Instructions for presenters
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Where to find the link to submit your in-person talk, virtual talk, or poster. -------------->
Note: You must register and pay for the meeting before these links will show up on your personal profile home page. |
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Date |
Deadline* |
April 4 |
In-person Talk submission |
April 4 |
Virtual Talk Submission Hamilton and Mayr Talk Submissions |
June 1 |
Poster Submission |
*These deadlines are the latest you can submit for a talk or poster at the conference. Talks and posters are filled on a first-submitted, first-filled basis and spots may fill before the deadline. After the schedule has been made, late submissions might be accepted and put on a waitlist (but the waitlist is currently closed while scheduling happens).
Posters
Posters are in-person only. We recommend reviewing these Tips for Preparing Your Poster.
If an abstract is provided, it will be available to attendees through the online program. Abstracts will not be published in hard-copy form or as part of the downloadable pdf. You can edit details of an existing poster, or withdraw it, by logging back into the submission site and going to the 'profile home' tab. Such changes will be automatically (and instantly) reflected in the conference program, once it is live.
Posters can be a maximum of 1.2 m x 1.2 m (4 ft x 4 ft) and pushpins will be provided. Poster boards will be numbered by row letter and then number within row, and presenters should use the assigned space. Posters will be assigned to one of two evening poster sessions (Sunday June 22 or Monday June 23, 2025). Posters should be displayed by noon on the day of the assigned poster session and removed by noon of the following day. Presenters should attend their poster during their assigned session.
Poster invitations: As in previous years, we will feature a poster invitation system that allows presenters to browse a list of conference registrants ahead of the meeting and select up to three who will receive a personalized invitation to their poster (indicating the title, author(s), date, time and location). Past experience shows that most invitees make the effort to visit a poster to which they are invited. This is very different from a talk, which may not be attended by the specific people you would like to meet and may not allow one-on-one interactions. Therefore, if you want to discuss your work one-on-one with someone, consider giving a poster. An email will be sent with instructions on June 10, 2025 to poster presenters.
Archiving and sharing your poster: We encourage you to consider archiving your poster. Doing so makes it publicly available and citable by yourself and others. In addition, those interested can easily download it for later reference and it may provide increased visibility for your work. We suggest figshare as content deposited on figshare is stored under Creative Commons licenses that allow you to retain ownership and get credit for your work. More details about their licensing options are available here. Figshare is simple to use and allow you to easily generate a QR code that can be included on your printed poster allowing users to directly access your poster online. Be sure to include Evol2025 as a tag when uploading your poster.
Printing: We strongly recommend bringing your poster with you, rather than printing at the conference as we are unable to print it for you, or help with printing it out.
Posters are in-person only. We recommend reviewing these Tips for Preparing Your Poster.
If an abstract is provided, it will be available to attendees through the online program. Abstracts will not be published in hard-copy form or as part of the downloadable pdf. You can edit details of an existing poster, or withdraw it, by logging back into the submission site and going to the 'profile home' tab. Such changes will be automatically (and instantly) reflected in the conference program, once it is live.
Posters can be a maximum of 1.2 m x 1.2 m (4 ft x 4 ft) and pushpins will be provided. Poster boards will be numbered by row letter and then number within row, and presenters should use the assigned space. Posters will be assigned to one of two evening poster sessions (Sunday June 22 or Monday June 23, 2025). Posters should be displayed by noon on the day of the assigned poster session and removed by noon of the following day. Presenters should attend their poster during their assigned session.
Poster invitations: As in previous years, we will feature a poster invitation system that allows presenters to browse a list of conference registrants ahead of the meeting and select up to three who will receive a personalized invitation to their poster (indicating the title, author(s), date, time and location). Past experience shows that most invitees make the effort to visit a poster to which they are invited. This is very different from a talk, which may not be attended by the specific people you would like to meet and may not allow one-on-one interactions. Therefore, if you want to discuss your work one-on-one with someone, consider giving a poster. An email will be sent with instructions on June 10, 2025 to poster presenters.
