Hybrid Abstract Presenters

You might have some questions about presenting your abstract virtually - whether as a Poster, Platform Presentation or President's Round. This page will help guide you through the process.

Congratulations on having your abstract accepted as a poster. We would like to add your poster to the event platform as early as possible for attendees to access on-demand, and to be able to submit questions to you using the 1 to 1 direct messaging and calling features about your research.

We will also add your abstract text and poster to the Abstract book, and these will be published on the BGS site and for our main BGS Spring and Autumn meetings as an online supplement in our journal Age and Ageing. Abstracts at other events, our SIG, Nation and Region meetings will not be published in the journal ( i.e.G4J, BGS Scotland Spring ) will not be published other than on the BGS site.

Next steps
Preparing your poster

The poster will be available for 12 months in the platform. We recommend portrait orientation for virtual posters, in A4  size.

  1. Upload posters via the upload link communicated to you. If you don't have this, email abstracts [at] bgs [dot] org [dot] uk 
  2. Register via the BGS Site at least 2 weeks before the event
  3. Login to the event platform in advance
How will my poster be accessed?

The posters (and any accompanying) videos will be added to the Platforms and Posters Page in the event platform. People can chat in the platform at anytime, which you will see and be able to reply to regardless of the number of days you have registered for. 

Delegates can browse posters in the combined abstract and poster book. The full abstract book will also be available.

There will be a stable link on the BGS site to cite your abstract/poster in future. We will not issue certificates of presentation on top of the CPD attendance certificate.

Our online platform makes it easy to access the programme, schedule session, speak with exhibitors and connect with colleagues and participants in advance.

  • First step is to register via the BGS Site. Remember, a browser other than Internet Explorer (IE) needs to be used.
  • When registered and logged into the BGS website - navigate to the Posters and Platforms session. Questions will appear in the Live discussion bar or people will message you directly.
  • Please see our video here on accessing the platform.

Please do check the platform/poster section on the programme and reply to any questions, queries or messages directly. 

Contact us with any questions and congratulations again on having your abstract accepted via abstracts [at] bgs [dot] org [dot] uk .

Abstract presenters will need to be present in the allocated meeting room 15 minutes before the start of the session.

You will need to prepare and upload a poster of your work in landscape format, as well as optionally a single slide to accompany your live presentation. Alternatively, you can use your poster to accompany your talk if in landscape format.

 Posters and accompanying slides need to be labelled (abstract number, lead authors name and title) and uploaded in advance of the meeting.

The moderator will ask 1 or 2 short questions in follow-up, invite the audience to view the posters in more detail, and reach out directly for further discussion.

How will they be presented:
  • There will be a dedicated channel on our events platform to showcase posters as pdfs through the meeting
  • Delegates and speakers will be able to visit the posters throughout the entire live conference and will be encouraged to visit throughout the meeting by our moderators and announcements
  • Judges and attendees will be able to make contact via the chat panel to ask questions about your research at any time, instead of just during the set poster breaks. You will be able to reply at your own pace
  • You will be asked to come on stage at a specific time to present live as part of the lightning round.
What do you need to do;
  • Confirm back to the BGS that you’d wish to present your poster as a lightning round poster to abstracts [at] bgs [dot] org [dot] uk. If someone else is presenting on your behalf please reply to this email or advise us prior  
  • Register for the meeting (if not already done so) – as a minimum for 1 day. Members benefit from reduced fees, and membership is free for Medical and Nursing/AHP Students, Foundation Year doctors and preceptorship year nurses/AHPS.
  • Please send us a high-resolution pdf or jpeg (A4 portrait orientation) of your completed poster as soon as possible, but at least by 30 2 September stating your Name, Abstract number, and Abstract Title in the file name
  • Read here for more information and FAQs on preparing your file.
  • Attend the meeting on the day to present your summary and take questions
Congratulations on having your abstract accepted as a platform presentation.
 
We'd like you to pre-record this presentation for virtual meetings, and for hybrid meetings deliver in person.

We will also add your abstract text to the Abstract Book, which will be published on the BGS website and for our main BGS Spring and Autumn meetings as an online supplement in our journal Age and Ageing. Abstracts at other events, our SIG, Nation and Region meetings will not be published in the journal ( i.e.G4J, BGS Scotland Spring ) will not be published other than on the BGS site.

