FIGO Cape Town 2025 speaker and chair guidelines
Everything you need to prepare for your role at the Congress.
Explore presentation formats, technical requirements, and essential steps to get ready for your session.
Important checklist:
- Slides are saved in PowerPoint format in 16:9 widescreen
- Presentation includes a disclosure slide
- Presentation must be uploaded at the Speaker Preview Room (Hall 4B)
- ePoster is uploaded online by 22 September
- Video is submitted via email by 25 September
- Arrive at your session room early and introduce yourself to the session chairperson
- No personal laptop/USB is allowed in the session rooms
- ePoster upload is not possible onsite
- Do not exceed the time allocated for your presentation
- Logos of for-profit organisations are not permitted
- Campaigning during the scientific programme is prohibited
General information
Registration
All speakers and chairs must be registered for the Congress in order to present in-person and have access to the speaker preview room. When arriving at the Congress, please pick up your Congress badge from the registration area.
Speakers’ preview room
Location: Hall 4B, CTICC 1, Level 0
Opening hours:
Saturday 4 – Wednesday 8 October 2025: 07:30 – 17:30
Thursday 9 October 2025: 07:30 – 12:00
All speakers and chairs must check-in here the day before, or at least 2 hours before, their session to:
- Upload your presentation.
- Complete your speaker consent form (mandatory).
Arrival at your session
- Arrive at your session room at least 10-15 minutes early.
- Report to the room manager.
Electioneering
Electioneering, canvassing or otherwise campaigning during the scientific programme is prohibited. Speakers may be asked to leave the stage if they are seen to be campaigning for votes. Any candidate promotion or campaign materials left in session rooms will be removed.
Security and contingency planning
FIGO is committed to participant safety. We have contingency protocols in place, particularly for sensitive or politically charged sessions.
Measures include:
- Monitoring local conditions via trusted partners.
- Coordination with security providers.
- Clear instructions for staff and delegates in case of disruption.
- Alternative transport routes.
- Session rescheduling or relocation with rapid communication.
- Always follow instructions from FIGO organisers, room managers, or security personnel.
- Do not attempt to manage conflict situations independently.
Presentation guidelines
Slide template
FIGO 2025 PRESENTATION TEMPLATE
Presentation file requirements
- Use the official FIGO 2025 PowerPoint™ template (16:9).
- Embed videos in .mp4 format (H.264 codec), 1920×1080, max 60 fps.
- Label unembedded video files with presenter name and slide number.
- Use TrueType fonts.
- Mac users: save presentations in PC-compatible format.
- Logos of for-profit organisations are not permitted.
Conflict of Interest (COI)
All presenters must include a completed disclosure slide as slide 2 of their presentation.
What to do:
- Download the official template:
- Declare any financial relationships or state: “No relevant conflicts of interest to declare.”
- Disclose off-label use of products if applicable.
- Ensure the slide is current as of your presentation date.
*Presentations without a disclosure slide may be delayed or removed.
Speaker preview room
Location: Hall 4B, CTICC 1, Level 0
Opening hours:
Saturday 4 – Wednesday 8 October 2025: 07:30 – 17:30
Thursday 9 October 2025: 07:30 – 12:00
All speakers and chairs must check-in here the day before, or at least 2 hours before, their session to:
- Upload your presentation.
- Complete your speaker consent form (mandatory).
The use of personal laptops, USBs or other external hard drives in session rooms is not allowed. All presentations must be uploaded at least 2 hours prior to your session in the speaker preview room.
Arrival at your session
- Arrive at your session room at least 10-15 minutes early.
- Report to the room manager.
*Technicians will be available to assist in both the speaker preview room and session rooms.
Presentation tips
- Speak slowly and clearly, particularly if your session has interpretation.
- Practice your presentation in advance, and keep to time!
- Arrive at your session room early to check your presentation works correctly.
- Introduce yourself to the session chair before the session starts so they know how you would like to be introduced.
Chairs and co-chairs
Your responsibilities
- Ensuring the smooth delivery of scientific sessions.
- Opening the session and introducing each speaker.
- Supporting speakers to present their work effectively.
- Keeping speakers to time.
- Moderating Q&A.
- Closing the session with concluding remarks.
- Communicating with the Room Manager.
Arrival at your session
- Arrive at your session room at least 10-15 minutes early.
- Report to the room manager.
- Confirm that all presentations have been received and that you know the order of presentations.
- Greet all speakers and confirm name pronunciations and affiliations as necessary.
Opening the session
- Welcome attendees and introduce yourself and your co-chair.
- Briefly introduce each speaker before their presentation using their biographies provided in the mobile app. If the speaker has not added their biography in the mobile app, you can ask them how they would like to be introduced before the session starts.
- Remind attendees to silence mobile devices.
Timing
- Each presentation has a strict time limit (check your session outline for specifics).
- The screen will turn black when the time is up.
- Ensure each speaker:
- Receives a 1-minute warning near the end of their slot.
- Stops when time is up.
