Guidelines for presenters and panelists

Multi-paper sessions include presentations on a common theme. Each session has a Chair, who will welcome the audience, coordinate the session, and keep time. The Chair for your session will contact you before the Conference to answer questions and ensure that papers, handouts, and slides have been submitted in advance. 

Further down this page you will find author guidelines and tips on how to create an accessible presentation.

1. Review your presentation format: 

  • Full papers are allotted a maximum of 20 minutes, plus 5 minutes per presentation for questions – a total of 25 minutes per presentation. Maximum 2 presenters. 
  • Lightning talks are allotted a maximum of 7 minutes, plus 3 minutes per presentation for questions – a total of 10 minutes per presentation. Maximum 2 presenters. 
  • Panels are allotted a maximum of 45 minutes, which must include at least 15 minutes for discussion with the audience (in a single block or spread throughout the time). 

If you cannot remember which type of presentation you are doing (which may be different to what you applied to do), you can check via your Ex Ordo dashboard at the bottom under “decision”:

2. Submit your paper 

As stated in the Terms & Conditions for abstract submission, all accepted full papers and lightning papers must be written up for the Conference Proceedings. 

  • Your written paper is due by 4:00 pm G.M.T. (Greenwich Mean Time) on Monday, 18 October
  • Papers will be made available to attendees ahead of the conference in order to support accessibility.  
  • Full papers should be 3000-5000 words in length. 
  • Lightning papers should be 2000-3000 words in length. 
  • Panels should provide a 2-page (500 – 1000 words) overview of the panel’s key points and discussions. 
  • Papers and panel descriptions must conform to the manuscript requirements. 

To submit your file, login to Ex Ordo ( where you will see a ‘My Final Submissions’ card on the Dashboard and the prompt ‘Submit Final Submission’. Confirm title and abstract. Confirm authors, including affiliation and email address. Upload PDF. 

Further instructions are available here:  

  • The Conference Proceedings will be published as an Open Access PDF on the Conference website within 1 month of the Conference. Authors are free to make their paper available via their institutional repository, or other Open Access route. 
  • Publication in the Conference Proceedings does not prevent submission of the work to a journal, with most journals only requiring that the written paper is “substantially different” from previously published work, even if they are both based on the same research. 
  • Papers will not be edited and will be made available as submitted. 

3. Submit your presentation

  • Your presentation slides are due by 4:00 pm G.M.T. (Geenwich Mean Time) on Monday, 1 November. 

Presenters usually supplement their presentations with audio-visual aids illustrating their key points. Presentations should be given using PowerPoint. Presentations written in other software (e.g. OpenOffice) but saved in PowerPoint are acceptable. Please, do not make a live presentation from the web (e.g., Google Slides, Prezi), as it might not work properly. 

To submit your file, login to Ex Ordo ( where you will have a ‘My Presentations’ card on the Dashboard.  

  • There can be an unlimited number of authors on the published paper and listed on slides, but only two people actually present live. Confirm who will be actually presenting at the Conference. Two presenters are allowed for full papers and lightning talks. Others involved in the paper can join for the live Q&A. 
  • Note that while two presenters are allowed for lightning talks, the recommendation is for one presenter given the short nature of the time allotted for these talks. If there are two presenters, we recommend that presenters practice timing and transitions between speakers so as not to lose time during the paper.  
  • Confirm the Presenter(s)’ biographies (just the authors who are presenting). 
  • Upload your PowerPoint file (in ppt, pptx or key format). 

Further instructions are available here: 

For more information about preparing slides and presenting, consult our presentation tips. 

4. Presentation handouts (optional) 

  • Please keep handouts limited to those needed for audience participation. You will be able to share it via Webex during your presentation.  
  • In addition, please email copies of any handouts to 4:00 pm G.M.T. (Geenwich Mean Time) on Monday, 1 November and we will place them on the Conference website after the conference. 

5. Session Recordings

  • Please note that we will be recording sessions and adding them to ExOrdo for later viewing. Please contact the Conference Board ( with any questions.


Author guidelines

1. Manuscript requirements 

All papers must be written up for publication in the Conference Proceedings.  Guidelines on manuscript requirements, layout and referencing are as follows. 

All submissions must use the 2021 Conference Proceedings Submission Template for formatting. 

2. Structure of the manuscript 

For a Full paper or a Lightning paper the manuscript should include the following aspects: 

  1. Introduction 
  2. Purpose / research question 
  3. Design, methodology or approach 
  4. Findings & limitations (as applicable) 
  5. Conclusions and application of the results 

For a Panel’s description the manuscript should include the following aspects: 

  1. General topic of the panel. 
  2. List of main statements and points that will be addressed during the panel (preferably in the form of bullet points). 
  3. Format (e.g., structured conversation among panellists, micropapers and discussion). 

3. Format of papers 

Manuscript files must be provided in PDF. 