Next steps
  1. Pre-record your talk for virtual meetings. We recommend this for hybrid meetings as well as a backup.
  2. The recording should be no more than 10 minutes in length, and recorded in .mp4 format
  3. Upload via the upload link communicated to you. If you don't have this email abstracts [at] bgs [dot] org [dot] uk
  4. Register via the BGS Site at least 2 weeks before the event
  5. Login to the event platform in advance if presenting at a virtual meeting, and if attending a hybrid again we recommend this.
How will my platform be accessed?
These presentations will be delivered in the conference programme. Delegates can watch the platforms live on the day, and then on-demand individually at future dates.

There will be a stable link on the BGS site to cite your abstract/poster in future. We will not issue certificates of presentation on top of the CPD attendance certificate.

 

Congratulations on having your abstract accepted as a President's round poster.

We’ve would like to add your platform recording to the event platform as early as possible for attendees to watch on-demand, and to be able to submit questions to you using the chat function,

We will also add your abstract text to the Abstract book, and these will be published on the BGS site and then for our main Spring and Autumn meetings as an online supplement in our journal Age and Ageing. Abstracts at other events, our SIG, Nation and Region meetings will not be published in the journal ( i.e.G4J, BGS Scotland Spring ) will not be published other than on the BGS site.

Next steps
  1. Pre-record your talk. The recording should be no more than 10 minutes in length, and recorded in .mp4 format.
  2. Upload via the upload link communicated to you. If you don't have this email abstracts [at] bgs [dot] org [dot] uk
  3. Register via the BGS Site at least 2 weeks before the event
  4. Login to the event platform in advance
  5. On the day of the meeting, join a Zoom call (link to be shared by email)  to receive questions from the BGS President and VP Research and Academic Affairs based on your work
How will my platform be accessed?

These videos will be added to the Platforms and Poster Page in the relevant event page. Delegates can watch the platforms on-demand individually.

There will be a stable link on the BGS site to cite your abstract/poster in future. We will not issue certificates of presentation on top of the CPD attendance certificate.

Our online platform makes it easy to access the programme, schedule session, speak with exhibitors and connect with colleagues and participants in advance.

FAQs

Recording your platform presentation

To pre-record your talk there are several different options available.

Recording a narrated presentation via PowerPoint

In PowerPoint you can record yourself with audio, and camera, with the timings of your slides. See here for help.

In Teams or Zoom, or any other video calling platform, it is usually possible to record yourself by starting a meeting, without inviting anyone to join and recording your shared screen content. This will only permit audio narration alongside your slides. Below is a guide on how to do this in Teams.

If you have any questions please reach conferences [at] bgs [dot] org [dot] uk

Recording a narrated presentation via Microsoft Teams video call

This guide will explain how to record a narrated presentation via Microsoft Teams, from the video call function. The video call function can be used to screen share and record your desktop and any content displayed on your desktop, such as PowerPoint slides.

Overview

  • Start a video call meeting in Teams

  • Start a recording of your presentation / present your content

  • Access and download a recording

  • Share your recording with BGS - Upload your recording directly to BGS

  • Start a video call meeting in Teams

  1. Open Microsoft Teams from a browser or the app. Please see further guidance on the following help page;

From a browser, only Google Chrome or the latest version of Microsoft Edge will allow screen sharing. Mac users may be prompted to change privacy settings to screen share, and window sharing isn’t available for Linux users.

  1. Click on the meet now option from your Teams calendar to start a video call (please click on the following link for further guidance;

  2. You will now see an option to join now. Before you join, select devices to check that your preferred device settings are selected for audio and video input. Also check the audio icon indicates audio is on (a line through the icon means it is off).You can choose to turn off your video by double clicking on the video icon. This will mean your webcam will not show your image. If you leave your video on, your image will appear in the bottom right-hand corner during your recording. If you turn it off, it will show your initials or your saved profile picture.

  3. Click on join now when you are ready to start.

Start a recording of your presentation

It is strongly advised to complete the following steps with a test recording of a few minutes duration to check you are happy with the recorded view of your content and the sound quality.

If you make a significant mistake, start the narration of a particular segment / slide from the beginning again, whilst keeping the recording going. Make a note of when it happened. It is possible to trim the start and end of a recording and also cut out an unwanted segment / slide narration. It is not possible to easily cut out many minor mistakes in a flow of uninterrupted speech. If you make many mistakes, the easiest thing to do is to start a new recording.

  1. Navigate to your desktop and open your PowerPoint slides or other content you wish to narrate over (for example an image, a Word document, a website in your browser).