Archiving and sharing your poster: We encourage you to consider archiving your poster. Doing so makes it publicly available and citable by yourself and others. In addition, those interested can easily download it for later reference and it may provide increased visibility for your work. We suggest figshare as content deposited on figshare is stored under Creative Commons licenses that allow you to retain ownership and get credit for your work. More details about their licensing options are available here. Figshare is simple to use and allow you to easily generate a QR code that can be included on your printed poster allowing users to directly access your poster online. Be sure to include Evol2025 as a tag when uploading your poster.
Printing: We strongly recommend bringing your poster with you, rather than printing at the conference as we are unable to print it for you, or help with printing it out.
Virtual Talks
- Contributed virtual talks should be a maximum of 14 minutes, leaving 1 minute of Q&A/setup time between talks. We recommend a 12-13 minute talk, allowing 1-2 minutes for questions. The 14 minutes total time for virtual talks will be strictly enforced.
- You do not need to upload any slides - you will be sharing your screen/slides as you talk, as in a zoom meeting
- You will need to show up at your session 5-10 minutes before the session start time (NOT your talk start time) - this allows for a quick testing of sharing of slides before the session starts
- Zoom Event Links will be sent out about a week in advance of the virtual conference - please test login in advance, with the same email as the one you registered with, to make sure you don't have login difficulties
- Test sessions will be set up the week of the virtual conference - please feel free to drop into these sessions to test your slides out in advance and ask any questions
- No longer able to present? Withdraw your talk by contacting us directly by email at the evolution.meetings gmail.com address
- Recordings will be publicly available on the Evolution Youtube channel following the in-person conference, unless the speaker did not wish to be recorded during virtual talk submission.
In-Person Talks
- Edit your talk at any time by logging back into the submission system.
- Withdraw your talk by contacting us directly by email
- Changes will be automatically and instantly reflected in the program (once available). Changes after the abstract submission deadline will not affect the session your talk is assigned to, however.
- Speaker Ready Room = Grand Hall 1
- Upload slides for your talk by 5 pm the day before your talk (and up to 2 weeks before for those not bringing a computer with them)
Talk preparation & delivery
Contributed in-person talks should be a maximum of 14 minutes (unless you have special timing in a symposia), leaving 1 minute of movement/setup time between talks. We recommend a 12-13 minute talk, allowing 1-2 minutes for questions. The 14 minutes total time for both in-person and virtual talks will be strictly enforced.
Timing system: For in-person talks, we are planning for volunteer moderators for sessions (please consider signing up during talk submission), a large timer facing the stage for speakers to view progress and/or chimes. Different audio chimes will sound to denote the start of your talk, a 2 minute warning (i.e. at minute 12), and the end of your talk (i.e. at minute 14), indicating the start of the 1 minute movement/setup time. Please respect these times so that talks stay concurrent.
Accessibility: For guidance on preparing your talk, including making it more accessible, review these Best Practices for Preparing Your Oral Presentation.
Copyright: Please adhere to ethical and legal reuse of any images/ videos in your presentations. You may find the information in this document useful.
Format (in-person talks): Presentations should be formatted using the widescreen (16:9) slide size, not 4:3. Only Powerpoint and pdfs are supported. Additional information about supported file types, embedding audio/video files, fonts, etc. is available here. Slides may be uploaded ahead of and during the conference via Edit / Withdraw / Upload link on your Profile home in the registration system (preferred method), or by visiting the Speaker Ready Room onsite at the conference. Slides must be uploaded by 5 pm on the day BEFORE your scheduled presentation. You can review your talk in the Speaker Ready Room and a technician will be there to help resolve any compatibility or formatting issues. All session rooms, and the Speaker Ready Room, will have PCs with Office 365 and the most recent version of Adobe Acrobat Reader installed. If your presentation was prepared on a Mac or other non-Windows system, we recommend that you review it in the Speaker Ready Room (Grand Hall 1) ahead of time. A PDF may be the safer option in this case.
For meeting attendees not traveling with personal electronic devices, note that talks can be uploaded 2 weeks in advance of the conference (as well as in-person), and there are computers for checking whether a talk works with our presentation software (PowerPoint preferred for auto-captioning; PDF allowed). However, there are not sufficient facilities for extensive writing or editing of presentations, so if you are not bringing a device, make sure your talk is ready or look for facilities elsewhere in Athens before arriving.
