Guidelines

Vartus Group Conferences – Guidelines for Attendees

Welcome to Vartus Group Conferences. To ensure a smooth and productive experience, we request all delegates, speakers, and presenters to review the following guidelines carefully.

Registration Information

  • Opening Time: Registration begins at 08:00 AM on the first day of the conference. The final program will include the exact name and location of the registration desk and conference hall.
  • Desk Timings: The registration desk will remain open every day of the conference from 8:00 AM until the end of sessions.
  • Registration Package: On arrival, you will receive:

    • Official conference badge (mandatory to wear during all sessions)

    Delegate folder with essential materials

    Abstract book (digital/printed as per availability)

    Detailed conference program

    Lunch vouchers for the duration of the event

  • Badge Policy: For security reasons, participants must wear their conference badge at all times inside the venue. Entry to sessions, lunch areas, and networking events will only be permitted with the badge.
  • Assistance: Onsite conference coordinators at the desk will be available throughout the day to answer your questions, assist with navigation, or provide local information.
  • Lunch Arrangements: Lunch vouchers must be presented to the restaurant staff each day. Tea/coffee breaks will be served at designated areas as per the program schedule.

Speaker Guidelines

To help maintain a professional and organized scientific program, we request all speakers to adhere to the following:

  • Schedule & Availability: The scientific schedule is subject to minor adjustments. Please be present in the session room from the start of the conference day on which you are scheduled to present.
  • Presentation Duration: Each speaker is allocated 20–25 minutes. We recommend preparing for 17–19 minutes, leaving time for introductions and Q&A.
  • Language: The official language of the conference is English.
  • Submission of Slides:

    • Submit your slides to the organizers at least 15 days before the conference.

    Bring a backup copy on a USB flash drive or portable storage device.

  • Format & Quality:

    • Accepted formats: PDF or PowerPoint (PPT/PPTX).

    Ensure fonts are large, visuals are clear, and text is legible from a distance.

    Avoid embedding large videos or animations unless absolutely necessary.

  • Technical Setup:

    • Each session room will be equipped with:

    Digital projector and large display screen

    Laptop with pre-installed software

    Slide clicker with laser pointer

    Cordless and desktop microphones

    Standard sound system

    Using personal laptops is not recommended due to technical setup and time management. Exceptions may be considered under unavoidable circumstances.

  • System Compatibility: The lectern system is Mac-based. Windows/PC users should confirm that their presentation is compatible.
  • Pre-Session Check: We strongly encourage speakers to check their presentations with the AV team at least one session in advance.

Poster Presentation Guidelines

Poster sessions are designed to promote networking, discussion, and exchange of ideas. To ensure smooth organization, please follow these rules:

  • Poster Assignment: Each poster will be assigned a unique poster number in the final program. Locate your designated board before the session begins.
  • Mounting Time: Posters should be mounted 1 hour before the session starts. Mounting materials will be provided at the venue.
  • Poster Dimensions: Standard size is 1 meter wide × 1 meter high. Ensure your design fits within this display area.
  • Preparation:

    • All posters must be prepared in advance. Onsite printing is not available.

    Use clear titles, concise text, and visuals/figures to communicate your research effectively.

  • During the Session:

    • Presenters must stand by their posters for the entire duration of the poster session.

    Be prepared to discuss your work with judges, fellow researchers, and attendees.

  • After the Session:

    • Please remove your poster at the end of the day. Posters left behind will be discarded.

    Best Poster Awards will be selected by a panel of judges and announced at the conclusion of the poster session.

Certification Policy

  • Delegate Certificates: All registered attendees will receive a delegate certificate signed by the organizing committee.
  • Details on Certificates: Your name and affiliation will be printed exactly as provided during registration. For corrections or requests, contact the organizers at least one month before the event.
  • Distribution: Certificates will be distributed during or immediately after sessions. Please remain until your session ends to collect yours.
  • Co-Author Certificates: Please note that certificates will only be issued to participants attending in person. Co-authors who do not attend will not receive a certificate.