  2. Navigate back to the Teams video call you have started.

  3. Select more options/ start recording from the call menu bar. As explained above, if you are a guest, you will need to have arranged a call with a non-guest to record on your behalf.

  4. In the call menu bar now choose to screen share your desktop (please click on the following link for further guidance;

Choose from the listed options to share:

  • your desktop (useful if you want to share views of multiple items you are accessing – browser windows, your desktop, and files etc,.)

  • a browser window only (useful for sharing a view on one item you are accessing – a browser window, a file you have open etc,.)

  • a PowerPoint file only

It is preferable to share a view of a PowerPoint file that is open on your desktop. If you share and display a PowerPoint file in Teams, the image may be slightly compressed or framed by additional content in Teams.

Present your content
  1. If you are presenting only slides, navigate to your PowerPoint slides on your desktop and open slide show view.

  2. You can now present your slides and narrate over the content. Your voice and the slide show view of your slides will be recorded, as well as either your image in the right-hand corner or your initials / profile picture.

  3. To stop sharing, navigate back to the meeting tool bar in Teams and select stop sharing.

  4. To stop recording, navigate back to the meeting tool bar and select stop recording.

As soon as you select record, you will be recording everything you are sharing. Please ensure you have checked there is nothing you have open / displayed that you do not want in a recording.

Access and download a recording

You will receive an email notification to your associated Office 365 Outlook email account with a link to your recording when ready. You will then be able to view your recording online in Microsoft Stream (an application available as part of your Office 365 suite, please see further guidance at the following help page; Microsoft Stream). You will also see a copy in the associated chat for the meeting in Teams.

Guests who have had content recorded on their behalf can see the recording in the meeting chat too, but will need the person who recorded to download / share the content from Stream on their behalf.

Click on the link in the email to open the recording in Stream. Select download your content from more actions in the menu bar beneath the recording.

Share your recording with the BGS

You can notify the BGS that you have completed this by uploading the .mp4 video file to the Dropbox link.

Email conferences [at] bgs [dot] org [dot] uk for any help.

(Adapted from https://howto.hyms.ac.uk/knowledge-base/recording-a-narrated-presentation-via-microsoft-teams)

Preparing an ePoster

Electronic posters at a BGS hybrid or virtual should be portrait in orientation, but landscape can be accepted if necessary. Please prepare your poster as a high quality PDF (300dpi).

When designing the poster page, size (i.e. A4, A3, A0, etc) is less important as we can resize posters as needed when compiling them. They will be viewed on attendees' computers so will display on a variety of different devices, but PDF viewers can allow people to navigate and zoom in as needed.

Some articles here on how to create a better poster design and communicate information: https://www.insidehighered.com/news/2019/06/24/theres-movement-better-scientific-posters-are-they-really-better

Video: How to create a better research poster in less time 

Templates can be found here: https://osf.io/ef53g/

 

Will I get a certificate?

No. There will be a stable link on the BGS site to cite your abstract/poster in future. We will not issue certificates of presentation on top of the CPD attendance certificate.

Presenting your poster at the hybrid event

Our online platform makes it easy to access the programme, schedule session, speak with exhibitors and connect with colleagues and participants in advance.

If you have not registered for the conference, or your co-authors haven’t, the first step is to register via the BGS Site. Remember, a browser other than Internet Explorer (IE) needs to be used. 

When registered and logged into the BGS website, navigate to the Session Posters and Platforms. Questions will appear in the Live discussion bar or people will message you directly. Please ensure you are visible on the platform, so you can answer questions via chat or 1 to 1 video calls, about your poster, research and findings.

Do I need to register for the meeting?

Yes. At least one author of the poster or platform needs to register for the meeting. Traditionally posters are viewed on Thursday but in the hybrid and virtual world, they can be accessed from much earlier and we encourage early registration.

I want to make an adjustment

Your abstract has been through a rigorous adjudication process as we received it and we will not make any alterations to it for updated results, additional content or similar errors. For fundamental changes please reach abstracts [at] bgs [dot] org [dot] uk 

Age and Ageing Supplement

Those abstracts presented at the BGS Spring and Autumn Meetings (the 3 day national conferences) will be published in an online supplement to our journal, Age and Ageing.
This process can take several months after the meeting and notifications will be sent when this is published. 
The supplement can be cited in your appraisal or portfolio.

Types of Abstract Presentation

President's Round

What are the President's Round?

