June 02 – 05 2025
Athens, Greece

Guidelines

Please read each section of the guidelines and technical specifications carefully! 

The most updated scientific programme is available in the online programme and will constantly be synchronised with the congress app.

Guidelines for Speakers

Presentation submission/upload

1. Upload your presentation prior to the meeting

Speakers have the opportunity to upload their presentations prior to the meeting. We emphasize that you take this chance to avoid the crowds onsite. You will receive a personal e-mail with an online link to upload your presentation. The e-mail will be sent from noreply@ctimeetingtech.com named „FELASA 2025“ with the subject: „FELASA 2025 – presentation upload“ and will reach you approx. 1 week prior to the start of the congress.
During the congress, an upload will be possible on-site at the Preview Centre (see 2) and online. If you decide to upload your presentation(s) prior to the meeting, your presentation(s) will be ready for testing in the Preview Centre on-site. Speakers are reminded to check in at the Preview Centre’s welcome desk at least 2 hours prior to their scheduled presentation, even if they have already uploaded their presentation prior to the meeting. In case of early morning presentation(s) please check in at the Preview Centre the day before.

2. Submit your presentation on-site

Speakers are requested to hand in their presentations to the Preview Centre staff not later than 2 hours before the beginning of their session. Please check in at the Preview Centre even if you have already uploaded your presentation prior to the meeting via the online link provided.

3. Check at Preview Centre

Presentations can be checked and edited on-site. The Preview Centre is located on level -1 in room MC 3.3 and open during the following hours:

Sunday, June 01, 2025 14:30-18:00
Monday, June 02, 2025 07:00-18:00
Tuesday, June 03, 2025 07:30-17:30
Wednesday, June 04, 2025 07:30-17:30
Thursday, June 05, 2025 07:30-11:15

Timing of sessions

To keep the sessions running according to schedule and to allow questions from the audience it is very important to keep the presentations within the allotted time. A timer including a traffic light system running in front of you on stage will help your time management.
We strongly recommend that speakers ensure their presentation does not exceed the allotted time as we expect the chairpersons to strictly adhere to the timetable. Stopping a speaker from completing a presentation is displeasing for everybody concerned and will hopefully not be necessary.

Speaking times scientific sessions & workshops
Please refer to the online programme to check your exact speaking time. These differ from session to session. If not explicitly stated, please confirm with your session organiser whether the time allocated does or does not include discussion time.

AV equipment on-site

Each session room will be equipped with:

  • Screen (ratio 16:9) and projector
  • Laptop (on lectern is connected to the Preview Centre via internet & network)
  • Remote control (mouse)
  • Timer with traffic light control (counting down your allotted presentation time)
  • Sound system
  • Cabled microphones (lectern, head table on stage, audience)

Please note that the use of own notebooks and presentation equipment is not allowed unless exceptionally scheduled. Exceptions are to be coordinated with and confirmed by the organising secretariat until Friday, May 16, 2025.

Trianti – Live Stream
All sessions taking place in Trianti Hall will be live streamed into the virtual congress platform. This means, that cameras will be filming speakers and chairpersons. The camera feed will also be displayed on the screen in the session room additionally to the presentations.

Skalkotas, Banquet and MC3 – Recording
All sessions taking place in Skalkotas, Banquet and MC3 will be recorded. This means that cameras will be filming speakers and chairpersons. The camera feed will also be displayed on the screen in Banquet additionally to the presentations.

Translations
No translations are offered at FELASA 2025.

Conflict of interest

The intention of FELASA is to provide high-quality sessions focused on educational and/or scientific content that is free from commercial influence or bias. Any potential conflicts of interest must be disclosed and openly shared on the second slide of your presentation. During the presentation/discussion open publicity or unfair and/or unsupported information for products/organisations/businesses should be avoided.

Presentation Material

Please note that only digital material will be accepted for oral presentations. Speakers may submit their presentation material online prior to the congress. The presentations will be transferred to the session rooms electronically. The material remains the property of the speakers.

Please note that the use of own notebooks and presentation equipment is not allowed unless exceptionally scheduled. Exceptions are to be coordinated with and confirmed by the organising secretariat until Friday, May 16, 2025.

