Preparing your Presentation

1. Presentations must be written and given in English, the official language of the congress. No translation will be available.
2. Presentations should be planned carefullyand each phase of the lecture should be co-ordinated to match the PowerPoint presentation.
3. The length of time allotted for each presentationdepends on the overall length of the session and the number of speakers in the session. Please consider your timing carefully. Session Chairs are instructed to terminate lectures which exceed their time allotment.
4. Ensure that your slides are in ratio 16:9.
5. All speakers must include a slide disclosing conflicts of interestat the beginning of their presentation. If you have nothing to disclose, this slide must be included indicating “nothing to disclose”.
6. Please ensure that the following requirements ensuring independence, balance and scientific rigour are met as you prepare and carry out your presentation:

• • All speakers are required to uphold the highest standards of professionalism and ethical conduct.
  • Content must provide objective information based on scientific methods generally accepted in the medical community, and be free of commercial bias.
  • Data presented should be up-to-date.
  • Use of generic names will contribute to impartiality. If the presentation requires trade names, trade names from several companies should be used where available. It is not permitted to use industry logos or brand names in your presentation.

7. All presentations are held in Microsoft PowerPoint on a PC running Windows. Only PowerPoint (*.ppt or *.pptx) presentations with standard video formats will be accepted. Presentations in Acrobat PDF format or Word format will not be accepted.
8. If you are using software other than PowerPoint on a Windows PC (e.g. OpenOffice, PowerPoint for MAC, Keynote) please make sure your presentation is converted to Microsoft PowerPoint for Windows PCs. Make sure that all fonts, images, animations and sounds appear as expected in your PowerPoint presentation.
9. Save the pictures, graphics or spreadsheets (Excel) used in your presentation on a USB drive.
10. Save the fonts used in your Try to avoid the use of non-Standard Windows fonts. If you are using specific, non-Standard Windows fonts then include the fonts you have used on your USB drive.
11. Special notes for Apple users:

• • Please give your filename an extension “.PPT”.
  • Try out your presentation on a PC before bringing it to the congress.
  • Use a common font, such as Arial, Times New Roman, Verdana, etc. (special fonts might be changed to a default font on a Windows PC).
  • Insert pictures as JPG files.
  • When using videos in (Apple) QuickTime: convert them to MPG or AVI before inserting the video in your presentation.

13. Do not use timer-controlled transitions (transitions that switch to the next slide after a pre-set amount of time)
14. In presentation mode, your text should be large enough to be easily readable. The slides should not include multiple rows of text in small font.

 

Your Presentation

1. Please make sure to arrive in the session room atleast 10 minutes before the start of the session to meet the Chair(s) and to discuss general session arrangements. Session Chairs have been encouraged to contact speakers prior to the congress to prepare their sessions and to request a short bio from each speaker.
2. Remember, the three rules of effective presentation are:
   1. Introduce your topic and inform your audience about what your intended topic
   2. Deliver your talk, including the methods, results and conclusions
   3. Summarise the most important points of your lecture for the audience

Please explain any acronyms used in your presentation as well as your visuals for the benefit of all attendees.

Permissions, Copyright, and the Use of Your Files

Permissions:

1. It is the responsibility of each speaker to ensure that s/he has the necessary permissions for any third-party material included in the presentation. You must have obtained all of the necessary rights and permission to use all third-party content in the recording and materials (e.g. music, video clips, photographs, texts, images) and to grant the ILAE the permission to record this content.
2. Sessions will be recorded and made available to registered delegates. In addition, recordings may be made publicly available for other educational purposes. To that end, it is essential that both you and the ILAE have the necessary rights and protections to continue to benefit from your presentation.
3. If you do not have the necessary right to use any third-party material, you must not include it in the presentation and in the materials.