The President's Round posters are the top 10 submitted abstracts following our adjudication.
Those in this category are asked to;

  • Pre-record a presentation covering your work of no more than 10 minutes. 
  • Upload a poster of your work to the platform and accompany the abstract book. This is not mandatory but encouraged
  • On the day of the conference, at the time of the President's Round presentations, you will be asked to join a Zoom call (if virtual) or come on stage (if hybrid) to present a 3 minute summary of your work and take questions from the President and VP of Research and Academic Research.

The format of the live session is each President's Round poster will have 5 minutes: You will be asked to summarise your research and longer pre-recorded presentation in 3 minutes and then be asked questions from the VP Research and President of the BGS about your research project, results or next steps.

All accepted abstracts, including the President's Round, will be included in the Age and Ageing supplement for the meeting where the author also attends the meeting.

We will also add your abstract text and poster to the Abstract book, and these will be published on the BGS site and for our main BGS Spring and Autumn meetings as an online supplement in our journal Age and Ageing.

President' Rounds are exclusive to the Spring and Autumn conference
Abstracts at other events, at our SIG, Nation and Region meetings, do not come under this category and will not be published in the journal ( i.e.G4J, BGS Scotland Spring ) will not be published other than on the BGS site.

Next steps

  • Pre-record your talk. The recording should be no more than 10 minutes in length, and recorded in .mp4 format. Event for hybrid meetings, a pre-recorded talk for the attendees to watch on-demand is required.
  • Upload via the upload link communicated to you. If you don't have this email abstracts [at] bgs [dot] org [dot] uk
  • Register and pay to attend via the BGS Site at least 2 weeks before the event
  • Login to the event platform in advance and check your recording and abstract are present correctly
  • On the day of the meeting, join a Zoom call (link to be shared by email) to receive questions from the BGS President and VP Research and Academic Affairs based on your work if virtual or come to the desginated room to present. You will need to attend both 15 minutes before the session start time.

How will my platform be accessed?

These videos will be added to the Platforms and Poster Page in the relevant event page. Delegates can watch the platforms on-demand individually.

There will be a stable link on the BGS site to cite your abstract/poster in future. We will not issue certificates of presentation on top of the CPD attendance certificate.

Our online platform makes it easy to access the programme, schedule session, speak with exhibitors and connect with colleagues and participants in advance.

Platform Presentation

What are Platform Presentions?

 
Congratulations on having your abstract accepted as a platform presentation.
 
We'd like you to pre-record this presentation for virtual meetings,  and for hybrid meetings deliver in person. For both,we'd ask you to register and pay to attend the meeting as normal. You would also need to join live (by Zoom if a virtual meeting) or in person at a hybrid event to respond to questions.
 
Strict timekeeping is needed for these sessions.

We will also add your abstract text to the Abstract Book, which will be published on the BGS website and for our main BGS Spring and Autumn meetings as an online supplement in our journal Age and Ageing.

 
Abstracts at other events, our SIG, Nation and Region meetings will not be published in the journal ( i.e.G4J, BGS Scotland Spring ) will not be published other than on the BGS site.

Next steps

  1. Pre-record your talk. The recording should be no more than 10 minutes in length, and recorded in .mp4 format. This is useful to do even if presenting live to practice timings and delivery
  2. Upload via the upload link communicated to you. If you don't have this email abstracts [at] bgs [dot] org [dot] uk
  3. Register via the BGS Site at least 2 weeks before the event
  4. Login to the event platform in advance and check your recording and abstract are present correctly

How will my platform be accessed?

These presentations will be delivered within the conference programme, located in the main conference rooms. Delegates can watch the platforms live on the day, and then on-demand individually at future dates via the recordings.

There will be a stable link on the BGS site to cite your abstract/poster in future. We will not issue certificates of presentation on top of the CPD attendance certificate.

 
Poster Presentations

What are poster presentations?

Poster Presentations are a visual and text presentation of your research. BGS meetings are now being delivered virtually, or in a hybrid format, meaning that electronic posters are default. While the basic principles apply to both print and online posters, some of the following links may help you create a memorable virtual poster. For BGS virtual meetings, you must supply your poster in PDF format electronically for hosting on our site and display at the meeting.

We would like to add your poster to the event platform as early as possible for attendees to access on-demand, and to be able to submit questions to you using the 1 to 1 direct messaging and calling features about your research.