4. Length of papers 

  • Full papers should be between 3000 and 5000 words in length, including references and appendices. 
  • Lightning papers should be between 2000 and 3000 words in length, including references and appendices. 
  • Panel description should not exceed two pages of manuscript (500 – 1000 words). 
  • You must use the Conference Proceedings Submission Template for style formatting. 

5. Title 

The title should match the title of the presentation or panel. 

6. Headings 

Headings must be concise, with a clear indication of the distinction between the hierarchies of headings. The preferred format is for first level headings to be presented in bold format and subsequent sub-headings to be presented in medium italics. Please, follow the hierarchy of the template (e.g., don’t skip levels in between heading on level 1 and level 3). 

7. Endnotes 

Endnotes should be used only if absolutely necessary and must be identified in the text by consecutive numbers, enclosed in square brackets and listed at the end of the paper. 

Footnotes should not be used. 

8. Figures 

All figures (charts, diagrams, line drawings, web pages/screenshots, and photographic images) should be included in the PDF, in the exact location where they are to be published. All figures should be of high quality, legible and numbered consecutively with Arabic numerals. Colour and texture enhances the legibility of graphics. 

9. Tables 

Tables should be typed and included in the main body of the paper. Ensure that any superscripts or asterisks (if you have them in the table) are shown next to the relevant items and have corresponding explanations displayed as footnotes to the table, figure or image. 

10. References 

References should be in Harvard style, carefully checked for completeness, accuracy and consistency. 

Publications should be cited in the text: (Adams, 2006) using the first named author’s name, or (Adams and Brown, 2006) citing both names of two, or (Adams et al., 2006), when there are three or more authors. 

At the end of the paper a reference list in alphabetical order should be supplied: 

For books  

Surname, Initials (year), Title of Book, Publisher, Place of publication. e.g. Harrow, R. (2005), No Place to Hide, Simon & Schuster, New York, NY. 

For book chapters  

Surname, Initials (year), “Chapter title”, Editor’s Surname, Initials, Title of Book, Publisher, Place of publication, pages. e.g. Calabrese, F.A. (2005), “The early pathways: theory to practice – a continuum”, in Stankosky, M. (Ed.), Creating the Discipline of Knowledge Management, Elsevier, New York, NY, pp. 15-20. 

For journals 

Surname, Initials (year), “Title of article”, Journal Name, volume issue, pages. e.g. Capizzi, M.T. and Ferguson, R. (2005), “Loyalty trends for the twenty-first century”, Journal of Consumer Marketing, Vol. 22 No. 2, pp. 72-80. 

For published conference proceedings  

Surname, Initials (year of publication), “Title of paper”, in Surname, Initials (Ed.), Title of published proceeding which may include place and date(s) held, Publisher, Place of publication, Page numbers. e.g. Jakkilinki, R., Georgievski, M. and Sharda, N. (2007), “Connecting destinations with an ontology-based e-tourism planner”, in Information and communication technologies in tourism 2007 proceedings of the international conference in Ljubljana, Slovenia, 2007, Springer-Verlag, Vienna, pp. 12-32. 

For unpublished conference proceedings 

Surname, Initials (year), “Title of paper”, paper presented at Name of Conference, date of conference, place of conference, available at: URL if freely available on the internet (accessed date). e.g. Aumueller, D. (2005), “Semantic authoring and retrieval within a wiki”, paper presented at the European Semantic Web Conference (ESWC), 29 May-1 June, Heraklion, Crete, available at: (accessed 20 February 2017). 

For working papers 

Surname, Initials (year), “Title of article”, working paper [number if available], Institution or organization, Place of organization, date. e.g. Moizer, P. (2003), “How published academic research can inform policy decisions: the case of mandatory rotation of audit appointments”, working paper, Leeds University Business School, University of Leeds, Leeds, 28 March. 

For encyclopedia entries (with no author or editor) 

Title of Encyclopedia (year) “Title of entry”, volume, edition, Title of Encyclopedia, Publisher, Place of publication, pages. e.g. Encyclopaedia Britannica (1926) “Psychology of culture contact”, Vol. 1, 13th ed., Encyclopaedia Britannica, London and New York, NY, pp. 765-71. (For authored entries please refer to book chapter guidelines above) 

For newspaper articles (authored) 

Surname, Initials (year), “Article title”, Newspaper, date, pages. e.g. Smith, A. (2008), “Money for old rope”, Daily News, 21 January, pp. 1, 3-4. 

For newspaper articles (non-authored) 

Newspaper (year), “Article title”, date, pages. e.g. Daily News (2008), “Small change”, 2 February, p. 7. 

For archival or other unpublished sources 

Surname, Initials, (year), “Title of document”, Unpublished Manuscript, collection name, inventory record, name of archive, location of archive. e.g. Litman, S. (1902), “Mechanism & Technique of Commerce”, Unpublished Manuscript, Simon Litman Papers, Record series 9/5/29 Box 3, University of Illinois Archives, Urbana-Champaign, IL. 