 

Copyright:

4. The ILAE will hold the copyright to the recording and will have the option to continue to use the recording and materials. In addition to creating an archive copy for educational purposes, possible uses of the recording include, but are not limited to, inclusion in ILAE websites, social media, the creation of CDs or DVDs, and delivery to the public via distribution partners. The recording and materials may be captured and delivered in any media, format, and form of distribution, including, without limitation, broadcasting and live streaming.
5. The ILAE does not own the copyright for your presentation or abstract. The ILAE owns the copyright for all its publications, the congress website, the congress platform, the congress app.
6. Please understand that there is nothing in these Guidelines requiring you to give your ideas or copyright to the ILAE. You will retain all of your intellectual property rights to the presentation, material or content presented by you that are captured in the recording.

The use of your files:

7. All sessions will be recorded and made available as on-demand content for registered delegates.
8. In addition, the ILAE may broadcast, display, reproduce, edit, exhibit and/or distribute the recording of your presentation, in audio and/or video format, and/or any derivative works created from or with it, for other educational purposes, and the ILAE retains the discretion to choose whether to archive the footage, and whether to use it for any other purpose.

 

Requirements for Consent for the Use of Images and Recordings

Consent Overview

You must:

• Give patients the information they want or need to know about the purpose of the recording
• Make/use recordings only where you have appropriate consent or other valid reason for doing so
• Ensure that patients are under no pressure to give their consent for the recording to be made
• Stop the recording if the patient asks, or if it is having an adverse effect on the consultation/ treatment
• Ensure that the recording does not compromise patients' privacy or dignity
• Make appropriate secure arrangements for storing recordings

A patient's implied consent is sufficient when collecting, using or disclosing an individual's personal health information to provide healthcare within the circle of care, for example to monitor disease, etc. However, a patient's express consent must generally be obtained when you share their personal information for purposes other than providing healthcare, such as at a medical congress.

What should be included in the informed consent discussion for the use of photographs, video and audio for educational purposes?

If you intend to use clinical recordings of a patient, particularly for educational reasons, you should consider discussing the following with the patient:

• the reasons for taking the photographs or video
• what will be photographed or recorded, for example, what anatomy or aspect of the disease
• whether the patient will be identifiable
• the possible purposes or applications
• who may be authorised to access the photographs or video, and in what context
• the patient's right to refuse, withdraw, or modify consent

Patients should not feel pressured, and the discussion should be documented in their medical records.

Does public access to the educational programme affect the need for express consent?

It is important to advise patients who will likely have authorised access to the photographs, videos, or audio, and where they may be published. For example, patients should be advised if these will be published on the internet.

Be alert to any personal identifiers

When patients consent to the use of their anonymous photograph or video for educational purposes, you should remove any personal identifiers to protect patient confidentiality. You should remove the patient's name (including any identifying data attached to the digital photograph, video or audio, such as the name on the electronic file) and other identifying information (such as age, gender, patient history, etc.).

Physicians practising in a hospital or institution should be aware of the organisation's policies or procedures for taking photographs, video and audio.

 

Anonymity

Patients' photographs, videos and audio should be treated as their personal health information. This is especially so if these depict sensitive or private parts of the body or include items that could identify the patient, such as a birthmark, a ring, the face, or a unique anatomical feature.

 

If you have any questions on your presentation, please contact aoec@epilepsycongress.org

 

 

• Be in a room that is quiet with no interruptions.
• Make sure you have good lighting in the room, particularly in front of you; avoid having a window or bright light behind you.
• It is preferable to have a blank wall or orderly background behind you; check the area, as it may be seen on camera, and ensure that it is not cluttered and that there is nothing visible that you do not wish to be seen on screen.
• Put the camera/laptop at eye level and look directly into the camera.
• Pay attention to positioning and distance; the camera should capture your head and shoulders.
• Connect directly to your internet source using an ethernet cable, rather than using Wi-Fi.
• Ideally, use a headset connected to your computer, to reduce ambient noise and improve your audio.
• Test the sound on your computer and test your camera, to make sure they are of high enough quality.
• Close all applications and windows on your computer, including your e-mail, except for your slides. Turn off notification alerts.
• Record at the highest resolution available to you – ideally in high definition (1080p).
• The recording of your presentation should be in a video format (MP4). Presentations in other formats will not be accepted.
• It is recommended to record the video of your presentation using Zoom. Please refer to the ‘AOEC 2022 Presentation Recording Guide’ for information and instructions on recording using Zoom.
• Check the maximum duration allowed for your presentation in the table below.

