Presentation Guidelines

Roles & Responsibilities for the Presenting Authors

  • The 36th International Geological Congress facilitates the presentation of scientific results in the form of oral presentations and e-poster presentations. All scientific presentations at 36th IGC have equal status and there is no distinction regarding the standing of oral or e-poster presentations.

  • Number of Slides and Presentation Ratio. We suggest that the normal presentation should not contain more than 10 slides, keynotes 20 slides and e-posters (see below) 10 slides. The Presenting Authors are requested to prepare your slides with a 16:9 aspect ratio using PowerPoint or its equivalent tools.

  • Normal oral presentation time allocation:12 minutes + 3-minute discussion time.

  • Keynote oral presentation time allocation: 20 minutes + 10 minutes’ discussion time.

  • Keeping to Your Oral Slot Time. Since 36th IGC has a large number of oral presentations lined up in each session hall, maintaining a strict timeline of presentation is mandatory.

  • E-Posters
    • This is the first occasion in IGC when poster presentation is being arranged in a digital platform.

    • In Poster Hall, 175 - 55-inch HD LED Monitors in a landscape mode will be provisioned. However, these will not have any touch screens. Using a Keyboard available there, anyone can search and view any of the E-Posters of any symposium at any point of time during the Congress hours on each day between 4th March 2020 and 8th March 2020.

    • To optimise the time and resources available and vis-à-vis to manage late-withdrawal/ no-shows, the Presenting Authors of E-Posters are allowed to display/ show his/ her e-posters in any of the free/ available E-Poster panels at any point of time of his/ her choice and for any duration.

    • Each Presenting Author of such E-Poster is allowed to prepare a presentation of 10 slides using PowerPoint or equivalent tool with 16:9 aspect ratio, including a front-end key slide depicting the core feature of the subject of the poster and nine additional slides. A template for the 1st Key slide is available on website for downloading and using for this purpose.Presenter canmanoeuvre/ navigate to nine other slides using Keyboard Up-Down keys.

    • Font size of e-posters should not be lesser than 14 Pt.

    • Don’t put too much on any one slide.

    • We will also keep a charging socket and a lectern before each e-poster panel for use of own laptops/ tabs by the Presenter for additional inputs during the discussion with the visitors.

  • Late withdrawals and no-shows : We kindly ask authors to withdraw abstracts as early as possible when they realize they will not be able to present the work using the link provided in our website or by using the link mailed to you. Early withdrawal allows conveners to still fill a possible gap in their oral program. It also helps the conference organizers to reduce the number of empty e-poster slots.

  • Uploading of Presentation Files :  Presenting Authors are requested to upload presentation files after their Congress Registration, well in advance in our Conference Management System using a link, that will be made available on our website soon or through the link sent to them by mail. The size of the presentation file, to be uploaded, must not exceed 10 Mb for normal oral presentations, 20 Mb for Keynote Talks and E-Posters and file format of uploading is pdf only. However, a Preview room will also be made available by us at the venue, where uploading of presentation files can also be made, preferably, one day before the day of the presentation. Prior uploading of the presentation file is mandatory for making the presentation.

  • Photography : No photography is allowed or oral or poster presentations without the permission of the author.


‚ÄčRoles & Responsibilities for the Theme Coordinators/ Symposia Conveners/ Session Chairs at the Congress Venue

Thank you for convening a Symposium at the 36th International Geological Congress (36th IGC) in India during 2-8 March 2020. Here the Science Program Committee (SPC) provides information to help you in all stages of the convening process.

General information

  • Session Chairs. For all IGC sessions (including BOTH oral and e-posters), there should ideally be TWO chairs. These will normally be the symposia lead Convener and another co-convener, as decided by the Lead Convener. If there is only one Convener in a symposium, one of the theme coordinators will join to chair the sessions along with the Lead Convener. If the same is not feasible, the Lead Convener can request any delegate of that particular symposium present in the session hall to assist her/him to conduct the session. If Conveners are absent, the theme Coordinators will act and chair the sessions. 

  • Theme Coordinator Responsibilities: Please ensure that symposia under their theme are attended by the respective conveners. If not, the same is to be notified to the Convener, Science Program (saibalg@36igc.org), latest by 15.02.2020.

  • Technical Support During Sessions. The Session Chairs are assisted at the venue by the staff of the Professional Conference Organiser (PCO). Each Technical Session Hall will have technical support personnel for operating AV instrument and at least one volunteer (A Geoscience student) to help/ assist the Session Chairs. For any technical glitches, logistics, etc., Session Chairs can contact directly to Mr. Siddharth Choudhary from PCO (Email: hospitality@fusioncorp.in; Contact No. +919051035351). For any query related to the Program, please contact Dr. Saibal Ghosh, Convener, Science Program Committee (Email: saibalg@36igc.org; Contact numbers: +919433749650/ +918595456216).

  • Total Number and Size of Rooms. At the venue, there will be 45 rooms running parallel sessions (42 rooms with 60-person capacity; 2 rooms of 110-person capacity; 1 room with 200-person capacity). Halls are available for running concurrent technical sessions.

  • Timing of Sessions.
    • Oral sessions. Tuesday 3 March (11.00-13.00. 15.00-18.00); Wednesday 4 March to Saturday 7 March 2020 (09.00-10.30, 11.00-13.00. 15.00-18.00).

