Back to Lecturers

Information for Lecturers

Most talks will be scheduled for 30 min, 45 min or 1 hour. Should you wish to give a longer talk, please contact the lecture secretary ( Please keep to time. Presentations should be uploaded or made available to the conference session chair-person prior to the start of the session. Presentations must be checked for technical problems prior to the presentation during breaks.

These notes are intended to give you some advice on the equipment that is available in our lecture theatres, and to outline the procedures for lecturers and session chairmen. If you have any queries, do not leave it until the last moment, but contact the technical manager (Les Williams) as soon as possible at:


I've giving a lecture, do I need a ticket?

Yes, however you get free entry on the day you are giving your lecture or workshop. Just go through the usual ticket form and select your options. If you're not sure, just buy a full ticket and see reception when you arrive and you will be refunded.

How will I know when I'm giving my lecture?

As sessions are submitted until quite close to the event, the timetable is not set until then - we aim to have it available around a week before hand. You will be able to view it online and find your slot but you should also get some info from the lecture secretary via email. If you have specified a day that you are available then you will be scheduled for that day - if it's not possible for some reason then we'll contact you.

Can I specify a time to give my lecture?

Sorry no, you can specify a day but not a time. If you have given a preference, we'll try to give you that but it depends on availability. The sessions submitted earlier will be given priority in this.

Are lectures recorded?

Not usually, if they are for any reason we'll check with you first. You are welcome to have a friend record your lecture if you wish but if you need time to set up you will need to do this during a break, not someone elses session and your camera must not impeed the view for others.

Giving a Lecture

Important things to remember...

  • Bring your own laptop with the relevant software, and the presentation installed.
  • Bring a copy of your presentation on a USB memory stick for installing on another machine if there are any problems.

Introducing yourself to the Hidden Earth Team

Please introduce yourself to the session chair prior to your session. They should be in the lecture theatre during the break prior to the session chair. They would appreciate you providing a short explanation of what your presentation is about; so that they are better able introduce you to the audience.

Arriving at the Lecture Theatre

Familiarise yourself with the lecture theatre. Visit your lecture theatre during one of the breaks and familiarise yourself with the equipment.

Arrive in plenty of time for your talk, ideally 10-15 minutes before the session if you are first, or 5-10 minutes before the session if you are second or third, (whatever you do, don't cause us to panic by showing up just 30 seconds before you are due to speak).

  • Introduce yourself to your session chairman.
  • Go to the technical staff to be fitted with a lapel microphone.
  • If you are using the computer or video projector, make sure that it is completely ready to use before the session starts, needing only for leads to be swapped.

During your lecture

  • Should your microphone fail, (cut out or crackle), take the one off the chair or use the lectern microphone. The sound crew will bring up the volume on it for you.
  • Normally the chair will warn you if you are running out of time. Please be fair to the next talker by not over-running your allotted time.
  • When you have finished speaking and taking questions, do not forget to pass on your microphone. Please be prompt in this, as we do not have long between talks.

Lecture Theatre Equipment

Each theatre will be equipped, as standard, with a PA system, a lapel microphone, a digital projector, a lectern with a stereo sound line on a 3.5mm jack plug, VGA or HDMI cable for your laptop. There will also be mains power available at the lectern. There should be a microphone and laser pointer on the lectern as well.

  • Any other equipment is considered 'non-standard' and you should contact the technical manager in advance of the conference to discuss your specific requirements.
  • Laptops and other computer equipment are not supplied as standard. If you need one you must contact the technical manager in advance of the conference.

Projection Facilities

If you are using the computer/video projection equipment, ask the technical staff (fluorescent orange badges) to explain its operation to you in advance. If you want to check computer compatibility, this also needs to be done in advance when the room is not in use.

  • Make sure you spend some time familiarising yourself with the equipment. The technical team will be only too pleased to help you, but you will need more than five minutes to do any troubleshooting!
  • If you intend to use any computer that is not PC-compatible then you should contact the technical manager in advance of the conference to ensure the necessary adaptors are available (or have your own).
  • The projector screens are 4:3 aspect ratio. To make best use of the screen it is advised that your presentation is configured to run in a 4:3 aspect ratio (the default for most presentation software such as PowerPoint). If you are unsure about any of this please contact the technical manager well in advance of the conference.

Obsolete Equipment

We no longer have a slide projector, DVD player, over-head projector (OHP) or VHS cassette player.