Please note that presentation length might vary if there are more presentations in your session than anticipated. The standard number of presentations is given next to the session type. If you are unsure of your presentation length, please contact the Chair(s) of your session or aoec@epilepsycongress.org.

 

Session Type	Intro	Max. Time per Talk	Min. Q&A Discussion	Chair Wrap Up	Full Session Duration
Opening Session: Chairs’ Symposium (3 talks)	3’	15’	10’	2’	60’
Main Session (3 talks)	3’	15’	10’	2’	60’
Main Session (4 talks)	3’	12’	7’	2’	60’
Parallel Session (3 talks)	3’	15’	10’	2’	60’
Parallel Session (4 talks)	3’	12’	7’	2’	60’
Parallel Session (5 talks)	3’	10’	5’	2’	60’
ASEPA Workshop (5 talks)	3’	28’	5’	2’	150’
ASEPA Workshop (4 talks)	3’	35’	5’	2’	150’
ASEPA Didactic Lecture	3’	22’	3’	2’	30’

 

We have created a short guide on how to record your video with some best practice instructions included. Please read this guide before submitting your video.

Ensure your presentation does not exceed the time limit for presentations in your session; any recordings which exceed the time limit will be returned to the speaker.

Check sound and video quality.

Ensure presentation, slides, videos, etc. are of good quality and are clear and legible.

Observe the naming convention for presentation files: [session date]_[session time]_[your surname], e.g. 28August_1330-1430_Lee.

In order to have sufficient time to check functionality and technical aspects, all presentations must be received by the secretariat in advance. Upload your completed video to the Dropbox link sent to you by email no later than Friday, 28 October (deadline extended). Presentations sent by email or in any other way will not be accepted.

All uploaded videos will be checked and if there is an issue with your video (e.g. poor quality sound or video, duration too long, missing COI slide, etc.) you will be instructed to re-record it.

All sessions include the pre-recorded presentations as well as a live component.

Each speaker will be required to be present at the scheduled time of their session and to be available for live interaction with the audience and discussion/Q&A.

You will be sent an invitation for your session, with your link to join as faculty – this link is individual to you, and you must not share it. Please ensure that you add the invitation to your calendar.

Using your individual link, log into the platform 25 minutes before the start of the session.

A preparation meeting will begin 25 minutes before the session is due to start, and end 5 minutes prior to the scheduled start time. Note that this is a time for all speakers to gather to make sure that everyone is ready to go; it is not intended to be a rehearsal.

Technical assistance will be available during the session, if required.

Each speaker should start and stop his/her own microphone at the appropriate time. However, the technician can intervene if there are issues.

Audience members will use the Q&A function of the platform to ask questions, which will be moderated by the Chair(s) of the session. Any questions posed which are not answered during the sessions will be sent to the faculty after the congress and the responses made available with the on-demand content.

There will be a Chat function available, where the faculty of a session and the technical staff present may communicate with each other. This is not visible to the audience.

All sessions will be recorded and made available as on-demand content for registered delegates.

Permissions:

1. It is the responsibility of each speaker to ensure that s/he has the necessary permissions for any third-party material included in the presentation. You must have obtained all of the necessary rights and permission to use all third-party content in the recording and materials (e.g. music, video clips, photographs, texts, images) and to grant the ILAE the permission to record this content.

