Terms and Conditions
All the attendees are solely responsible for their valuable personal belongings in the conference hotel. The organizers do not hold any responsibility for any missing or stolen materials of anyone for whatever reasons.
Request for Invitation Letter
Letter of invitation will only be sent through mail to the registered participants.
All fully paid registrations are eligible for transfer to another person of his/her own interest to attend the same conference. The request for this registration transfer must be made formally through writing to the concerned Program Manager within 30 days from the date of registration. Following the request, the Program Manager shall give his/her consent for processing the transfer and subsequent adequate actions will be taken necessarily. This option shall be utilized only when the registered participant is unable to attend the event. Refund of this transferred registration is not permissible.
Citing international security reasons, we strongly recommend you to apply for the VISA soon as you confirm your registration in the conference. SCIENTEX Conferences will not directly deal with any embassy or consulate pertaining to the VISA application, however, we will aid you to get through the process. Any VISA issues to any attendee resulting in the hindrance to participation cannot be counted under the cancellation policy of SCIENTEX Conferences.
Any sort of insurance is not covered under the registration fee paid by the attendees.
All transportation facilities are solely the responsibility of the participants.
Prior permission for allowing media inside the conference venue must be sought from the organizers as it is restricted generally. Being a non-profit organization, we do not encourage the commercialization of the event.
Refund and Cancellation Policy
Due to any unforeseen circumstance, if any registered participant is unable to attend our event physically, then he/she shall be eligible for the below-mentioned refund policy, providing they have not opted for any cancellation, postponement or registration transfer policy.
Owing to the advance payment clearance from our side towards the hotel booking, shipping charge, service cost and other such event arrangement costs involvement, we have fixed the refund slabs as below.
· Before 50 days of the conference à Eligible for refund of 50% of the registered fee
· Before 30 days of the conference à Not eligible for any refund
NOTE: 20% of your registration fee will be deducted as a standard service charge while no refund is applicable for the accommodation fee towards the refund process
Accommodation Cancellation Policy
Accommodation for the registered attendees will be provided in star private hotels where the cancellation policies are too stringent. So, once accommodation confirmation is received from the participant's side through registration, it cannot be revoked under any circumstances although modifications in the same shall be permitted to an extent.
Cancellation / Postponement Policy
Program Manager must be intimated duly regarding any changes (modification, cancellation or transfer of registration) in the participant’s attendance, if at all there is any change.
If SCIENTEX Conferences cancel / postpone this forum for any unforeseen reason, then all the registered attendees will receive 100% reimbursement of their registration fee paid. You shall use this credit amount to register for any other SCIENTEX Conferences event that is to happen within one year from the announcement of cancellation / postponement.
Virtual Speaker Guidelines
If you are a virtual speaker, whether you are pre-recording your presentation or presenting live in front of a virtual audience, here are some essential things to remember.
Some general advice for attire:
• Wear smart casual clothing (not sweatshirts, ‘hoodies’ or at-home lounge-wear unless appropriate to the session). Solid colours look best on camera
• A neat and tidy appearance is always appreciated
• Attendees will be watching you on camera as well as any content you share. The audience will see what’s behind you, so make sure it’s a good-looking background.
• Don’t forget that the audience will hear anything that’s happening around you.
Some helpful hints when speaking to a virtual audience:
• Speak clearly and loudly
• Keep a good pace
• Make sure your energy and delivery are at the same level or higher as when presenting in person
• Look into the camera, when possible, rather than at the screen – The camera is your audience
• Avoid waving your hands or moving too much
• Avoid touching your face. Avoid leaning forward into the camera
If you want to share content with the audience, make sure you have a ‘clean’ computer workspace. Remember that whatever you share is seen by the audience, and we do mean everything! If something is shared, it’s been shared, and there is no way to ‘undo’ something that has been broadcast to an audience.
Some things to remember/check:
• Only share what you absolutely need to. For PowerPoint/Keynote, share your entire desktop to ensure the audience can see your content
• Make sure to ‘Share computer audio’ if you have video clips or other multimedia content with audio the audience needs to hear
• If you are sharing your entire desktop, hide desktop icons and remove desktop clutter
• If sharing a web browser, share a ‘new’ window, without any other tabs
• Double check that you don’t have any private or confidential information that could accidentally be shared, such as images, content, applications, or other sensitive files. This is absolutely critical!
• Don’t share anything unless you absolutely want it to become public knowledge. Once the information is broadcast, everyone watching the presentation will have seen it!
