Instructions for Authors

Poster Presentations

Poster Format and Submission

• Posters will be displayed as e-posters on the RW2025 virtual platform (for viewing and commenting) and on poster screens at the RW2025 venue (Cafeteria area, 16 Dzirciema iela).
• In-person presentations will take place at the RW2025 venue in the Cafeteria area.
• Each E-poster should include:
  • A 1-page JPG image file (minimum resolution 1080x1920) for the virtual platform.
  • A 1-slide PowerPoint (PPT) file for use on the poster screens.

Templates and Formatting Guidelines

• Use the provided templates (mandatory) to prepare your poster. Be sure to select the correct template based on your conference track:
  Society. Health. Welfare
  Knowledge for Use in Practice
  PLACES
  Innovation and Artificial Intelligence
• Posters must be prepared in English.
• You are free to format the content fields of the template as needed, but horizontal formatting is mandatory.
• Use a simple and legible font (e.g. Arial, Arial black, Calibri) with a minimum text size of 16.
• To ensure readability, enlarge your poster to 100% and check that all images and diagrams are clear.
• High-quality images and graphs are recommended. Avoid manually stretching images, as this will reduce quality upon enlargement.

Submission Deadlines

• PPT File: The completed PowerPoint file must be uploaded to the Exordo system by 16 March 2025 (deadline extended).
• JPG File: The completed JPG file (minimum resolution 1080x1920) must be uploaded to the virtual platform by !!! Deadline extended until 20 March 2025. Kindly wait until you receive the access to the platform
  • After finishing your poster in the provided PPTX template, select File > Save As, choose “JPEG (*.jpg)” or “PNG (*.png)” as file format and click Save.
  • Upload your JPG file in the virtual platform by navigating to your poster page under VIRTUAL POSTERS tab. Access to virtual platform will be sent in the first week of March together with the detailed instructions for uploading the file.

Presentation Details

• Poster presentations will be scheduled during the coffee and lunch breaks. The exact time for each presentation will be indicated in the RW2025 programme.
• Presentation time: Strictly 7 minutes, followed by 2 minutes for a Q&A.

Copyright and Permissions

By uploading your e-poster, you agree to have it published on the RW2025 virtual platform and made freely accessible to all participants.

Oral Presentations

Formatting

At RW2025, oral presentations can be presented either in person (preferred) or online. The session assistant or chair will contact the authors of oral presentations in the third week of March to confirm the presentation type and provide the Zoom link for online presenters.

Online Presenters

• Join the Session Early
  • Join your live session at least 15 minutes before your scheduled presentation time.
  • Use the Zoom link that will be sent to your email. Make sure you have the updated your Zoom to latest version
• Presentation
  • You will not need to send your presentation in advance.
  • Share your presentation directly from your computer during your live session.
• Test Your Equipment
  • Ensure that your webcam and microphone are fully functional.
  • Test your sound and video settings before joining the session to avoid technical issues.
• Share Your Screen
  • You will be asked to share your screen during your presentation, so ensure your slides are ready and open on your device.

Zoom background images

RW2025 general background
PLACES background
Society. Health. Welfare. background
Knowledge for Use in Practice background

In-Person Presenters

• Upload Your Presentation
  • Upload your presentation in the Exordo platform (this option is available only for authors who submitted the abstracts for RW2025 and is mandatory) by 16 March
  • If the abstract was not submitted, upload your presentation directly on the presentation computer in the morning of your session or no later than in the break before your session
  • E-mailed presentations are not accepted

Programme

The conference programme is being finalised. You can check the day, time, and length of your presentation on the RW2025 website here:

• PLACES
• Knowledge for Use in Practice
• Society. Health. Welfare
• Innovation and Artificial Intelligence: The Path from Research to Practice

Best Paper Competition

Best Paper Competition Rules 

Participants who submitted their research work had the opportunity to apply for Best Paper Competition. 

Authors of the best research papers will be awarded with the opportunity to receive support from RSU for publishing their work in a peer-reviewed journal. 

Each submitted abstract was reviewed and numerically graded by two independent reviewers. Abstracts with the highest mean grade were further nominated for the next stage of the competition. In total 5 poster and 5 oral presentations are nominated.

Session moderators will evaluate both poster and oral live presentations:

Grading

• Importance, originality, clear presentation of results: 1-5 points 
• Author’s interaction (presentation skills, answers to questions in discussion): 1-5 points 

Competitors with the highest overall score will qualify for the award. In case of equal numerical results, the scientific committee of the respective session will vote on the winner. The final awards will be announced online after the end of Research Week. Based on the results, the Organizing Committee will determine the threshold score for winners and pick a single winner from each section of topics. 

Instructions for Session Moderators

Before the Session

• Review the Program: Familiarize yourself with the session's schedule, topics, and speaker details.
• Arrive Early: Be at the session room at least 15–20 minutes before the session starts.
• Meet the Speakers: Introduce yourself and confirm the pronunciation of their names and titles.
• Check the Setup: Ensure that the projector, microphone, and any other technical equipment are working.
• Remind the speakers and the audience that for presentations and questions microphone should be used (hybrid event)
• Coordinate with Staff: Inform the technical team of any special requirements for presentations.

Starting the Session

• Welcome the Audience: Introduce yourself and provide a brief overview of the session.
• Introduce the Speakers: Mention their name, affiliation, and topic in a concise manner.
• Set Expectations: Announce session rules, including time limits, Q&A format, and mobile phone etiquette.

Managing the Session
Timekeeping:

• Inform speakers about the time limit before they start.
• Use time signals (e.g., cards or digital countdowns) to indicate remaining time.
• Politely enforce time limits to keep the session on schedule.

Presentation Evaluation: Only the "Best Paper Competition" presentations should be evaluated by scores. See appropriate section here above. Organisers will provide moderators with the evaluation forms

Facilitating Q&A:

• Invite questions from the audience after each talk or at the end, depending on the format. Questions may be asked also via the virtual platform (coordinate these with the assistants)
• Encourage clear and concise questions.
• If needed, rephrase or summarize questions for clarity.
• Keep discussions relevant and within the allotted time.

Handling Technical Issues:

• If a technical issue arises, stay calm and inform the technical staff immediately.
• If delays occur, adjust by shortening Q&A or break times.

Closing the Session

• Summarize Key Points: Offer a brief recap of the session’s highlights.
• Thank the Speakers and Audience: Acknowledge their contributions and participation.
• Announce the Next Steps: Mention upcoming sessions or breaks.
• Ensure a Smooth Transition: If another session follows, ensure a quick and organized transition.

Instructions for Poster Session Moderators

• Review the Poster List: Familiarize yourself with the topics, authors, and layout of the poster presentations.
• Meet the Presenters and Attendees: Introduce yourself
• Set Expectations: Announce how the session will proceed, including time limits and interaction format.
• Encourage Engagement: Invite attendees to walk around, ask questions, and engage with presenters.
• Ensure that each presenter sticks to their allocated time. Strictly 7 minutes, followed by 2 minutes for a Q&A.
• Initiate discussions by asking presenters about their key findings, methodologies, or challenges.
• Ensure that discussions remain on-topic and professional.
• If a presenter is missing, proceed with the next presenter
• Only the "Best Paper Competition" presentations should be evaluated by scores. See appropriate section here above. Organisers will provide moderators with the evaluation forms

Support

E-mail: conferencersu[pnkts]lv

If you have missed the deadlines and previous reminders and now require our assistance, we kindly ask for your patience. Please take a moment to read the instructions, and our team will respond as soon as possible.