Notes for Speakers

Arena 
The audience will be seated in a circular arrangement around a stage of approximately 5 x 5 meters. Your presentation will be displayed on a cube screen suspended above the stage.
Click here to see a visualisation of the setup.

Social Media Stage
On this stage, the presentation will be broadcast via a live video stream. The recording will also be available on YouTube afterwards. A small audience can follow the presentation through silent-disco headphones.

Event Stage
This stage will primarily be used for live demonstrations and competitions.

Standard Rooms
All presentations in Rooms Y1-Y12 will be held in the traditional format of a lecture with a lectern.

TED style talk
Designed to be concise and impactful, delivering a significant message in a limited time and spread knowledge and spark conversations around important ideas.

Lecture
A standard presentation of research results presented largely by one single speaker, usually including visual aids like images or graphs.

Panel discussion
Structured conversation in which a group of experts with diverse perspectives engage in a discussion about a specific topic. Optionally preceeded by brief presentations on relevant topics that can form the basis of the discussion.

Fishbowl
Interactive discussion in which audience members become the presenters. Chairs are arranged in concentric circles with a few chairs placed in the center, similar to a theatre-in-the-round setup. The session chair coordinated the conversation between the participants in the central circle.

At ICEM2026 we share a committment to maintaining a professional, respectful environment that reflects the highest standards of academic integrity and ethical dialogue. All professional interactions should support collaborative learning and constructive discussion. To help create an inclusive and respectful atmosphere, please review our speakers policy and act accordingly.

ICEM2026_Speakers_policy.pdf

To uphold the integrity of our educational program, we request that you disclose any financial or non-financial interests that could be perceived as relevant to the content of your presentation.
Please review the conflict of interest declaration form carefully and send a completed and signed copy to program@ICEM2026.de. 

ICEM2026 | COI Form

Participants with an engagement in the core scientific program can register at the early bird rates regardless of the booking date.

Participants with two or more engagements in the core scientific program are eligible for a registration fee waiver for the main program of the conference. 
Fees for Workshops and social events are not covered by this waiver.
At least one of the qualifying engagements in the core scientific program for speakers must be something other than chairing or facilitating an event. 
Abstract presentations do not count as engagements in the core scientific program.
Travel and accomodation costs are not covered by the organizers.

You can find more details here:
ICEM2026_Reimbursements_for_Speakers_web.pdf

The ICEM Village in Hamburg’s HafenCity is more than just a place to stay. It’s our way of creating something truly new in the world of medical conferences: a space designed for connection – inspired by the spirit of the Olympic Village.
With public transport you can reach the conference venue in about 20 minutes from the ICEM Village. For sustainability reasons—and because the public transport connections in Hamburg are excellent—we will not provide a dedicated transfer.

Find out more about the ICEM Village here: ICEM Village

This is a step-by-step instructions for uploading your presentation:

1. Please use this link to access the Upload Center.
> Go to the registration portal

2. Click on “Sign in” and continue with step 5.
If you do not yet have an Upload Center account, click the “Sign in” button and then select “Create a new account.”

3. Create a new account using the email address to which this newsletter was sent, along with a password of your choice.

4. Log in to the Upload Center using the credentials you just created.

5. Verify yourself for the ICEM 2026 using your personal verification code:

6. Upload your displayed contribution(s) under “Upload Presentation File.”

7. Finally, confirm the process by clicking the “Submit Presentation” button.

If you are experiencing trouble while uploading your ePoster or oral presentation, please contact helpdesk-speaker@conventus.de.

Please make sure the presenting author is registered to the conference. If you have not registered yet, we kindly ask you to do so
using our online registration. This link also contains further information on the registration process.
 

We would like to point out a few important aspects regarding the design and structure of the sessions:

90-minute sessions

• 10 minutes discussion

• 5 minutes introduction and closing remarks
• 75 minutes effective presentation time

60-minute sessions

• 5 minutes discussion
• 5 minutes introduction and closing remarks
• 50 minutes effective presentation time

Please make sure to strictly adhere to these time limits to ensure a smooth program flow!
Post-sessions Q&As will not take place in the lecture hall itself, but in a designated area („Discussion Zone“) within the conference center.