    • E-poster sessions.In Poster Hall, 175 55-inch HD LED Monitors in a landscape mode will be provisioned. However, these will not have any touch screens. Using a Keyboard available there, anyone can search and view any of the E-Posters of any symposium at any point of time during the Congress hours on each day between 4th March 2020 and 8th March 2020.

    • Plenary sessions. During Plenary hours, no oral sessions will be run, so that delegates can listen to the Plenary Speakers at the Plenary Hall. All Plenary slots are of 1-hour duration including the discussion time.

  • Headphones for Participants. Except for the Plenary Hall, all Technical Session Halls will have individual headphones available to all participants so that they can better hear the speakers.

  • Ratio of Oral to E-Posters. Amongst the total number of accepted abstracts, about 65% are scheduled as oral presentations and the rest 35% belong to E-Poster presentations. Please note that e-posters and oral talks are both considered at the same level of presentation, with one not being considered more prestigious than the other. E-posters have the advantage of much more discussion!


Automatic cancellation of smaller symposia/ sessions

  • Symposia/ Sessions with five (5) or fewer abstracts are already canceled in consultation with the respective conveners and theme coordinators. Authors of abstracts in withdrawn sessions have been merged with other symposia of the same theme.

  • Considering the above and also based on accepted abstracts, the Science Programme Committee (SPC) of 36th IGC has scheduled the symposia/ sessions in terms of the day, room, time, and abstract details and the same are considered to be the final program of 36th IGC.


Late Withdrawals Before the Day of Your Session

  • Late Withdrawals. For both e-posters and oral talks, late withdrawals will be noted through the Conference Management System of 36th IGC as an option given by the Presenters

Chair-Person Responsibilities at the Session Hall

  • Gaps in Your Session? Please check for gaps in your oral or e-poster session, noting that authors must have already loaded their oral or e-poster presentation into the system (see instructions for people presenting).

  • Microphones. Ensure that speakers use a microphone as this helps difficult-of-hearing and asks the audience to use a microphone when asking questions. The desk microphones at the chairperson desk are at all times so please refrain from discussions at the chairperson desk.

  • Photographs. Photography is not allowed of any oral session or e-poster without the author’s permission. Please ask people not to take photos if you observe them doing so.

  • Keep Speakers on Time. Make sure to keep sessions on time using the clocks provided or pieces of paper with time written on it or hand signals. Do not be afraid to stop a speaker if they are going on too long, and do give them warning. Oral presentation are 12 minutes + 3 minutes for questions and change-over to the next speaker (20 minutes + 10-minute discussion for key-note speakers). Adhering strictly to the allotted time slots is mandatory by all present in the Session Hall.

  • Moderating Question and Answer for Each Speaker. It is your job as chair person to moderate discussion, keeping it on time to be ready for the next speaker, and ensuring a collegial atmosphere such that no one person overly dominates the question/answer period, and that both young scientists and more senior scientists are allowed to ask questions.

  • What to do for Oral No-Shows. For oral sessions, if there is a no-show, do not ‘advance’ the programme. Stick to the people and times listed for your session. You have the following options if there is a no-show (it is up to you to decide best how to use these, but think BEFORE your session what you might do):

  • Oral Session No Show Option 1: If slot 2 person is missing, then allow slot 1 person to continue talking for longer (they can speak longer, and also encourage discussion). You will need to let them know ahead of time!

  • Oral Session No Show Option 2: Ask poster participants to give a maximum 1-minute overview of their poster (and you should be encouraging oral sessions participants to go to the e-posters).

  • Oral Session No Show Option 3: This could be in any slot where there is a no-show. Convene a set of pop-ups, where any participant in the session may speak to any aspect of the themes of that session—this could be research they are working on that is related, an opportunity that has arisen (e.g., a funding opportunity), a group with relevant thematic areas. The pop-ups should be short (e.g., 30 seconds) and you might decide after several to start discussion.

  • Oral Session No Show Option 4: Keep notes of key points coming up through the oral participants. If the no show is in the last slot, then convene a discussion on points that you have noted from the previous speakers. Make sure you do not find yourself doing all the speaking. This is a chance for you to moderate a discussion and encourage participations from a breadth of people.

  • E-Posters. There should be at least two active chair people for every e-poster session. Please mention the e-posters during your oral sessions. E-posters and oral talks are considered at the same level of prestige at the IGC, one is not considered ‘better’ than the other. At the e-poster hall, you can convene this how you feel best, for instance doing a poster walk-through (allowing each e-poster to present for 1’ to the group in the walk through). As chair person, do visit each poster.
  • No-shows are monitored at presentation time for all sessions. If an abstract was not presented and not withdrawn, or withdrawn after the scheduled presentation, and no prior warning was given to the conveners, the abstract will be withdrawn from the online program. The title will be marked with "withdrawn after no-show".

  • Having a banner or roll-up in or near the lecture rooms, poster sessions, is not allowed.


Publishing proceedings of any special issues

  • Abstracts that are presented will be included in the abstract proceedings later by 36th IGC.

  • However, Conveners can plan for any special issues out of their Symposia later by inviting full articles. However, they have to approach first to the Geological Society of London (GSL) for publication of the same under intimation to 36th IGC. In case if GSL is unwilling then other journal authorities can be approached.