The eDNA Society International Meeting 2023

Instructions for Presentations


Abstract submission deadline for oral/poster presentations : March 17th 2023 (JST)

Functions in Online Meeting System

  • The online system is now operational. - April 19th, 2023.
  • All presenters can upload their graphic abstracts.
  • Poster presenters can upload their poster files and supplemental movie file optionally.
  • An online conversational function between the presenter and the audience is provided.
  • Presenters can update all the files at any point in time, however, it is best to submit the initial version of the files promptly, in order to maximize the exposure of your contribution to the viewers.
  • Presenters can access the uploading function by clicking on the "Submit and Edit Your Presentations" link in the online system.

Instructions for online participants

  • The zoom links will be shown for each session in timetable in the system. You can access the live streaming of plenary sessions during the conference via the online meeting system. The Zoom links for each session will be displayed in the timetable within the system.
  • Please ensure that you have the latest version of Zoom installed and ready to use.
  • You can find the prerequisites for using Zoom on your system by clicking here.

Guidelines for photographing and recording presentation materials

  • Permission from the presenter is required for photography, recording, audio recording, and taking pictures of both oral presentations and posters during the presentation.
  • Since the contents of the presentations (oral, posters) contain much unpublished data, please refrain from publishing them outside of this conference without the presenter's consent.

Notes for online resources

  • All conference resources will be available in the online meeting system for up to one week after the meeting concludes.
  • After the conference system is closed, materials such as posters, videos, abstracts, and other resources will be inaccessible.
  • Recorded videos of the plenary sessions will be available on our society's website later, subject to permission from the speakers.

Instructions for oral presenters

General sessions

  • The presenters can use either a PowerPoint (.pptx) or PDF format.
  • Movies are not available both PowerPoint and PDF file.
  • The 4:3 landscape mode is optimal.
  • The maximum file size is approximately 30 MB.
  • Large size file increases the risk of malfunction or freezing of the computer.
  • The oral presenters must upload the presentation data from their PowerPoint/PDF file onto BOX.
  • The file name of PowerPoint/PDF should be: “Submission Number” and “presenter’s name” connected by the underbar, followed by the file extension (e.g., 07_XXXX.pptx, 22_XXXX.pdf).
  • The Submission Number has been automatically sent to all presenters upon the submission of abstracts.
  • Data upload address will be sent to the oral presenter via e-mail.
  • All oral presenters must upload your presentation onto the BOX by the deadline, and they cannot be uploaded in the session rooms.
  • The deadline for data upload is 23:59 (JST) on May 15th, 2023.
  • Do not email your presentation to the meeting organizers.
  • PowerPoint files created on older OS (or Mac PCs) and older versions may not work properly on the computers at the venue.
  • The computers in the Speakers’ Check Area will run the same software as the session rooms.
  • Presenters should make sure all fonts appear as expected and presentations are working properly before they leave the Speakers’ Check Area.
  • Speaker’s Check Area is located near the registration desk.
  • Each session room will be equipped with Windows PC, speaker’s microphone and laser pointer (including slide “advance” and “go back” functions).
  • The oral presenters cannot use their personal computers.
  • The oral presenters must operate PowerPoint or Acrobat by themselves—the organizing committee does not operate them.
  • The total presentation time is 15 minutes: 12 minutes for presentation and 3 minutes for Q&A. For real-time presentation, the bell will ring once, twice, and three times at 10 minutes, 12 minutes, and 14 minutes and 30 seconds, respectively.
  • Oral presenters should strictly observe the presentation time.

Instructions for poster presenters

  • Poster session will be held at the main conference room on May 18, 2023 (one day only).
  • The session consists of about 2-hours core-time plus extra discussion time for 45 min.
  • All posters are subjected to poster presentation awards, except for Late Breaking Posters.
  • Notice that the session will be face-to-face, but not online. However, the online poster system is set to encourage further discussion. The detail will be announced soon.

Poster session

  • Date and Time: Afternoon, May 18, 2023
  • Poster size: A0 (no more than 900 mm width×2100 mm height)
  • The poster can be put on the board for 2 days.
  • Your poster number and core-time will be announced later.

Online poster system

  • You can start your file upload, reviewing other posters and discussion on the system.
  • You can keep reviewing and discussing until the site closes.
  • A one-page poster should be uploaded, preferably by May 11, 23:59.
    The same poster as the one for the face-to-face poster session is recommended.
    File size: no more than 500 KB
    Format: PDF only
  • Option: a single movie file can be additionally uploaded as supplemental information.
    File size: no more than 500 MB
    Format: MP4 only

Instructions for all presenters

We invite all presenters to upload a Graphic Abstract to this meeting. Any presentation type can optionally employ the Graphical Abstract (i.e., Oral and Poster). In the abstract viewing system that will be provided at the virtual meeting site, it will appear as a thumbnail of the presentation (see, View Image 1 & 2 below). Kindly get ready as follows:

View Image
Click image to open PDF
  • Size: 1,200 x 1,200 px
  • Language: English
  • Recommended font: Helvetica or Arial
  • Upload format: JPEG
  • File size: 1 MB or less

Refrain from providing the presenter's name and the presentation title in the Graphical Abstract as they will be assigned automatically by the system.

【The eDNA Society Office】
c/o Ryukoku University

1-5 Yokotani, Seta Oe-cho, Otsu, Shiga 520-2194