ICWES20 PRESENTERS’ GUIDE

Guidelines for Onsite Oral Paper and Poster Presenters

20th International Conference of Women Engineers and Scientists ICWES20 | August 4–7, 2026 | Clark Freeport Zone, Pampanga, Philippines

1. General Reminder to All Presenters

All ICWES20 oral and poster presenters are requested to upload their final presentation materials through the ICWES20 website or direct portal on or before July 31, 2026.

This deadline is necessary to give the technical team enough time to organize all presentation files and upload them to the assigned session computers for a smoother and more orderly presentation flow.

Please note that presenters will not be allowed to plug in or use personal laptops or other computers during the presentation sessions. All presentations must be run from the official session computers prepared by the technical team.

2. Required Presenter Bio

All presenters are requested to submit a short 120-word bio with ID Picture together with their presentation materials. The bio will be used by the session chair or moderator in introducing the presenter before the presentation.

The bio must include the following:

  • 2×2 ID Picture
  • Full name
  • Affiliation or institution
  • Country
  • Current position or designation
  • Area of specialization or expertise
  • Relevant research, professional work, advocacy, or leadership experience

Please write the bio in the third person and keep it concise, professional, and within approximately 120 words. Example opening: “Dr. Maria Santos is a Professor of Environmental Engineering at ______ University in the Philippines. Her research focuses on circular economy, sustainable materials, and waste management…”

3. Guide for Oral Paper Presenters

A. Presentation Schedule and Attendance

Oral paper presenters must be at their assigned session room at least 30 minutes before their scheduled talk. This will allow enough time to:

  • Confirm attendance with the session chair or moderator
  • Meet the session technician
  • Check that the correct presentation file is uploaded
  • Test the full presentation, especially if it contains videos, animation, audio, slide transitions, or special fonts
  • Receive final instructions from the session team

Presenters who arrive late may risk missing their assigned presentation slot, especially if the session is already in progress.

B. Time Allocation for Oral Presentations

Each oral paper presentation will be allotted a total of 20 minutes. The time allocation will be as follows:

Activity Time
Introduction of Speaker 1 minute
Oral Presentation 15 minutes
Question and Answer 5 minutes
Total 20 minutes

 

Presenters are requested to strictly observe the time limit. The moderator or teleprompter will give time signals and may stop the presentation when the allotted time has been reached.

C. Presentation Format

There is no prescribed PowerPoint template for oral presentations. However, presenters are encouraged to include the ICWES20 conference logo in their presentation, preferably on the title slide and/or final slide (right click to copy and paste).

Presentations should be clear, professional, and easy to read (preferably English fonts). Presenters are advised to use readable fonts, simple slide layouts, high-quality images, and properly labeled figures, tables, or charts.

D. Technical Requirements for Oral Presenters

Before the session begins, each oral presenter must check with the assigned session technician to confirm that the full presentation is running properly. This is especially important if the presentation includes:

  • Videos
  • Animations
  • Audio
  • Embedded links
  • Special fonts
  • Slide transitions
  • High-resolution images
  • External media files

If videos or audio files are linked rather than embedded in the PowerPoint file, please upload the supporting media files together with the presentation.

Recommended file formats:

  • PowerPoint presentation: .pptx
  • Backup copy: .pdf
  • Video files, if applicable: .mp4

Presenters are strongly encouraged to upload both the PowerPoint file and a PDF backup copy. Your PDF backup copy may be shared with participants with your permission.

E. During the Oral Presentation

Oral presenters should:

  • Speak clearly and stay within the 15-minute presentation time.
  • Focus on the key message of the paper.
  • Avoid reading all slide text word for word.
  • Follow the time signals given by the session moderator or teleprompter.
  • Answer questions briefly and directly during the Q&A period.
  • Remain respectful of the session flow and the time of other presenters.
  • Stay for the full session, as much as possible, as a courtesy to other presenters.