2. The ILAE will hold the copyright to the recording and will have the option to continue to use the recording and materials. (Mainly for on-demand content which is available for up to 3 months after the congress to registered delegates only) You will retain all of your intellectual property rights to the presentation, material or content presented by you. In addition to creating an archive copy for educational purposes, possible uses of the recording include, but are not limited to, inclusion in ILAE websites, the creation of CDs or DVDs, and delivery to the public via distribution partners. ILAE will contact you directly if the recording is to be used in any of the aforementioned.

3. The recording and materials may be captured and delivered in any media, format, and form of distribution, including, without limitation, broadcasting and live streaming.

4. Sessions will be recorded and made available to registered delegates only. To that end, it is essential that both you and the ILAE have the necessary rights and protections to continue to benefit from your presentation.

5. If you do not have the necessary right to use any third-party material, you must not include it in the presentation and in the materials.

 

Copyright:

1. The ILAE does not own the copyright for your presentation or abstract. The ILAE owns the copyright for all its publications, the congress website, the congress platform, the congress app.

2. Please understand that there is nothing in these Guidelines requiring you to give your ideas or copyright to the ILAE. You will retain all of your intellectual property rights to the presentation, material or content presented by you that are captured in the recording.

The use of your files:

3. A single file with your presentation is created and saved on a secure server for the presentation during the congress and for technical back-ups.

4. All sessions will be recorded and made available as on-demand content for registered delegates.

5. In addition, the ILAE may broadcast, display, reproduce, edit, exhibit and/or distribute the recording of your presentation, in audio and/or video format, and/or any derivative works created from or with it, for other ILAE educational purposes, and the ILAE retains the discretion to choose whether to archive the footage, and whether to use it for any other purpose.

Consent Overview

You must:

• Give patients the information they want or need to know about the purpose of the recording
• Make/use recordings only where you have appropriate consent or other valid reason for doing so
• Ensure that patients are under no pressure to give their consent for the recording to be made
• Stop the recording if the patient asks, or if it is having an adverse effect on the consultation/ treatment
• Ensure that the recording does not compromise patients' privacy or dignity
• Make appropriate secure arrangements for storing recordings.
• Obtain express consent from each patient shown to use their clinical photographs, video and audio for educational purposes, with either:

1. Verbal agreement, documented in medical record
2. Written agreement through a standardised consent form

-    Remove any personal identifiers of any sort to protect patient confidentiality and anonymity where requested by the patient or guardian.

- Comply with the privacy legislation of the jurisdictions in which you are a resident and work, and the jurisdiction of the physical location of the congress, where applicable.

- Ensure that the use of patient recordings and photographs will not contravene the policies/rules of the organisation for which you work.

 

What should be included in the informed consent discussion for the use of photographs, video and audio for educational purposes?

If you intend to use clinical recordings of a patient, particularly for educational reasons, you should consider discussing the following with the patient:

• the reasons for taking the photographs or video
• what will be photographed or recorded, for example, what anatomy or aspect of the disease
• whether the patient will be identifiable
• the possible purposes or applications
• who may be authorised to access the photographs or video, and in what context
• the patient's right to refuse, withdraw, or modify consent

Patients should not feel pressured, and the discussion should be documented in their medical records.

 

Does public access to the educational programme affect the need for express consent?

It is important to advise patients who will likely have authorised access to the photographs, videos, or audio, and where they may be published. For example, patients should be advised if these will be published on the internet.

 

Be alert to any personal identifiers

When patients consent to the use of their anonymous photograph or video for educational purposes, you should remove any personal identifiers to protect patient confidentiality. You should remove the patient's name (including any identifying data attached to the digital photograph, video or audio, such as the name on the electronic file) and other identifying information (such as age, gender, patient history, etc.).

 Physicians practising in a hospital or institution should be aware of the organisation's policies or procedures for taking photographs, video and audio.

 

Anonymity

Patients' photographs, videos and audio should be treated as their personal health information. This is especially so if these depict sensitive or private parts of the body or include items that could identify the patient, such as a birthmark, a ring, the face, or a unique anatomical feature.