Belgische Vereniging voor Radiotherapie-Oncologie vzw
Association Belge de Radiothérapie-Oncologie asbl
concerning scientific and educational presentations
during ABRO-BVRO organized meetings
The ABRO-BVRO society is grateful you are considering to present a scientific talk at one of the societies meetings. Don’t hesitate to contact the ABRO-BVRO secretary if you would have any questions concerning your presentation. Please find below a set of recommendations concerning the presentations.
2. The ABRO-BVRO recognizes different types of presentations. These include, but are not limited to :
a) Invited guest lectures
b) Junior presentations
c) Invited presentations by commercial sponsors
3. Presentations are usually given in English, unless an exception was approved by the ABRO-BVRO board. Presenters who feel their command of the English language is insufficient to bring the message to the attending audience, are requested to contact the ABRO-BVRO to organize a suitable replacement.
4. For each presentation the ABRO-BVRO defines a duration of the presentation. This time limit is communicated to the speaker at least 3 weeks before the presentation, and is also repeated on the final program of the meeting. Speakers are requested to respect the given time slot, and to actively time the duration of the presentation. The organizer of the meeting or a session chairman of can interrupt the speaker when the time is not respected, in the interest of the remainder of the scientific program.
5. Speakers are invited to check with the session chairman or the organizers if questions are taken during or after the presentation, or not at all.
6. All presentations given are ideally compiled by the presenter in person. If the presenter presents ideas, data or work from collaborators, or if the speaker represents a workgroup or society, the names and titles of these collaborators/workgroup members / societies are clearly mentioned at the start of the presentation, both orally and in writing on the projected slides.
7. Presenters are free to refer to commercially available products or services, but are invited do so in a balanced way if other or similar products or services would be available. It is recommended that scientific presentations are not unilaterally promoting only one specific commercial product. This recommendation is not applicable to invited or sponsored presentations by industrial partners.
8. Presenters are requested to use PowerPoint or equivalent products to illustrate the messages given. To increase the efficiency of these presentations, it is recommended that :
a) The slides are used to illustrate and structure the presentation, but do not contain the complete text of the presentation
b) Each slide contains at the bottom :
1. The slide number
2. The title of the presentation
3. The name of the presenter
4. The date of the presentation
c) To increase visibility, the main messages on a slide is concentrated in the upper two thirds of the slide
d) In case illustrations are used, these are contrasted and of sufficient resolution to be visible for a larger audience. Ideally not more than 2 illustrations are added on one slide.
e) The title slide contains the title, and a reference to collaborators of the presented work. In case the presentation is made as representative of a working group or organization, the name of the organization and team members is shown on the title page.
f) Presenters check that any images or movies are ‘embedded’ in the presentation, and do not require additional software players or plug-ins.
g) Scientific data or statements are referenced where possible by indicating the source of the information at the bottom of the slide.
9. Presenters are hereby notified that the presentation hardware available at the meeting venue might not be adapted to the use of sound in presentations/movies. If a sound-file, or movie with sound needs to be played during the presentation, the presenter is requested to contact the ABRO-BVRO secretary at least 3 weeks before the presentation to take appropriate technical measures.
10. Presenters are requested to make available to the ABRO-BVRO at least 3 days before the meeting the PowerPoint presentation (or other support material). This can be sent electronically to the ABRO-BVRO secretary. In case individual mail size is beyond 10Mb, the presentation can be made available on an electronic file sharing platform. Presenters are requested to indicate if this presentation :
a) CAN be distributed to attendees of the meeting via paper or electronically or
b) CANNOT be distributed, and is only sent to be pre-loaded on the hardware used in the presentation room
11. Presenters are additionally requested to bring the PowerPoint presentation on a USB memory stick to the ABRO-BVRO desk at the conference venue, ideally 30 minutes before the start of the day’s program. This is a safety measure in case the correct version of the presentation would not have been pre-loaded on the available hardware.
12. Specifically for junior presentations, the ABRO-BVRO proposes additional requirements :
a) Max duration of 8 minutes + 2 minutes discussion
b) Ideally presentations and data presented have not yet been published, and have not yet been extensively presented elsewhere before the ABRO-BVRO meeting, with the exception of presentations within the department of the junior presenter
c) The series of junior abstracts is organized as a competition, with the announcement of the 3 highest rated presentations during the scientific meeting generally within hours after the last junior presentation took place. The methodology of evaluation of the presentations is described below in paragraph 13.
d) Presentations based on an extensive, long-term or sponsored research programs by junior members (with no or limited clinical activities) can be presented at ABRO-BVRO meetings during other sessions, but it is recommended NOT to submit this work in the competition for junior presentations. The ABRO-BVRO board believes this would be less fair to other contestants having had access to less facilities/support/time.
e) An abstract of the presentation is made available to the ABRO-BVRO secretary at least 6 weeks before the presentation. This abstract is sent as a word-file as attachment to an email. The abstract identifies title, methods/material, results and conclusions, and does not contain more than 300 words (one page format A4, pitch 12, page margins at least 2,5 cm).
f) The number of available time slots for junior presentations being limited to a given maximum during the ABRO-BVRO annual meeting in autumn, the ABRO-BVRO board reserves the right to make a selection of submitted presentations if more presentations would have been submitted. The methodology to do so is detailed in paragraph 14 below. The ABRO-BVRO board’s decision is final.
13. The evaluation of the presentations by junior members is done by a committee of at least 3 and maximum 5 senior physicians. At least one of these is a ABRO-BVRO board member. Invited Belgian or foreign speakers during the scientific gathering can be asked to participate in the committee. The committee will base judgment on the presentation as given orally, with less importance given to the submitted paper/electronic abstract. The committee members can take into account :
a) The clear and structured presentation of the concept and the performed work
b) The scientific methodology
c) The originality and relevance of the work or the message
d) The ability of the presenter to respond to questions
e) The efficient use of illustration material
f) The respect of the given time limit
14. In case more junior presentations are submitted than available slots, the ABRO-BVRO board members will receive via the ABRO-BVRO secretary the submitted numbered abstracts that did arrive before the announced deadline. Board members will consider elements like the originality of the work, the relevance to modern radiation oncology practice and the scientific methodology. The board members will then communicate to the ABRO-BVRO secretary the reference numbers of the abstracts that are according to the board members most suitable for a presentation. The secretary will exclude abstracts that get the least quoted, until the number of available time slots is filled.