Speakers are reminded to check in at the Preview Centre’s welcome desk at least 2 hours prior to their scheduled presentation, even if they have already uploaded their presentation via the online link prior to the congress.

Technical specifications

  • Data carriers: Please use either a USB stick or an external hard drive. The presentation should not be saved solely on other devices (notebook, tablet, smartphone, PDA’s…).
  • Please use 16:9 as presentation format.
  • PowerPoint versions to be used: PowerPoint 365 (compatible with PowerPoint versions down to 2016). Save your PowerPoint presentation as “.pptx”(“.ppt” or “.pps” is possible but not preferred). Do not use the “pack&go” function. Please make sure that all movie files are saved separately on the data carrier.
  • If you are using PowerPoint for Mac or Keynote, please export your presentation as “.pptx” or “.ppt” for Windows.
  • For embedded movies please use “mp4”. Other formats such as “mpeg1”, “mpeg2”, “wmv” or “avi” work too. For best replay ability please use only common and widespread video encodings (codecs), preferably in their newest version.
  • For images use “.jpeg”/”.jpg” or “.gif” formats. Please be aware that Office 2007 and newer does compress images by default, which may lead to reduced image quality. Disable image compression before saving/inserting images, to prevent this.
  • File size: The size of one presentation should not exceed 500 MB, if uploaded online prior to the meeting. The size limit for presentations uploaded onsite at the Preview Centre is approx. 1-1,5GB (it is however recommended that presentations do not exceed 500 MB).
  • Flash-animations are not supported. Should they be essential to your presentation please contact the congress secretariat.
  • Do not use any passwords or encryption for your files.
  • Do not use Macros within your presentation.
  • We recommend using default fonts like Calibri, Arial, Verdana or Times New Roman only. If you must use other fonts, please make sure that they are saved as ’embedded fonts’ in the presentation (when saving the file proceed as follows: ‘save as’; ‘name of presentation’; under ‘tools’: ‘safe options’ and select ’embed true type fonts’ and ’embed all characters’).
  • Please use only regular characters (a-z, A-Z, 0-9, spaces, underscore and dots) for your filenames and do not use special characters (accents, umlauts, foreign symbols).
  • For mathematic symbols please use only characters that are listed under ‘Latin fonts’ (Unicode or DOS: Western Europe).
  • Please use only “WinZip” to pack your data (free download of the current versions at www.winzip.com).
  • All files should be in the same folder on your data carrier. All videos and graphics must be embedded into your power point presentation
  • In case you are presenting more than one presentation during the event, create one folder per presentation and name them clearly with the presentation code to avoid on-site misunderstandings and problems.
  • Have a backup copy of your presentation available.

Voting/Polling tools

Voting via the congress app is possible for specific sessions/workshops only; the concerned session organisers have been contacted accordingly and will receive separate guidelines.

Please note that voting/polling and subsequent showing of results is not possible without previous consultation and confirmation by the organising office (due to technical specifications/implications).

Presentation Instructions

  • Arrive in the room leaving sufficient time before the session. Introduce yourself to the chair(s) and to the room assistant. Make the chairperson familiar with the pronunciation of your name and institution. This is crucial for the chairpersons to run the session smoothly, to evaluate how fluent your English is, and if you may need any help in rephrasing questions from the audience when difficult to understand.
  • Walk on the stage to become familiar with the system, microphone and pointing device (the mouse).
  • When the previous presentation is over, and before the chairperson calls you, stand up and approach the stage sideways to be ready, but not to disturb the ongoing discussion.
  • Strictly follow the instructions of the chairperson(s), especially regarding the time allotted for your talk. Please pay attention to the installed “time keeper” instrument and adhere to the scheduled slot for your presentation.
  • Speak directly into the microphone in a normal voice and do not touch the microphone.
  • We recommend using the mouse as a pointer, and to follow the arrow on the laptop in front of you. This will prevent you from turning your head, speaking away from the microphone, and not looking into the direction of the audience. If you are using the laser pointer anyhow, make slow movements to give the participants a chance to find the red spot. When you do not point at anything, do not keep your finger on the switch – this may be dangerous for audience eyes.
    Speakers of Trianti, Skalkotas, Banquet amd MC 3 are asked to use the mouse as pointer only, as the virtual audience will otherwise not see your highlighted areas.

