So you have a presentation you wish to give in person at NetUK, what happens next?
First, you need to submit your abstract with draft slides for the Programme Committee to review - NetUK uses this Indico instance to manage presentation material uploads. Speakers need to register for an account to submit abstracts and upload slides. Please take the time to familiarise yourself with Indico before the submission deadline - this is 2nd June 2025.
Once the Programme Committee has reviewed and accepted your presentation, you will be contacted by a member of the Committee who will be your assigned shepherd and will work with you to ensure your presentation fits within our guidelines and will have the best impact for our audience.
Finally on the day, a member of the Programme Committee team will meet you at the registration desk to familiarise you with both the venue and the process for getting set up with a microphone. This may not be your shepherd.
Please read the below information fully.
Presentation Management
To submit your presentation, please visit the Call for Presentations link on the left-hand menu of Indico. Follow the steps, making sure to attach draft slides for your talk. If you expect to have additional AV requirements, such as embedded audio/video in your slides, a live demo, or anything else that's not standard slides then please note this when submitting in the comments field. If you decide to add anything that may need special AV considerations later in the process, please let your shepherd know so that we can discuss this with the AV team to ensure smooth delivery of these requirements.
Please be aware that except for special circumstances we do not accept remote nor pre-recorded presentations.
Speaking slots vary in length and usually include 5-10 minutes for questions at the end. We will have a timer visible to allow you to pace your talk accordingly.
To update your slides, log in then go to the "Speakers and Presentations" contributions list on Indico. Click the talk title against your name, then click on the pencil icon to the right of "Presentation Materials" - you will see a "Manage material" dialogue with an "Upload Files" option. Click this to upload your slides.
Your slides will default to public visibility on the meeting site as soon as they are uploaded. If you want to embargo your slides or keep the content confidential until you present, please ensure to select the "Private" access option in the upload form. Please also tell your shepherd if you have embargo/confidentiality requirements to ensure we can meet these.
We require final slides to be uploaded by 23rd June 2025 - this is to ensure that we have time to share these with the AV team and potentially test any additional requirements you have agreed. We ask that you upload both the original format and as a PDF. If you need help converting the slides into a PDF, we can do this for you - just ask your shepherd.
If you have any issues please don't hesitate to contact the Programme Committee at pc <at> netuk.org or your shepherd.
Speaker Registration and Attendance
Your shepherd will provide a special registration link in order to register for your free speaker ticket. Please use the same email address you have registered in Indico to complete the ticket registration. This ensures that we can link the registration to the presentation slot.
Agenda
We will publish the meeting agenda in Indico ahead of the event. The agenda can subject to minor last minute changes in the case of a speaker being unable to attend at the last minute, or on-the-day complications with the venue.
Please let your shepherd know ASAP if your proposed agenda slot would clash with your travel arrangements or availability, so we can do our best to accommodate. Sometimes circumstances beyond our control may require us to change speaking slots on the day. We recommend you plan to attend for at least the full day of your presentation - this ensures smooth running of the event. Please do let us know if this is a problem, and again we will do our best to accommodate.
Slide Format
Please ensure the first slide of your deck clearly includes the event name, your name, your affiliation and the title of your talk. We also ask you repeat your name, affiliation and title of your talk when you start.
Slides should be formatted in 16:9 aspect ratio as both our presentation systems and the webcast work best with this size. Please consider accessibility when creating your slides - detailed diagrams and small fonts are difficult to read at any distance from the screen. Your shepherd will help to review the content to ensure it is accessible as possible.
Please upload your slides to Indico in both their original format, and as a PDF. The original format slides will be used on the day for you to present with. You will have access to the presenter view of your presentation platform for your notes.
Please ensure there is no password protection applied to the slides.
We can accept PPT, PPTX, Apple Keynote and ODP format slides. If you use a different platform, please discuss this with your shepherd as we will need to ensure this can be supported by our AV team. The raw slides will also be used to feed into the webcast stream.
Logos on Slides
We recommend you keep logo use to a minimum to avoid crowding your slides. Generally we suggest the use of a logo representing your affiliation be placed on the first and/or last slides, along with any logos to recognise the speaker's sponsors and/or project partners.
Small unobtrusive logos or copyright notices are generally acceptable in the footer of slides.
Use of logos where fitting to the context of a slide are also acceptable, please ensure they are of a suitable image quality and size to be visible to the audience.
It is up to the speaker to ensure any necessary legal approval is gained for the use of logos within presentations.
Presentation Process
On the day, the slides will be made available on the screens and for download within Indico, unless otherwise advised by the presenter to their shepherd. Some attendees may use the version of slides in Indico to follow along with your presentation.
A slide clicker will be available on the lectern, along with the presenter view of your slides to allow you to see any presenter notes.
Our AV team will manage putting slides live on the displays for you. Unless you are performing a live demo, we generally do not permit the use of presenters' own devices for display and control of slides.
Please visit the AV desk during the break before your talk to be fitted with your microphone. If you have special AV requirements you may be asked to meet with the AV Team and/or a member of the programme committee to test these prior to your presentation slot.
Our webcast speaker camera is fixed on the lectern during presentations, we ask that you avoid moving around the stage while presenting to ensure the best coverage for our webcast viewers.
Meeting Venue
The meeting venue for NetUK2 is The Brewery in London. Internet connectivity is made available to attendees and presenters by the venue.
We expect an attendance of around 400 people, with approximately 60-80 attendees via webcast.
Remote Participation
Remote participants can submit questions via the NetUK Slack instance. We encourage speakers to register for an account, so that interested attendees can ask any questions that did not fit into the allotted Q&A time. A link to join Slack can be found on the menu of Indico.
Available to the Public
NetUK expects that all materials for all talks will be made publicly available. If you or your organisation require that we do not publish your slides, their source, and/or video of your presentation online to people outside of the room and webcast, please let your shepherd know well in advance. We will do our best to meet your constraints, however please be aware we cannot prevent our attendees from making or distributing their own recordings of any talks.
NetUK meetings are webcast live, which will also be recorded for our public YouTube channel.
NetUK meetings are open to all, and journalists may be in the audience. What you present and say could be quoted in the media.
Dress Code
NetUK does not enforce any kind of dress code for presenters. Please dress in a way that would make you most comfortable as a presenter.
Thank you for supporting NetUK as a speaker!
