlined below

Recording Guidelines

Video Specifications

MP4 format, H.264 codec recommended
1920x1080 resolution (16:9 aspect ratio)
30 fps frame rate
Maximum duration: As assigned by session organizer (typically 10-15 minutes for standard)
Maximum file size: 200MB

Audio Specifications

Use a headset or external microphone for clear audio
44.1 kHz sample rate, 16-bit depth minimum
Record in a quiet environment
Normalize audio levels to avoid volume fluctuations
Test audio quality before final recording

Recording Best Practices

Position camera at eye level to avoid awkward angles
Ensure good lighting (face should be well-lit)
Maintain steady eye contact with the camera
Practice your presentation multiple times before recording
Record in sections if needed, then edit together
Include screen recording of slides with presenter in corner

File Size Guidance

To help you stay within the 200MB limit:

5-7 minute video: ~80-140MB (good quality)

8-10 minute video: ~120-160MB (good quality)

13-15 minute video: ~180-200MB (may need compression)

Recommended encoding: H.264 codec, 2-3 Mbps bitrate for 1080p, 128 kbps AAC audio

Subtitle Requirements

To ensure accessibility and support our multilingual audience, videos must include accurate subtitles.

Automatic Subtitles

Use YouTube, Zoom, or PowerPoint's automatic captioning features, then review and correct for accuracy.

Manual Subtitles

Create subtitle files (.srt or .vtt format) using tools like Subtitle Edit or online subtitle editors.

Recommended Software

Recording Software

Zoom (built-in recording)
OBS Studio (free, advanced)
PowerPoint (built-in recording)

Editing Software

DaVinci Resolve (free)
iMovie (Mac)
Windows Movie Maker

Posters

Digital Repository

All posters will be available in our online poster repository accessible to registered participants throughout and after the conference.

Physical Printing

Participants are responsible for printing their own posters in PORTRAIT orientation and transporting them to/from the meeting. Due to venue space constraints, we cannot accommodate landscape/horizontal posters for physical display. After the conference, participants are responsible for disposing of their posters in an environmentally conscious manner. Mounting materials and display instructions will be provided.

Technical Specifications

Submit ONE digital version of your poster optimized for our online repository. You are responsible for creating and printing your own physical poster for conference display.

computer Digital Submission Requirements

Size: 1920 x 2700 pixels (portrait). Virtual-only presenters may also use 2700 x 1920 pixels (landscape)
Maximum file size: 10MB
Format: PDF optimized for screen viewing
For online repository display

print Physical Poster Guidelines

Recommended size: 27.5" x 39.4" (70cm x 100cm), portrait orientation
Resolution: 300 DPI minimum for print quality
You are responsible for printing and transporting your poster in portrait format

Content Requirements (Both Versions)

Title, authors, and affiliations/organizations clearly visible (institutions, organizations, or independent researchers welcome)
Font sizes: Title 36pt+, Headers 24pt+, Body 14pt+, Fine print 10pt+
Use your institutional font guidelines (or Raleway for titles, Rubik for body text)
High contrast colors for readability
Contact information (email, ORCID ID)
Conference logo: Use provided template position or integrate appropriately
Institution logos: Follow your institutional guidelines (suggested max 1.2" / 3cm height)

rotate_90_degrees_ccw Design & Orientation Guidelines

Design your poster at high resolution (300 DPI) for printing, then export a compressed version (10MB max) for digital submission. Most design software allows you to reduce file size while maintaining the same visual content.

Orientation Strategy: If you're presenting both in-person AND virtually, design in portrait format to ensure compatibility with physical display requirements. If you're only participating virtually, you may choose landscape for better screen display, but portrait is recommended for consistency.

Effective Poster Design Principles

Tell a Story, Not a Paper

Great posters find a theme and tell a story with minimal text and maximum visual impact. Think of your poster as a visual puzzle that guides readers through your key concepts and findings, not as a condensed scientific paper.

Create Engagement

Design something that makes people stop and want to know more. Use graphics, charts, and visual elements to communicate your main points - viewers should understand your key message even from a distance.

Design Guidelines

Visual Hierarchy

Use size, color, and spacing to guide viewers through your content logically. Title → Key findings → Details → Conclusions.

Institutional Branding

Follow your institution's branding guidelines for colors, fonts, and logo placement. Ensure the conference logo is included as required.

