Oral Presentation Guidelines


Timing of Oral Presentations

  • 12 minutes to present
  • 3 minutes for Q&A

Applicable to all contributed papers and invited session papers; minisymposium paper authors should contact their session organizers to confirm timing information.


Oral presentation submission procedures

For those presenters that prefer to pre-submit their presentations via the web prior to arriving in Milan, you may do so by visiting the IEEE-EMBC Presentation Pre-Submission Site at http://www.embc2015speakers.com/. This upload site is accepting presentations and will close Sunday, August 23rd at 12:00 am (CET). Please make sure that when uploading your file(s) that your name is included in the file name. IEEE highly recommends that you follow the Speaker Ready Procedures noted below even if you pre-submit your presentation to confirm that all fonts read correctly and all embedded videos play correctly within your presentations. Technicians will be on hand in the Speaker Ready room to assist you should you have any problems with your files.

Login: Email address your Papercept account is registered under
Password: EMBC15


Speaker ready room check-in procedures

Please come to the Speaker Ready Room (Suite 1 of the MiCo Center), a minimum of 24 hours in advance of your talk. If you are checking in the day of your session, please come by at least 2 hours prior to the start of your session. It benefits you to bring at least a preliminary version of your presentation as early as possible, so there will be time to fix any problems that might arise. If necessary you can replace it with an updated version within the time frame listed below.

If you are attending the convention only for the day of your session, you should still come to the Speaker Ready Room as early as possible to load your files onto the presentation server and check to see they are working properly on our systems. A floating audio/visual technician will be on duty to ensure a smooth transition between speakers in meeting rooms, to answer any equipment questions and to adjust lighting and sound levels to your requirements.

In the Speaker Ready Room you will be able to review and edit your presentation, and see exactly how it will appear in your session room.

Please make every effort to finalize your presentation for morning sessions by closing time the day prior and for afternoon sessions by 11:30 am that day.

Speaker Ready Room personnel are not responsible for your devices, i.e. memory cards, disks, laptops, etc. Internet connectivity is available in the speaker ready room and oral session rooms.

Speaker ready room hours

The Speaker Ready Room is located in Suite 1 of the MiCo Center, and will be open during the following hours:

Tuesday, August 25: 7:30 am – 5:30 pm
Wednesday, August 26: 7:30 am – 7:00 pm
Thursday, August 27: 7:30 am – 7:00 pm
Friday, August 28: 7:30 am – 7:00 pm
Saturday, August 29: 7:30 am – 12:00 pm


Audio/Visual & Computer Equipment

Session room PC’s will be provided with the following configuration:

  • 4GB RAM
  • 1024 x 768 at 24 bit color depth
  • Microsoft Windows 7 Professional
  • Microsoft Office 2010 Professional
  • Windows Media Player (Version 12)
  • QuickTime (Latest Version)
  • Flash Player (Latest Version)
  • Adobe Acrobat Reader (Latest Version)

All electronic files must be submitted in the Speaker Ready room using one of the formats listed below:

  • PowerPoint 2010 or earlier version
  • Operating System: Media should be PC Formatted
  • Web Browser: Internet Explorer 9, Firefox 5
  • Plug-Ins: Quick-Time 7, Adobe Acrobat
  • Video Playback: Windows Media Player; Quick-Time
  • PDF Reader: Adobe Acrobat X
  • Unix Users: Bring HTML Files or Adobe Acrobat
  • PowerPoint 2010 or earlier version
  • Presi Users please save as Portable Presi and bring entire zip file

Even if you have submitted your presentation in advance, please plan to bring the latest version of your presentation to the meeting on one of the following media types as a safety backup for your talk.

  • USB Flash Drive or Hard Drive (any brand that does not require drivers)
  • CD ROM (CD-R, CD+R)
  • CD+-RW and DVD+-RW (not recommended)

Audio-Visual Equipment in each workshop session room will include:

  • Minimum 3000 lumen LCD projector (1024 x 768 screen resolution)
  • Projection Screen
  • Wireless PC Remote (To Advance PowerPoint Slides)
  • Podium Microphone
  • Wireless Lavalier Microphone
  • Microphone Mixer

Apple Mac computers will not be provided in any of the IEEE session rooms. You will only need to use your own Mac computer if your presentation is created in Apple’s “Keynote” presentation application

EMB Contact Information:

Jessica Lotito, CMP – j.lotito@ieee.org or call 732-981-3459