- Stays on schedule to allow sufficient time for Q&A.
Q&A facilitation
- Allow time for audience Q&A at the end of each talk, or at the end of the session (as per session format).
- Encourage concise and respectful questions from the audience.
- Allow questions from the audience in the room and check if anyone has chosen to submit questions anonymously via the mobile app.
- Repeat questions into the microphone if necessary for clarity.
- If time runs out, kindly move on without allowing further questions.
Closing the session
- Thank all speakers and the audience.
- Summarise key take-aways from the session.
- Provide any immediate feedback to the room manager.
- Inform on-site staff of any significant issues (e.g. no-shows, AV failures).
Oral abstract presentations
Slide template
FIGO 2025 PRESENTATION TEMPLATE
Presentation file requirements
- Use the official FIGO 2025 PowerPoint™ template (16:9).
- Embed videos in .mp4 format (H.264 codec), 1920×1080, max 60 fps.
- Label unembedded video files with presenter name and slide number.
- Use TrueType fonts.
- Mac users: save presentations in PC-compatible format.
- Logos of for-profit organisations are not permitted.
Conflict of Interest (COI)
All presenters must include a completed disclosure slide as slide 2 of their presentation.
What to do:
- Download the official template: FIGO 2025 PRESENTATION TEMPLATE
- Declare any financial relationships or state: “No relevant conflicts of interest to declare.”
- Disclose off-label use of products if applicable.
- Ensure the slide is current as of your presentation date.
*Presentations without a disclosure slide may be delayed or removed.
Slide Template
FIGO 2025 PRESENTATION TEMPLATE
Speaker preview room
Location: Hall 4B, CTICC 1, Level 0
Opening hours:
Saturday 4 – Wednesday 8 October 2025: 07:30 – 17:30
Thursday 9 October 2025: 07:30 – 12:00
All speakers and chairs must check-in here the day before, or at least 2 hours before, their session to:
- Upload your presentation.
- Complete your speaker consent form (mandatory).
The use of personal laptops, USBs or other external hard drives in session rooms is not allowed. All presentations must be uploaded at least 2 hours prior to your session in the speaker preview room.
Arrival at your session
- Arrive at your session room at least 10-15 minutes early.
- Report to the room manager.
*Technicians will be available to assist in both the speaker preview room and session rooms.
ePoster display information
Session format
- All accepted ePosters will be displayed throughout the duration of the Congress from 5 to 9 October in the ePoster area of the exhibition hall.
- Although no dedicated presentation timeslot has been allocated to individual presenters, we encourage presenters to be at the ePoster stations during break times in order to engage conversations with Congress attendees.
Quick technical requirements
- Presentation slides must be prepared on PowerPoint™.
- Slide format is 16:9
- Only one slide
Presentation must be uploaded on the ePoster upload platform before 22 September.
ePoster tour information
Session format
- A number of abstracts have been selected to be part of a moderated ePoster.
- Presenters have been allocated a short time slot to present to an audience at the ePoster station in the exhibition hall.
- Led by a session moderator, each presenter will have time for Q&A after the 5-minute presentation.
- Presentation language may be either English, Spanish or French.
Quick technical requirements
- Presentation slides must be prepared on PowerPoint™
- Slide format is 16:9 widescreen.
- Only one slide.
Presentation must be uploaded on the ePoster upload platform before 22 September.
Film festival
More information coming soon!
Surgical video classroom
Location: Auditorium 1, CTICC 1, Level 1
Video file requirements
- File types: .avi, .mov, .mpg, .mp4
- Resolution: Minimum 1280×720 (16:9 aspect ratio).
- Audio: Please test for clarity before submission.
- File naming: LastName_VideoTitle.mp4
- Content:
- Include a disclosure slide at the start of your video.
- Remove all patient identifiers unless formal consent is obtained and declared in the video.
- Logos from for-profit organisations are not permitted.
Optional slides
You may present slides in addition to your video. Please refer to the ‘presentation guidelines’ section above.
Video submission and review
- Submit your video by 25 September for quality checks.
- Videos must be sent by email to figo.abs@mci-agency.com.
- Videos must pass quality checks to be included in the session – please ensure the clear visual and audio quality before submitting your video.
- Final edits can be made after the check, but updated files must be brought on-site via USB or hard drive to the speaker preview room at least 2 hours before your session.
*Videos may be added to FIGO’s online Knowledge Hub. If you do not wish your video to be retained, please inform us in advance.
Presenting your video
- Arrive at your session room at least 10-15 minutes early.
- Report to the room manager.
- Use the laptop provided – personal devices or USB drives are not allowed in session rooms.
- To present, simply open your file on the lectern laptop and use the clicker or keyboard arrows to advance. Press ‘Escape’ to return to the main menu.
*Technicians will be available to assist in both the speaker preview room and session rooms.
Download center (all guidelines)
FAQ and contact
If you are unable to present or if you have any questions, please contact us at figo.abs@mci-agency.com.