Q&A tools

Trianti, Skalkotas, Banquet, MC3:
The audience may ask questions either via

  • the microphone stands placed in the session rooms and the handheld microphones passed around by room attendants
  • the Q&A function within the congress app
    The chairpersons will see any questions raised via the congress app on an iPad placed on the head table and will moderate the discussion accordingly.

MC2, Marinos Hall:
The audience can ask questions via the wireless microphone handled by the room attendant and/or the microphone stand placed in the session room. The chairpersons will moderate the discussion accordingly.

Hints for preparation – especially for junior speakers

  • Do not cover too much ground. Leave the fine details for publication and discuss only the major points of your work, supported by the conclusions drawn from your data. Remember you are trying to communicate with the audience in a limited time. A rushed presentation is of no use to the audience or to your reputation.
  • Write out your presentation and practice it with a critic. This may help you to organise your material.
  • Practice and edit your presentation until you can deliver it clearly and understandably within the time allotted to you. If you exceed the allotted time, the session chair may have to terminate your presentation.
  • Simplify – simplify – simplify: Keep data on slides simple. If there is an abundance of data, divide it into several slides. Simplify material on the slide to illustrate a single point or idea. The content of a slide should be comprehensible in 20 seconds.
  • Limit your slides to not more than two for each minute of your presentation. Think of people in the rear of the meeting room and use large, legible letters. A message slide should have no more than 7 lines with 7 words or less per line. Spaces between lines should be at least the height of a capital letter. Use only light colours such as white yellow, light orange, light green or light blue on a dark background, such as dark blue or black (white on black background is better than black on white). Remember that almost 20% of the population is unable to see red letters.
  • Be sure the information on the slides of your radiographs is well presented – enlargements of the significant areas and arrows are often helpful.
  • Do not overuse fancy animations available in PowerPoint.
  • Avoid any sexist, politic or discriminatory jokes, comments and slides.

Special Instructions for “My Oral Presentation in 180 Seconds” Contestants

Presentation & Scoring System

The Jury president will be the chair of the session. The co-chair will act as timekeeper with a digital chronometer.

Scoring system

Each jury member (6) will score each presentation on the following defined criteria, whereas 20 points is the maximum to be reached:

  • scientific/technical innovation: max. 6 points
  • relevance to better science, better welfare – for animals or humans: max. 6 points
  • clarity and eloquence: max. 4 points
  • overall performance: max. 4 points

Jury members will not score if any perceived or real conflict of interest exists.
The public will vote for their favorite presentation at the end of the session and the results represent a 7th scoring result to be added.

Speaking time

  •  Each speaker has 180 +/-10 seconds for his/her presentation.
  • In case the speaker is out of the time range, penalty points will be deducted from the score:
    • 1 point if 160-170 seconds or 190-200 seconds
    • 3 points if less than 160 seconds or more than 200 seconds
    • elimination if out of these ranges

Practice your presentation!
Speakers must get ready to take their turn beside the stage to follow the previous speaker and to ensure a smooth and timely session run-down.

Technical aspects

  • The presenter will be on stage with a microphone (either fixed microphone on lectern or wireless hand-microphone)
  • Minimal requirement for 1 slide showing presentation title, name of the presenter and affiliation
  • Any presentation mode is accepted; special requirements outside the general setup (see speaker guidelines above) need to be coordinated with and confirmed by the congress secretariat to ensure proper technical management until Friday, May 16, 2025.

Awards

The best presentation will be awarded during the Closing and Award Ceremony on Thursday, June 5, 2025, at 13 :15. Please note that the winner needs to be present in person during this session.

The president of the Jury will hand over the prize: one free registration to attend FELASA 2027, taking place in Cologne from 7–10 June 2027.

