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SPEAKER AND CHAIRMEN’S FAQ’S2018-09-24T15:47:14+00:00

Who will arrange my travel/accommodation?

In order to simplify and make the booking process more efficient, all hotel and travel for CX faculty must now be requested through our official housing bureau, TTStatesman.

Hotel rooms have been blocked for faculty across three hotels near the conference venue:

  • Hilton Kensington
  • Millennium Gloucester
  • Park Grand London Kensington

TTStatesman will contact confirmed CX 2019 faculty members in early 2019 requesting your preferred travel dates and times. You will be asked to complete a booking form, detailing your desired departure airport/station, duration of stay, and passport/ID number, after which TTStatesman will search for the best travel options and share them with you.

Provided you are happy with the suggested options, TTStatesman will make the booking on your behalf and send booking details to your email address. TTStatesman will be liaising directly with the CX Team to ensure bookings are all MedTech complaint. Note that we have a fixed travel and hotel allowance, which we ask you to respect. Any requests for additional nights or alternative travel arrangements will be handled on a case-by-case basis.

As per the new regulations, BIBA Medical will not reimburse hotel rooms reserved by any other method than through the official housing bureau.

For further information on travel limits and hotel allowance, please click HERE

Can I change the title of my presentation?

The title of your presentation can be changed as long as it has been agreed with the Executive Board.  Please get in touch with the CX Programme Team, cxexecutiveboard@cxsymposium.com.

What should my biography include?

Your biography should be a short paragraph about your career and should include your current job title and institution. This will not be included in the delegate pack but is required for CME accreditation.

Can I bring my computer on the day?

Due to the limited time between speakers, the use of personal laptops at the lectern will not be allowed. All presentations must be run via our system.

Can I test my presentation before the meeting?

The Speaker Ready Room will be open from Tuesday 16th April at 7:15am each morning to Thursday 18th April. The Speaker Ready Room will be located in a purpose-built room on the exhibition floor, near the Faculty Lounge. Staff will be on hand to direct you.

When do you need my slides?

We will need them at least two hours before your presentation and no later. You can email them to cx.presentations@barefootlive.uk but you must also bring a copy of all the files (including separate video/image/sound files) on a USB stick. Due to the limited time between speakers, the playback of presentations from personal laptops at the lectern will not be allowed. All presentations must be run via our playback system, and therefore we need copies in advance.

When you send your slides, please ensure you include the following in the email (ideally the subject line): Speaker name, day, time and location of the talk, e.g. “Joe Bloggs, Tuesday, 15:06, Upper Main” This information will be on your confirmation letter.

We have over 300 faculty speakers, so this is crucial as it will enable our AV team to quickly and correctly allocate the file.

Do I need to do anything when I arrive at the venue?

Yes, even if you’ve already emailed your presentation please bring a copy of the PowerPoint file (along with any embedded files) on a USB stick, on the day on which you are speaking at least 2 hours in advance of your presentation to the Speaker Ready Room. This is to ensure compatibility of your presentation with our systems

What formats will you accept?

CX will only accept presentations in PowerPoint format (versions 2007/2010/2013/2016).

If your presentation has been created in PowerPoint for Mac, we recommend you test it in advance using a Windows version of PowerPoint. We also recommend that you use fonts common to both systems (Arial, Courier, Georgia, Times New Roman, Trebuchet MS, Verdana) as our playback system is Windows-based.

Is there a slide template I should use?

Yes. Please use the following template for your slides: click HERE to download.

Why does CX want to record my lecture?

In order for your talk and presentation materials to be seen as widely as possible, this event is being filmed by BIBA Medical for subsequent internet transmission. We will facilitate the creation and dissemination of new knowledge, authors retain ownership of the copyright to their works, requesting only that BIBA be granted a non-exclusive right to publish. Speakers will be emailed a ‘speaker confirmation form’ to consent in advance of the Symposium.

What should I be aware of before giving my consent to CX to use my presentation?

Should you consent to you talk(s) being filmed, you grant BIBA Medical non-exclusive rights to publish your talk(s) and to disseminate the talk(s) electronically, and in audio-visual formats. We may wish to disseminate the talk(s) (either in tape form or as a live broadcast), to publish PowerPoint materials, slides and video content online and to otherwise disseminate the talk. Other than granting BIBA Medical the Rights, you retain all Rights, title and interest in the talk(s). These Rights do not transfer to BIBA Medical any title to or ownership of the talk.

What if I have put some video/images/animations in my presentation?

If your presentation includes audio, videos, images or animations, our playback system requires these to be embedded within the PowerPoint presentation itself, rather than provided as separate files (known as “linked” items).  This is only possible if the presentation is saved in the pptx format rather than the older ppt standard.  If you are unsure of how to check this, our production staff can provide assistance via email at cx.presentations@barefootlive.uk.  Instructions are also included in the Guidance Notes below.  This will be checked by staff in the Speaker Ready Room before your presentation is uploaded to our systems.  Please ensure that you bring a backup copy of all audio, videos, images or animations with you on a USB stick so that we are able to correct any issues with embedded files.

Our preferred video format is MP4 (usually a file ending .mp4 or .m4v), however the following file formats are also acceptable.

File format Extension
Windows Media file .asf
Windows Video file .avi
MP4 Video file (preferred) .mp4, .m4v, .mov
Movie file .mpg or .mpeg
Adobe Flash Media .swf
Windows Media Video file .wmv

What do I do when I get to the venue?

When you arrive please make yourself known to the Event Coordinators who are normally at the registration desk. You will be given your badge and a copy of the programme. They will show you the room, catering space and then you will agree on the next step together (in some cases you will go and check your presentation straight away while in others you might have to meet later on in the day to do so).

Is the CX Symposium open to Press?

Yes. The symposium is open to Press; should you have any queries about the Symposium you are contributing to being open to the media, please contact amanda@bibamedical.com

I am a chair Chairman of a session – what do I need to know?

Chairmen should introduce speakers rapidly without a long preamble and help keep speakers to time.  On both the main screen and on the speaker’s comfort screen, there will be a clock showing the minutes remaining before the end of the allotted time.  The bell will be used 15 seconds after time is up to keep the speakers to time as the audience wish.  The Chairman should then catalyse discussion between the audience and the speakers.  For debates, the speakers each have a rostrum and will stand by it for discussion.  The proponent takes the podium to the left side of the audience and the opponent takes the right side. An invited Discussant will appear in the programme and commence the discussion period.  Discussion time is 1 minute for one point from the floor without slides.  This opens audience participation. Please click HERE to download guidelines.

I am a Moderator of a session – what do I need to know?

The Moderator sits alongside the Chairman.  They are not Co-Chairs.  The Moderator fields texted
questions from the audience and facilitates discussion. The moderator sifts questions from the audience and selects which can be of interest to the chairman. Spoken interaction is preferred to written, with the help of the moderator. Please click HERE to download guidelines.