Individual sessions may deviate from this general pattern, so make sure to check the time allotted for your individual presentation and for other parts of your session in the online program.

You have the option to include interactive polls or questions into your arena presentations that the audience can participate in in real time.
These will be integrated into the ICEM Congress app.

The questions can be formatted to allow for one answer only or for several answers from one participant.
Every question can include an image. Please submit this as a JPG or PNG file. 
Please note: images will only be displayed as part of the presentation and not be visible in the app itself.

Please note that in order to be included, questions need to follow this format:

Maximum of 150 characters per question (for better readability, 100 characters max. is recommended)
Maximal of 8 possible answers
Maximum of 150 characters per possible answer (for better readability, 60 characters max. is recommended)

Deadline for submission of questions:

All questions that are to be included in Arena Sessions must be submitted by 29 May 2026. Submit them via email or as a word or powerpoint file.

All contributions can be submitted in advance using the UploadCenter, or use our on-site media check-in (preferred one day before up to 60 minutes before your scheduled session at the latest). 

To access the UploadCenter all authors will receive an email with further information in mid April 2026.
For the on-site media check-in, presentation files must be provided on a mobile storage medium, ideally on a USB drive. 
The use of your own device for presentations is not possible.

The following template can be used for creating an oral presentation.
 

You have received an email with a personalized registration link. As a speaker in the core scientific program, early bird rates will apply to you even if you register after the deadline.
Please note that speakers giving only one presentation are not eligible for a registration fee waiver. You can find more information on the reimbursements for speakers and chairs here: 

ICEM2026 | Reimbursements for Speakers & Chairs

Oral Paper Presentations generally consist of 5 minutes of presentation and 2 minutes of discussion time. The exception are The Best Paper at ICEM Nominees, whose papers have 10 minutes of presentation and 2 minutes of discussion time.

Presentations should be prepared in aspect ratio 16:9. PDF, PowerPoint and Open Office presentations are accepted. The use of different versions during the submission of presentations could lead to conversion problems. Corresponding CODEC for play-back of video sequences must be provided separately. Corresponding technical equipment will be provided on site.

All contributions can be submitted in advance using the UploadCenter, or use our on-site media check-in (preferred one day before up to 60 minutes before your scheduled session at the latest). 

To access the UploadCenter all authors will receive an email with further information in mid April 2026.
For the on-site media check-in, presentation files must be provided on a mobile storage medium, ideally on a USB drive. 
The use of your own device for presentations is not possible.

Please use the following template for creating a slide show for your Oral Paper Presentation.

ePoster Presentations consist of 3 minutes of presentation and 2 minutes of discussion time. 

The choice of software to create an ePoster is up to the authors. Please note the following technical requirements:

• File type – Upload as PDF
• Format – 9:16 portrait
• Number of pages – 1 slide
• Poster IDs must be clearly legible in white (black background) in the top right corner
• 3 minutes presentation time per ePoster
• Resolution: min. 2384 x 3370, 72 dpi

All authors will receive further information on uploading a poster in mid-April 2026 via email.
For the on-site presentation in Hamburg, authors must be present at the corresponding ePoster station during the assigned ePoster session. ePosters will be presented for 3 minutes and afterwards participants may ask questions (2 minutes). Each ePoster session will be moderated by a chair, who will lead with questions for the presenters and guide all the participants through the session. The chair will also use the timer shown on the ePoster terminal to ensure that the session will stay on schedule. A virtual presentation IS NOT possible.

We recommend the following template for creating your ePoster. 

Please deliver your presentation files at least 2 hours before your session at the designated Speaker Ready Room.
Files must be provided on a USB drive or can be uploaded in advance via an upload center. 
You will receive the access data for this approximately 1 month prior the conference.