Feel free to download the above guidelines as PDF by using the button below:

FELASA 2025 Slide Template

Speakers are welcome to use the FELASA 2025 template slides which can be downloaded via the button below:

Guidelines for Chairpersons

Thank you for chairing one or more sessions at FELASA 2025! To ensure smooth procedures, we kindly ask you to read the following guidelines and to carry out your duties accordingly.

The success of scientific sessions largely depends on professional guidance by chairpersons so thanks for your contribution!

Guidelines for Chairpersons

Attendance & Programme

  • Be in the session room 15 minutes prior to the start of the session.
  • A printed final programme will be available for you on the head table on stage.
  • The room attendant will inform you of any last minute changes or presentations not uploaded.
  • The most up-to-date scientific programme is available through the online programme and constantly synchronised with the congress app. You will be informed to download the app as soon as it is available in App stores.

Room attendant

  • In case you have any questions or technical problems feel free to ask the room attendant.
  • He/she is responsible for
    • explaining the Q&A tools to you
    • explaining the timer tool to you
    • help you with any additional questions

Speakers

  • All speakers will be onsite; remote speakers are not planned. Make sure all your session speakers are there in time.
  • Make sure all speakers have uploaded their presentation in advance and are aware of their presentation time (incl. discussion time), the chronological order of the presentations and of the session timeline.
  • Welcome speakers before the session, making sure they know what to expect and creating the least stressful atmosphere possible. Create a smooth transition between speakers by introducing each speaker before their respective presentation.
  • Please note that some speakers might be stressed with public speaking, have had a bad journey to the congress, be junior speakers or just be overwhelmed by the session room (e.g. Trianti). This does not impair their academic value, and your contribution helps to get the best out of the presentations and discussion times by avoiding conflicts and unnecessary stress.
  • As chairs, you can focus the content of the session. If you detect conflict or redundancy between abstracts, you can liaise with speakers in advance and try to harmonize the presentations’ content.

Introducing the session and the presentations

  • In advance of the congress, contact each presenter and request 3-4 lines of info (bio sketch) you will use to introduce them. E.g. title, position, affiliation, area of scientific expertise
  • Please start the session exactly on time. Introduce your co-chair and yourself
  • Please introduce each presentation by announcing the name of the speaker, their very short bio (e.g. title, position, affiliation, area of scientific expertise), and reading the title of the presentation

Trianti Hall: include the virtual audience

  • Make sure to include the whole audience: As all sessions in Trianti are live streamed onto the virtual platform, always greet people in front of their screens as well by saying something like “welcome to everyone at home we are happy that you tuned in”.
  • To make hybrid a success we strongly encourage you to address people at home regularly and encourage them to submit their questions via the congress app.

Speaking times

The speaking times must be strictly followed; there will be a timer to help you with this task

  • It is your responsibility to observe them and inform speakers in case they exceed the time limit
  • If a presentation is running over its agreed length, it is the duty of the chairpersons to stop the presentation and to move to the next speaker without any discussion/Q&A time for the overrun presentation.

The speaking times differ from session to session: a detailed session run-down is available via the printed final programme available on your head table including the foreseen speaking and discussion timings of each session.

It is important to avoid any delay and time overrun: breaks are not meant to be buffers but are important for delegates, speakers and chairpersons likewise to get the chance to network with exhibitors. Furthermore, ePoster sessions take place during coffee breaks, sponsored workshops during lunch breaks. Finishing the session on time is therefore crucial.

Voting tools

  • Voting via the congress app is possible for specific sessions/workshops only; the relevant session organisers have been contacted accordingly and will receive separate guidelines.
  • Please note that voting/polling and subsequent showing of results is not possible without previous consultation and confirmation by the organising office (due to technical specifications/implications).