Color Scheme

Use your institutional colors or choose 2-3 main colors consistently. Ensure good contrast and consider colorblind accessibility. Test your poster in grayscale.

White Space

Don't cram too much content. White space makes your poster easier to read and more professional-looking.

Graphics & Images

Use high-quality, relevant visuals. Charts and graphs should be self-explanatory with clear labels and legends.

Printing Considerations

Since you'll be printing your poster, consider your local printing options and budget. Test print a small section to check colors and quality.

Recommended Structure

Header Section

Compelling, descriptive title
Author names and institutional affiliations
Conference and institution logos (conference logo required)

Main Content

Introduction/Background (brief context)
Methods/Approach (key methodology)
Results/Findings (main outcomes)
Discussion/Implications (significance)

Footer Section

Conclusions and key takeaways
References (essential ones only)
Contact information and QR codes
Acknowledgments and funding

Printing Guidance

print Printing Recommendations

Plan ahead - large format printing may take some time
Consider printing on tear-resistant material for easier transport
Bring a tube or portfolio case to transport your poster safely

construction Conference Provides

Poster display boards and mounting space
Mounting materials (pins, tape, or velcro strips)
Display setup instructions and assistance
Designated poster session times and networking opportunities

Submission Instructions

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1. Prepare Your Files

Follow the naming convention: [SessionID]_[AbstractID]_[YourLastName]_[PresentationType]

Examples:

6786653_7123456_Norton_Oral.pptx

6787919_7234567_Page_Lightning.pdf

6786653_7345678_Adams_Virtual.mp4

6787919_7456789_Singh_Poster.pdf

File Format & Size Requirements:

Presentations: PPTX or PDF, max 35MB
Videos: MP4, max 200MB
Posters (Digital): PDF, max 10MB, optimized for screen viewing

Note for poster presenters: You are responsible for printing your own poster for physical display. Only submit the digital version for our online repository.

Ensure conference logo is included on first slide of presentations and in posters

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2. Access Submission Portal

Use the direct submission link provided in your confirmation email. The submission portal will be available starting August 2025.

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3. Upload Materials

Upload your presentation files, ensuring they meet all technical requirements and file size limits.

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4. Confirm Submission

Check the file shows in the attachment column next to your submission. If your file doesn't appear, contact our technical support team.

Need Help?

General Support

Questions about presentation content, guidelines, timing variations, or general conference information

info@livingdata2025.com

Technical & Submission Support

Issues with file formats, uploads, submissions, technical requirements, or poster printing specifications

editorlivingdata@ce.com.co

Presentation Guidelines

Quick Reference

Getting Started

Choose Your Format

Use Your Branding

Follow Guidelines

Submit & Present

Essential Requirements for All Presentations

Technical Specifications

Content Guidelines

Submission Process

Optional Design Resources

Presentation Templates

Poster Templates

Conference Logos & Colors

Conference Fonts

Oral Presentations

Standard Talks

Lightning Talks

Recommended Number of Slides (General Guidelines)

Presentation Guidelines

Slide Design

Logo Placement Guidelines

Technical Requirements

Presentation Tips

Perfect Your Timing

Know Your Audience

Engage Your Audience

Have a Backup Plan

Virtual Presentations

What are Virtual Presentations?

Virtual Presentation Timing

Requirements for Virtual Presenters

Recording Guidelines

Video Specifications

Audio Specifications

Recording Best Practices

File Size Guidance

Subtitle Requirements

Automatic Subtitles

Manual Subtitles

Recommended Software

Recording Software

Editing Software

Posters

Digital Repository

Physical Printing

Technical Specifications

computer Digital Submission Requirements

print Physical Poster Guidelines

Content Requirements (Both Versions)

rotate_90_degrees_ccw Design & Orientation Guidelines

Effective Poster Design Principles

Tell a Story, Not a Paper

Create Engagement

Design Guidelines

Visual Hierarchy

Institutional Branding

Color Scheme

White Space

Graphics & Images

Printing Considerations

Recommended Structure

Header Section

Main Content

Footer Section

Printing Guidance

print Printing Recommendations

construction Conference Provides

Submission Instructions

1. Prepare Your Files

File Format & Size Requirements:

2. Access Submission Portal

3. Upload Materials

4. Confirm Submission

Need Help?

General Support

Technical & Submission Support