Registration

Hosted by CSEO in Nicosia, Cyprus

Registration

Presentation Guidelines

Instructions for Oral and Poster Presenters

Dear Presenter,

Thank you for contributing to the 6th COSPAR Symposium in Nicosia!

To ensure a smooth and successful event, please carefully review the following instructions for preparing and submitting your presentation materials.

I. ORAL PRESENTATIONS

A. Presentation File Format & Submission:

  1. Accepted File Formats:
    • Microsoft PowerPoint (.pptx): This is the strongly preferred format for optimal compatibility.
    • Adobe PDF (.pdf): Accepted, but please note that animations and embedded videos may not function as intended.
    • Videos: If you have video clips, please embed them directly into your PowerPoint presentation.
    • Font Embedding: To avoid font compatibility issues, please embed all fonts used in your presentation. (In PowerPoint: File > Options > Save > Embed fonts in the file).
    • Size Limit: The maximum file size that can be uploaded in 50MB.
  2. Aspect Ratio: Please prepare your presentation in 16:9 widescreen aspect ratio.
  3. Submission Method & Deadline:
    • Online Submission Portal: All presentation files MUST be uploaded to our dedicated Online Submission Portal by the end of October 29, 2025 (Pacific Time) at the latest.
    • Portal Link:  https://cospar2025.org/upload/
    • No email submissions will be accepted.
    • Early submission is highly encouraged to allow time for technical checks by our team.

B. On-Site Presentation & Technical Support:

  1. Speaker Ready Desk (Mandatory):
    • All oral presenters (with the exception of the Monday morning speakers) are REQUIRED to visit the Speaker Ready Desk at least 3 hours prior to their scheduled session (or the day before if your session is early morning). Monday morning speakers can do so 30 min before their session starts (effectively at 08:30 on Monday morning).
    • Location: Entrance of Royal Hall, by the Registrations
    • Operating Hours: 9am – 5pm
    • At the Speaker Ready Desk, you will:
      • Confirm with our technical staff that your presentation (submitted online) has been correctly received and is functioning as expected on our system.
      • Briefly test your presentation, especially videos and animations.
      • Make minor last-minute corrections if absolutely necessary (major content changes are strongly discouraged at this stage).
      • Meet with technical staff for any assistance.
  2. Session Room Equipment:
    • Each session room will be equipped with a Windows 11 PC, projector, screen, microphone, and laser pointer.
    • Presentations will be launched from the dedicated session room PC by the technical staff or your Session Chair/MSO. Personal laptops cannot be used for presentations to ensure smooth transitions and avoid technical delays.
  3. During Your Session:
    • Please arrive at your session room at least 15 minutes before the session starts to meet your Session Chair(s)/MSO(s) and familiarize yourself with the setup.
    • The Session Chair/MSO will manage the time. Please adhere strictly to your allocated presentation time, including Q&A.

II. POSTER PRESENTATIONS

A. Poster Format & Content:

  1. Poster Board Size: Poster boards will be A1 portrait: 594mm wide × 841mm high or 23.39 × 33.11 inches. Your poster must fit within these dimensions.
  2. Orientation: Portrait orientation is required.
  3. Duration: All posters may be displayed on all days of the Symposium and that there will be no changeover mid-week.
  4. Content: Your poster should be clear, concise, and visually appealing. Include:
    • Title, Author(s), and Affiliation(s) prominently at the top.
    • A brief introduction, methods, results, and conclusions.
    • Use large, legible fonts (e.g., title at least 72pt, main text at least 24pt).
    • Utilize graphics, charts, and images to enhance understanding.
  5. Printing: Presenters are responsible for printing and transporting their own posters.
    • Printing facilities will not be available on-site.
    • For participants who wish to print their presentation posters in Nicosia, we suggest using Kemanes Print Shop, located nearby the symposium venue at Dimofontos 7, Nicosia 1075.
      Google Maps location: https://maps.app.goo.gl/mu66kWaHWjC3Bpkn6
    • Should you require delivery, the ‘Bolt Send’ service, available through the Bolt application, can be used to transport your poster directly to the symposium venue.
      Delivery Address: The Royal Hall, Xanthis Xenierou, Nicosia 1015, Cyprus.
      Google Maps location: https://maps.app.goo.gl/BX2648V1ZA7ktxq78

B. On-Site Poster Setup & Presentation:

  1. Poster Number: You will be assigned a poster board number corresponding to your abstract ID. This number will be indicated on the poster board in the designated poster area.
  2. Setup Time: Posters can be set up from Monday, November 3, 08:00 in the designated Poster Area: Royal Hall Entrance Lobby.
  3. Mounting Materials: Adhesive for attaching posters will be provided on-site.
  4. Author Presence: Authors are expected to be present at their posters during the dedicated poster sessions as indicated in the symposium program (effectively during the coffee breaks as shown on the Week at a Glance table). This is your opportunity to discuss your work and answer questions from attendees.
  5. Removal Time: All posters must be removed by Friday, November 7, 15:00. Posters not removed by this time will be disposed of by the organizers.

III. GENERAL INFORMATION & CONTACT

A. Symposium Program: Please refer to the symposium program on the website (www.cospar2025.org) for the final schedule and for more details on each session and speakers visit https://www.cospar-assembly.org/admin/congress.php?congress=12.

B. Coordination:

Main Scientific Organizers (MSOs) for each session are your primary point of contact for scientific queries related to your presentation content.

The Local Organizing Committee (LOC) PCO (Professional Conference Organiser) team will manage the technical aspects, the Speaker Ready Desk, and the submission portal.

C. Questions:

For questions regarding your session schedule or scientific content: Please contact the Main Scientific Organizer (MSO) for your specific session. The contact details are located at the top of each event page above the event description which can be found by clicking through the appropriate links at https://www.cospar-assembly.org/admin/congress.php?congress=12.

We greatly appreciate your contribution to making COSPAR 2025 a successful event!

Sincerely,
The COSPAR 2025 Local Organizing Committee (LOC)