4. Guide for Poster Presenters

A. Poster Session Schedule

Poster presentations will start at 8:00 AM on August 5, 2026. Poster presenters are requested to be at the assigned poster area before the start of the session for coordination and set-up.

Poster presenters are expected to be available near their poster during the assigned poster session so that conference participants, evaluators, and interested delegates may ask questions and discuss the work.

B. Poster File and Updates

Poster presenters have already submitted their poster. There is no need to resubmit the poster unless there are corrections, updates, or final changes. If changes are needed, please upload the updated final poster file through the portal on or before July 31, 2026.

Please make sure that the final poster file is suitable for high-resolution printing. Recommended file format:

  • High-resolution PDF: .pdf
  • Image files such as .jpg or .png may also be submitted if needed, provided that they are high resolution and suitable for printing.

C. Poster Display

Poster standees will be made available for poster presenters. Presenters are requested to coordinate with the poster session organizers or technical staff regarding the location and arrangement of their assigned poster display.

D. During the Poster Presentation

Poster presenters should be ready to briefly explain their work and answer questions from participants, evaluators, and conference delegates. The explanation may be brief and focused on the purpose, key findings, and significance of the work.

5. File Naming Guide

To help the technical team organize the files properly, presenters are requested to use clear file names. Suggested format:

  • For oral presentation: Surname_Thematic Area.pptx / Surname_ThematicArea_Backup.pdf
  • For poster presentation: Surname_Poster.pdf
  • For presenter bio: Surname_Bionote.docx or Surname_Bionote.pdf
  • For video files, if any: Surname_thematicArea_Video.mp4

6. Final Technical Reminders

To avoid delays during the conference, all presenters are requested to observe the following:

  • Upload final presentation materials and the 120-word bio on or before July 31, 2026.
  • Use clear file names for all uploaded files.
  • Check that all videos, animations, audio, fonts, and transitions are working properly.
  • Upload supporting media files separately if they are not embedded in the PowerPoint.
  • Bring a backup copy in a USB drive, but note that presentations will still be run from the official session computer.
  • Check with the session technician at least 30 minutes before the session or scheduled talk.
  • Do not use personal laptops or other computers during the presentation session.
  • Follow the instructions of the session chair, moderator, and technical staff.

7. Final Schedule

The final schedule and time assignment for oral and poster presentations will be posted soon on the ICWES20 website and/or portal. Presenters are advised to check regularly for updates.

8. Contact and Assistance

For questions or concerns regarding presentation uploads, schedule, or technical requirements, presenters may contact the ICWES20 Secretariat or the Technical Paper Committee through the official ICWES20 communication channels at ptcwen@gmail.com and erlaurito@ust.edu.ph.

We thank all presenters for their cooperation and look forward to meaningful, inspiring, and well-prepared presentations at ICWES20.

ICWES20 Technical Paper Committee
20th International Conference of Women Engineers and Scientists ICWES20

Dr. Sarah Peers

INWES President

As Head of Academic Skills at New Model Institute for Technology & Engineering (NMITE) a new university in England with a new approach to engineering education, Sarah leads on the mathematics pedagogy and the so-called soft skills for NMITE’s degree programmes. She also drives NMITE’s Access and Participation Plan for diversity and inclusion, for gender, neurodiversity, social mobility.

Sarah’s degrees are largely mathematical followed by a mechanical engineering PhD in the application of AI and reliability tools to the maintenance of structures. She is a Fellow of the Institute of Mathematics and its Applications (IMA), a Fellow of the Institute of Innovation & Knowledge Exchange (IKE) and Advisor to the IKE’s STEM Foundation. She has expertise in skills strategy and policy development for innovation, STEAM (science, technology, engineering, mathematics and the arts) education, and she was integral to the development of Uruguay’s national “STEM Plan” for gender in schools.

Sarah has over 30 years of engineering education experience at multiple levels, tempered with consultancy for industry. She has championed gender equality in STEM since 1992 and has been active in INWES for 10 years. She believes in global collaboration to improve the lives of women and men.