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
- Format of slide is 16:9 widescreen
- Presentation includes COI disclosure
- Presentation must be uploaded at the Speaker Preview Room (Hall 4B)
- E-poster must be uploaded online before 22 September
- Arrive at your session room early and introduce yourself to the session chairperson
- Speak clearly and slowly
- No presentation laptop/USB is allowed in the session room
- E-poster upload is not possible onsite
- Do not exceed the time allocated for your presentation
- Logos of for-profit organisations are not permitted
- Campaigning for votes during the session is prohibited
General speaker / Presenter information
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
All presenters must check in and sign in here to confirm onsite participation.
- Upload or update your presentation at least 2 hours before your session.
- If your session is in the morning, submit your file the day before.
- 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 speakers’ preview room.
- Complete your speaker consent form (mandatory).
Speakers’ Preview Room Opening Hours:
Saturday 4 – Wednesday 8 October 2025: 07:30 – 17:30
Thursday 9 October 2025: 07:30 – 12:00
*Technicians will be available to assist in both the Speakers’ Preview Room and session rooms.
Chairs and Co-chairs
Your responsibilities
- Ensuring the smooth delivery of scientific sessions.
- Supporting our speakers to present their work effectively.
- Opening the session and introducing each speaker.
- Keeping speakers to time.
- Moderating Q&A.
- 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 provided bios (if available).
- Remind attendees to silence mobile devices.
Timing
- Each presentation has a strict time limit (check your session outline for specifics).
- Ensure each speaker:
- Receives a 1-minute warning near the end of their slot.
- Stops when time is up.
- Stay on schedule to allow sufficient time for Q&A.
Q&A Facilitation
- Allow time at the end of each talk or after a group of talks (as per session format).
- Encourage concise and respectful questions from the audience.
- 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.
- Provide any immediate feedback to the Room Manager.
- Inform FIGO staff of any significant issues (e.g. no-shows, AV failures).
Oral abstract presentations
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
All presenters must check in and sign in here to confirm onsite participation.
- Upload or update your presentation at least 2 hours before your session.
- If your session is in the morning, submit your file the day before.
- 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 speakers’ preview room.
- Complete your speaker consent form (mandatory).
Speakers’ Preview Room Opening Hours:
Saturday 4 – Wednesday 8 October 2025: 07:30 – 17:30
Thursday 9 October 2025: 07:30 – 12:00
*Technicians will be available to assist in both the Speakers’ Preview Room and session rooms.
E-poster display information
Session format:
- All accepted posters will be displayed throughout the duration of the XXV FIGO congress from 5 to 9 October in the e-Poster area.
- Although no dedicated presentation timeslot has been allocated to individual presenters, we encourage presenters to be at the e-Poster 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 widescreen.
- Only one slide allowed.
- Presentation must be uploaded on the e-Poster upload platform before 22 September.
E-poster tour information
Session format:
- A number of abstracts have been selected to be part of a moderated poster tour.
- Presenters have been allocated a short time slot to present to an audience at the e-poster stations.
- 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 allowed.
- Presentation must be uploaded on the e-Poster upload platform before 22 September.
Film festival
More information coming soon!
Surgical video classroom
Video Guidelines:
- File types: .avi, .mov, .mpg, .mp4
- Resolution: Minimum 1280×720 (16:9 aspect ratio)
- Audio: Please test for clarity before submission.
- Content:
- Remove all patient identifiers unless formal consent is obtained and declared in the video.
- Logos from for-profit organizations are not permitted.
- File naming: LastName_VideoTitle.mp4
Optional Slides:
You may present slides in addition to your video. Follow the general presentation slide guidelines.
Technical Setup:
- Session location: Auditorium 1
- Use the provided laptop only – 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.
Video Submission & Review:
- Submit your video by 25 September for quality checks.
- Video must be sent by email to figo.abs@mci-agency.com
- Videos must pass quality checks to be included in the session.
- Final edits can be made after the check, but updated files must be brought on-site via USB or hard drive to the preview room at least 2 hours before your session, or the day before.
Note: 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.
Presentation upload and Tech info
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.
Speaker preview room
Location: Hall 4B
All presenters must check in and sign in here to confirm onsite participation.
- Upload or update your presentation at least 2 hours before your session.
- If your session is in the morning, submit your file the day before.
- 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 speakers’ preview room.
- Complete your speaker consent form (mandatory).
Speakers’ Preview Room Opening Hours:
Saturday 4 – Wednesday 8 October 2025: 07:30 – 17:30
Thursday 9 October 2025: 07:30 – 12:00
*Technicians will be available to assist in both the Speakers’ 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
Speaker consent form
You will be required to sign a consent form when uploading your video at the speaker preview room.
Preview the consent form here.
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.