If you are presenting a PowerPoint or Keynote presentation, you will be required to share your screen as a full screen PowerPoint and click through the slide as you give your presentation.
Some hints for your presentation:
• Download all presentation materials to your local hard drive. Do not share any PowerPoint pictures or videos through a web browser. These should all be stored locally on your device
• People will be watching on a range of devices – i.e. a desktop monitor, laptop or mobile device. So less information is often more!
• Use text sparingly, highlighting key points of information
• Use graphics where possible – a picture paints a thousand words…and is much easier to engage with
• If you need to present a text-dense slide, split it over multiple slides, or simplify the language where possible
• Use high contrast colours, make it easy for attendees to read
• Don’t use any copyrighted materials you don’t have permission to use
Speaker and Presentation Guidelines
Speaker Responsibilities Prior to Conference
-Confirm presentation date and time with Conference Organizer.
-Submit introductory speaker biography (limited to 250 characters) to conference organizer.
-Speakers are responsible for making their own travel
-Submit final PPT presentation to Conference Organizer before 10 days of the conference.
Speaker Introductory Biography
Keep your biography professional, friendly, and short enough that can be read aloud in 1 to 3 minutes. Your session facilitator will use the biography for your introduction. When you prepare your biography, make sure it answers the question: “Why am I qualified to speak on this subject?” Good biographies build credibility. Feel free to include something unique, fun or personal about yourself.
Basic Presentation Guidelines
- Each presentation should remain within the allotted time for questions/answers. It is critical to stay on schedule so that attendees may move between sessions as needed.
- Make sure your presentation is representative of what was promoted to the attendees in the presentation description. If recent events cause you to divert from the promised agenda, let the audience know what you are speaking on and why.
- Do not use off-color jokes, sexist remarks, and racial, political, or religious references. Do NOT use humor at the expense of any members of the audience.
- Be conscious of the make-up of your audience. Your audience may come from different agencies, industries, professions and geographical regions.
- Speaker should check-in with the session Moderator BEFORE the presentation session begins.
- Please arrive at least 15 minutes prior to the beginning of the session.
- Laptop and A/V equipment will be set up in room before the presentation.
Prepare Attractive PowerPoint Slides
- Avoid complicated visuals that require extensive reading by audience members
- Make visuals attractive and easy to understand
- The conference room is large. Make visuals large enough to be read by a person sitting in the back of the room - A/V Equipment
- Plan to use the conference laptops for your PowerPoint presentations (Conference laptops are PC-based; Apple platform may not be supported)
- Microphone, projector, screen, and podium will be provided for the speaker
Video Presentation Guidelines
Create your video
The most successful presentation videos are well narrated, graphically rich presentations of your research that both highlight the main points and fill in the most interesting details. The least effective presentation video is a simple reading of your slides or manuscript.
Suggested presentation video duration is:
• 25–30 minutes for Keynote
Your slides will need to have audio narration embedded, and then you will need to export the presentation as an MPEG-4 (.mp4) file. We only accept the .mp4 format - other formats will not be supported. Presentation video files should be no larger than 2GB.
Your presentation video should include:
• All slides of your presentation, formatted for easy understanding of the information on each slide
• Clear narration with a pause for transitions between slides. PowerPoint, for example, does not record audio during slide transitions
• Explanations for each graph, picture, and table
• Widescreen format, using the 16:9 aspect ratio, to utilize the full screen — the standard 4:3 format will work but it will not fill the entire screen when in presentation mode
Review your video
• Is your file saved as an .mp4 movie file?
• Is your file size less than 2 GB?
• Is the audio consistent and clear, free from static, hums, hisses, or interference?
• Is the audio at the right level, without having to adjust your volume very high or very low?
• Does your talk start promptly? (your narration should begin within the first three seconds)
• Does your recording end promptly after your closing remarks, without being cut off early or continuing for too long?
• Is there audio on every slide? Having audio on every slide ensures that each slide gets the correct timing before advancing. If a slide is self-explanatory, you can simply say, "This slide is self-explanatory."
• Do all your slides, movies, and animations appear correctly?
Submit your video
• You can submit your video through Wetransfer (https://wetransfer.com/) or google drive
• Submit your video before 15 days of the conference
Poster Presentation Guidelines
Posters have become an increasingly popular method for presentation at conferences, as they promote greater interaction between researchers and conference participants.
Specifications for Poster Presentations
• Poster displays will be limited to one side of a 4 foot by 6 foot tack board. The recommended poster size is 3 feet by 3 feet (36 inches by 36inches).