Contributed in-person talks should be a maximum of 14 minutes (unless you have special timing in a symposia), leaving 1 minute of movement/setup time between talks. We recommend a 12-13 minute talk, allowing 1-2 minutes for questions. The 14 minutes total time for both in-person and virtual talks will be strictly enforced.
Timing system: For in-person talks, we are planning for volunteer moderators for sessions (please consider signing up during talk submission), a large timer facing the stage for speakers to view progress and/or chimes. Different audio chimes will sound to denote the start of your talk, a 2 minute warning (i.e. at minute 12), and the end of your talk (i.e. at minute 14), indicating the start of the 1 minute movement/setup time. Please respect these times so that talks stay concurrent.
Accessibility: For guidance on preparing your talk, including making it more accessible, review these Best Practices for Preparing Your Oral Presentation.
Copyright: Please adhere to ethical and legal reuse of any images/ videos in your presentations. You may find the information in this document useful.
Format (in-person talks): Presentations should be formatted using the widescreen (16:9) slide size, not 4:3. Only Powerpoint and pdfs are supported. Additional information about supported file types, embedding audio/video files, fonts, etc. is available here. Slides may be uploaded ahead of and during the conference via Edit / Withdraw / Upload link on your Profile home in the registration system (preferred method), or by visiting the Speaker Ready Room onsite at the conference. Slides must be uploaded by 5 pm on the day BEFORE your scheduled presentation. You can review your talk in the Speaker Ready Room and a technician will be there to help resolve any compatibility or formatting issues. All session rooms, and the Speaker Ready Room, will have PCs with Office 365 and the most recent version of Adobe Acrobat Reader installed. If your presentation was prepared on a Mac or other non-Windows system, we recommend that you review it in the Speaker Ready Room (Grand Hall 1) ahead of time. A PDF may be the safer option in this case.
For meeting attendees not traveling with personal electronic devices, note that talks can be uploaded 2 weeks in advance of the conference (as well as in-person), and there are computers for checking whether a talk works with our presentation software (PowerPoint preferred for auto-captioning; PDF allowed). However, there are not sufficient facilities for extensive writing or editing of presentations, so if you are not bringing a device, make sure your talk is ready or look for facilities elsewhere in Athens before arriving.
Recording of talks
Captioning. When viewing recorded talks on the Evolution Meetings YouTube channel, attendees will be able to turn on captions, should they wish.
- Plenary talks at the in-person meeting will be recorded in advance as well as given live, and the recordings will be posted to the Evolution Meetings YouTube channel. The pre-recorded plenaries will be available to virtual and in-person attendees.
- Concurrent session talks and symposia will NOT be recorded. Those giving a regular contributed in-person talk will have the option to submit a pre-recorded version of their talk to be uploaded to the Evolution Meetings YouTube channel after the in-person conference. These must be recorded independently by the speaker. We encourage presenters to do this to increase exposure to their talk and allow in-person and virtual attendees who missed a talk to view the recording later.
Captioning. When viewing recorded talks on the Evolution Meetings YouTube channel, attendees will be able to turn on captions, should they wish.
Social media
The Evolution Meetings support the communication and discussion of science. Information presented at the meeting (in audio or visual format) may be reported and discussed by attendees and science writers via blogs, Twitter, or other platforms. We require that this be done respectfully and without direct reproduction of visual materials (e.g., no posting photos of slides or recordings), unless permission is obtained from the presenter or they have already made this information freely available in an open-source forum. Presenters are welcome to share their own material publicly. Presenters not wanting information from their presentations to be broadcast publicly should explicitly state so in their presentation, as well as during abstract submission. See the meeting Broadcasting Policy for more information.
The Evolution Meetings support the communication and discussion of science. Information presented at the meeting (in audio or visual format) may be reported and discussed by attendees and science writers via blogs, Twitter, or other platforms. We require that this be done respectfully and without direct reproduction of visual materials (e.g., no posting photos of slides or recordings), unless permission is obtained from the presenter or they have already made this information freely available in an open-source forum. Presenters are welcome to share their own material publicly. Presenters not wanting information from their presentations to be broadcast publicly should explicitly state so in their presentation, as well as during abstract submission. See the meeting Broadcasting Policy for more information.