We will also add your abstract text and poster to the Abstract book, and these will be published on the BGS site and for our main BGS Spring and Autumn meetings as an online supplement in our journal Age and Ageing. Abstracts at other events, our SIG, Nation and Region meetings will not be published in the journal ( i.e.G4J, BGS Scotland Spring ) will not be published other than on the BGS site.

Next steps

Preparing your poster

  • The poster will be available for 12 months in the platform. We recommend portrait orientation for virtual posters, in A4  size.
  • Upload posters via the upload link communicated to you. If you don't have this, email abstracts [at] bgs [dot] org [dot] uk 
  • Register via the BGS Site at least 2 weeks before the event
  • Login to the event platform in advance and check your abstract and poster are present correctly

How will my poster be accessed?

The videos will be added to the Platforms and Posters Page in the event platform. People can chat in the platform at anytime, which you will see and be able to reply to regardless of the number of days you have registered for. 

Delegates can browse posters in the combined abstract and poster book. The full abstract book will also be available.

There will be a stable link on the BGS site to cite your abstract/poster in future. We will not issue certificates of presentation on top of the CPD attendance certificate.

The first step is to register via the BGS Site. Remember, a browser other than Internet Explorer (IE) needs to be used.

When registered and logged into the BGS website - navigate to the Posters and Platforms session. Questions will appear in the Live discussion bar or people will message you directly.

Please see our video here on accessing the platform.

Please do check the platform/poster section on the programme and reply to any questions, queries or messages directly. 

Contact us with any questions and congratulations again on having your abstract accepted via abstracts [at] bgs [dot] org [dot] uk .

Lightning Round Posters

Abstract presenters will need to be present in the allocated meeting room 15 minutes before the start of the session.

You will need to prepare and upload a poster of your work in landscape format, as well as optionally a single slide to accompany your live presentation. Alternatively, you can use your poster to accompany your talk if in landscape format.

 Posters and accompanying slides need to be labelled (abstract number, lead authors name and title) and uploaded in advance of the meeting.

The moderator will ask 1 or 2 short questions in follow-up, invite the audience to view the posters in more detail, and reach out directly for further discussion.

How will they be presented:
  • There will be a dedicated channel on our events platform to showcase posters as pdfs through the meeting
  • Delegates and speakers will be able to visit the posters throughout the entire live conference and will be encouraged to visit throughout the meeting by our moderators and announcements
  • Judges and attendees will be able to make contact via the chat panel to ask questions about your research at any time, instead of just during the set poster breaks. You will be able to reply at your own pace
  • You will be asked to come on stage at a specific time to present live as part of the lightning round.
What do you need to do;
  • Confirm back to the BGS that you’d wish to present your poster as a lightning round poster to abstracts [at] bgs [dot] org [dot] uk. If someone else is presenting on your behalf please reply to this email or advise us prior  
  • Register for the meeting (if not already done so) – as a minimum for 1 day. Members benefit from reduced fees, and membership is free for Medical and Nursing/AHP Students, Foundation Year doctors and preceptorship year nurses/AHPS.
  • Please send us a high-resolution pdf or jpeg (A4 portrait orientation) of your completed poster as soon as possible, but at least by 30 2 September stating your Name, Abstract number, and Abstract Title in the file name
  • Read here for more information and FAQs on preparing your file.
  • Attend the meeting on the day to present your summary and take questions
Congratulations on having your abstract accepted as a platform presentation.
 
We'd like you to pre-record this presentation for virtual meetings, and for hybrid meetings deliver in person.

We will also add your abstract text to the Abstract Book, which will be published on the BGS website and for our main BGS Spring and Autumn meetings as an online supplement in our journal Age and Ageing. Abstracts at other events, our SIG, Nation and Region meetings will not be published in the journal ( i.e.G4J, BGS Scotland Spring ) will not be published other than on the BGS site.

Next steps
  1. Pre-record your talk. The recording should be no more than 10 minutes in length, and recorded in .mp4 format
  2. Upload via the upload link communicated to you. If you don't have this email abstracts [at] bgs [dot] org [dot] uk
  3. Register via the BGS Site at least 2 weeks before the event
  4. Login to the event platform in advance
How will my platform be accessed?
These presentations will be delivered in the conference programme. Delegates can watch the platforms live on the day, and then on-demand individually at future dates.

There will be a stable link on the BGS site to cite your abstract/poster in future. We will not issue certificates of presentation on top of the CPD attendance certificate.