Discussion

  • You as chairperson are asked to moderate the discussion after the presentations
  • Depending on the session structure, time for questions is allocated after each presentation or as collective time at the end of the session. Please moderate according to the session structure mentioned in the detailed session run-down:
    • Make sure there is at least one question for each presentation. If there is no question from the audience, one of the chairpersons should ask a question
    • Please mix between your own questions and the questions from the audience
  • Make sure to always prepare at least one question per speaker during their presentation

Q&A tools

Q&A in larger session rooms:
Trianti, Banquet, Skalkotas

  • Guidelines for the Q&A tool can be found in printed form on your head table in the session room
  • The audience can ask questions either via
    • The microphone stands placed in the aisles of the session room or the microphones passed around by the room attendants
    • The Q&A function within the congress app
  • You will see all incoming questions from the congress app on the iPad placed on the head table

Q&A in smaller session rooms:
MC2, MC3, Marinos

  • The audience can ask questions via
    • the wireless microphone handled by the room attendant in the session room
    • the microphone stand placed in the session room

The room attendants are available for any question you might have in regards to the tools.

Closing the session

Please make sure to announce the upcoming scientific & industry sessions that can be easily found in the printed final programme placed on the head table as well as in the online programme.

Trouble-shooting

  • Technical problems might arise even though all equipment and connections have been tested thoroughly: Do not hesitate to address the room attendant to communicate (and translate) to the respective technician(s).
    Note that there might be several technicians in the room with different responsibilities (sound, light, video, data) and the room attendant will know whom to address depending on the nature of technical problem.
  • Worst case scenario: If anyone is misbehaving in the room, do not hesitate to ask the room attendant and security to evacuate them from the building

Guidelines for Chairpersons of ePoster Sessions

Attendance & Programme

  • Be in the ePoster area a few minutes prior to the start of the session
  • Use the time to become familiar with the ePoster station and its presentation system.
  • The most up-to-date scientific programme is available through the online programme and constantly synchronised with the congress app
  • The posters corresponding to your session will be pre-selected on the screen.
  • Alternatively, choose the topic of your ePoster session in the main overview. The posters of your session are now accessible and can be presented.

ePoster Help Desk

In case you have questions or technical problems, support from the POSTERWALK by ESTENSIS team will be onsite and happy to help. ePoster Help Desks are located on Trianti Balcony (level 1) and Banquet Level (level -2).

In 2025, the ePoster presentations will be transmitted via headphones. Make sure to familiarize yourself with the device and select the correct channel.

ePoster Presenters

  • All presenters will be onsite; remote presentations are not planned, nor possible.
  • In case an ePoster presenter from your session is unavailable and does not show up, please move to the next speaker.
  • The time allocated to each presentation is 3 minutes including discussion; speaking times have to be strictly followed.

Introducing the session and the presentations

  • Please start the session exactly on time.
  • Introduce yourself and do a short introduction to the topic of max. 2 minutes.
  • Please introduce presenters by reading their name and the title of the ePoster.
  • It is your responsibility to observe and inform presenters in case they exceed the time limit.
  • If a presentation is running over its agreed length, it is the duty of the chairperson to stop the presentation and to move to the next ePoster presenter.

Guidelines for ePoster Presenters

The following guidelines will help ensure a smooth run-down of all ePoster sessions. Please read them carefully.

Guidelines for Presenters in ePoster Sessions

ePoster submission/upload

Upload your ePoster

All ePoster presenters have been contacted by the ePoster Support Team from our partner DocumediaS with all necessary details for your ePoster upload. Note that you do not need to upload anything else for your ePoster presentation onsite at the Speakers’ Preview Centre.

Timing of sessions

Speaking times poster sessions

3 minutes incl. discussion per poster
Please refer to the online programme to check your exact speaking slot and ePoster station number.
For further information please also refer to the “information for ePoster presenters” e-mail you received in early April.

Presentation instructions

  • Arrive at the ePoster area and locate the correct ePoster station for your ePoster session a few minutes before the planned start of the session. Introduce yourself to the chairperson and make the chairperson familiar with the pronunciation of your name and institution.
  • Make yourself familiar with the presentation system, microphone and mobile device, which you can use to zoom in and out of specific areas of your ePoster during your presentation.
  • In order to keep the ePoster sessions within the accounted time frame it is very important to keep the presentations within the allotted time.
  • When the previous presentation is over, and before the chairperson calls you, approach the ePoster station to be ready for your turn.
  • Speak directly into the microphone in a normal voice and do not touch the microphone.

Feel free to download the above ePoster Presenter Guidelines as a PDF via the button below.