• Be sure to include the abstract title, author and co-author names, and the institution(s) where research is underway. Place your e-mail address, phone, and fax numbers in the upper right-hand corner of the poster board.
• It is recommended that you hand-carry your poster to the conference, using tubular packaging or a portfolio case. Costs associated with creating and shipping the poster display will be the responsibility of the authors. Velcro (easiest to use), pushpins, or thumbtacks will be provided to mount your poster.
• Refer to your acceptance letter and/or the final conference program for the time and location of your poster session and set-up time.
• The designated poster presenter (author or co-author) must be present at the assigned space during the designated time to discuss the work presented.
Tips for Poster Preparation
• Posters should stimulate discussion, not give a long presentation. Therefore, keep text to a minimum, emphasize graphics, and make sure every item included in your poster is necessary.
• Utilize handouts to supplement your poster.
• Goal: 20% text, 40% graphics, 40% space.
• Make sure ideas flow logically from one section to the next.
• Use charts and graphs to illustrate data (avoid large tables of raw data).
• Use high resolution photographs (web images often will not work).
• Do not use all capital letters.
The use of typewritten, handwritten or a printed PowerPoints presentation as a poster is unacceptable. Presentations in these formats will be removed.
• Be consistent.
• Keep consistent margins.
• Keep line spacing consistent.
• Keep the colour, style, and thickness of borders the same.
• Keep shading consistent.
• Pick no more than 2–3 fonts
• Pick no more than 2–3 colours
• Test readability
• Title banner should be legible from 20 feet away.
• Body text should legible from 6 feet away.
Poster size and orientation
• All posters will be set in portrait style orientation (and all information (i.e. text, data, photos, and figures) must be designed to appear within one window/slide.
• If you design your E-Poster in PowerPoint (PPT), ALL information must be appeared within ONE (1) slide only. Use Page Setup and choose Slide Size: “Custom (Width 50 cm, Height 90 cm)” with a Portrait (vertical) orientation.
• Save your PPT into PDF format.
• The resolution of the monitors used for e-poster presentation is 1920 x 1080 pixels and the size is 52.3 cm x 93.3 cm (in Portrait orientation).
Essential Information to Include on E-Poster
• Poster should be written ONLY in English language.
• Title of the E-Poster (should be brief and match with the submitted abstract)
• Names and affiliations of all authors (each author to be marked with superscript Arabic number (such as 1, 2) with their corresponding institute affiliation and their addresses.
• The logo of the affiliated institution/university should be placed on the upper left hand corner, whilst the first author’s colour photograph (passport style) should be placed on the upper right hand corner of the poster.
• Arial font should be used throughout the poster with such clarity that it could be read from 1.5 meters distance. The title and subheadings should be written in bold. Italics should be avoided as it would be harder to read from a distance.
• Please be considerate when using colours for the presentation, keep only 2-3 colours as this would be a formal scientific poster presentation. Please select background colours that contrast well with the font to allow easier reading of your text. Avoid background with bright or dark colour and full of texture as this will distract readers.
• Make sure that any photographs or figures being used in the poster are with sufficient size so that they are clearly visible, with a minimum 300-dpi resolution. The number of photographs should be limited to only those that are essential and relevant for the poster (preferable not exceeding 4-6 photos). Do not submit any photographs or pictures that are not relevant to the text, such as cartoon characters, etc. Photographs for case report presentation should be in standard quality for all extra-oral/intra-oral photos and pre-treatment/post-treatment photos. Radiographs view must be in good quality and have minimal distortion.
• Graphs and tables should be well organized and the font used should be of a size that is easy to read.
Content of poster presentation
• Research (Introduction, Objectives, Materials and Methods, Results, Conclusion, References and Acknowledgment).
• Case Report (Introduction, Objectives, Case Operation Procedure, Discussion, Conclusion References and Acknowledgment).
• Literature Review (Introduction, Literature studies, Discussion, Conclusion and References).
• Declaration of Conflict of Interest for all authors; if there are no relevant conflicts, this must be included on the poster.
• Contact details (optional), so that interested delegates may contact you
• Data must be given in units that are generally accepted in scientific publications (international metric system is preferred)
• At the footer/bottom part of poster presentation, should be noted : Presented at :
SUBMITTING YOUR E-POSTER (PDF Format Only)
• The Committee only accepts e-poster in a PDF format only.
• The deadline to submit your E-Poster Submission is before 10 days of the conference
• Failure to submit your e-poster by the deadline would result your presentation being cancelled.