For electronic sources 

If available online, the full URL should be supplied at the end of the reference, as well as a date that the resource was accessed. e.g. Castle, B. (2005), “Introduction to web services for remote portlets”, available at: (accessed 12 May 2017). Standalone URLs, i.e. without an author or date, should be included either within parentheses within the main text, or preferably set as a note (roman numeral within square brackets within text followed by the full URL address at the end of the paper). 

11. Author details 

  • Correct email addresses should be supplied for each author. 
  • The full name of each author must be in the exact format they should appear for publication, including or excluding any middle names or initials as required 
  • The affiliation of each contributing author should be correct, showing where the author was based at the time that the research for the paper was conducted. 

12. Third party copyright permissions 

It is the author’s responsibility to obtain permission to use any content that has not been created by them. 

When reproducing tables, figures or excerpts (of more than 250 words) from another source, it is expected that: 

  1. Authors obtain the necessary written permission in advance from any third-party owners of copyright for the use in print and electronic formats of any of their text, illustrations, graphics, or other material, in their manuscript.  Permission must also be cleared for any minor adaptations of any work not created by them. 
  2. If an author significantly adapts any material, the author must inform the copyright holder of the original work. 
  3. Authors obtain any proof of consent statements. 
  4. Authors must always acknowledge the source in figure captions and refer to the source in the reference list. 

All submissions must use the 2021 Conference Proceedings Submission Template for formatting. 

General Presentation Tips 

  • Papers will be submitted in advance of the conference, but presenters should avoid repeating the text of their paper during the live presentation. 
  • Use clear, jargon-free language and practice your presentation out loud to make sure you stay within the time limit. 
  • If you are giving a lightning talk, focus on the key highlights of the research in the time available. 
  • Avoid spending too much time on institutional context or background. Focus on explaining what you did, your results, and what you did with the results. 
  • Use slides to complement your presentation but please avoid reading the slides or your paper aloud. The exception to this is reading quotes out loud for accessibility purposes. 
  • Keep visual content on slides simple and remember to incorporate accessibility principles into your slide design. See details below. 
  • Practice your pacing and make sure you can cover your content in your allocated time. 

Members of the Conference Board ( are happy to assist and/or provide feedback on specific questions related to paper or lightning talk presentations. 

Tips for Live Presentations 

  • Take part in the rehearsal in advance for the conference. You will get used to the presenting software and how to operate it.  
  • Be ready to participate in the whole session, including Q&A. 
  • Remember the allotted time limit for your presentation – 20 minutes for full papers and 7 minutes for lightning talks. 
  • Usually it takes 1-2 minutes to present the content of one slide. Consider this while preparing your presentation. 
  • We recommend using  microphones and headphones as they provide a higher sound quality. 
  • Check your equipment before giving a presentation. Make sure your computer, camera and microphone are working properly. 
  • Silence your phone, turn off desktop notifications, get rid of loud noises, e.g., fan, and make sure your room is silent. 
  • If there is material that you plan to show on camera, prepare them before the presentation and place it within your reach. If you want to share  digital handouts, be prepared to put an URL or document in the chat. 
  • Review anything else you might need, such as a glass of water, pen, and paper, or even props.  
  • Don’t worry if any technical problems occur. It happens. There will be technical support present to help you. 

Accessible Presentations 

LibPMC is committed to providing access to its presentations and web content to everyone. To help us meet our commitment, please follow these guidelines when creating PowerPoint slides to be shown at the conference and subsequently posted to the website. 

  • Each slide should have a unique title. 
  • All fonts should be a minimum of 24 points. The slides should utilise recommended fonts, e.g., Palatino, Georgia, Verdana, Tahoma, Arial, and Helvetica. 
  • If colour is used to emphasise the importance of selected text or convey other meaning, an alternate method (such as bold text) should also be used. Use patterns or textures in addition to colour in charts. Use proper contrast between the fonts or charts and the background.  
  • Don’t use flickering, flashing, and animated text. 
  • All URLs must contain the correct hyperlinks and display the fully qualified URLs (e.g., not 
  • All graphics, photos and smart art that convey information must have alternative text associated with them. (In PowerPoint, right-click the graphic, click “Format object,” click the “Alt Text” pane and enter a brief description of the graphic.) See this guide from Microsoft
  • In PowerPoint, fill in the Document Properties of Author, Title, Subject, Keywords, and Language under the “Summary” and “Custom” tabs. (On a Mac, see File–>Properties; on a PC, see File–>Info.) Please see additional guidance from Microsoft, if needed.  
  • Consider using Accessibility Checker in PowerPoint. Please see additional guidance from Microsoft, if needed.  
  • Additional information on creating accessible presentations is available from the W3C Web Accessibility Initiative (WAI), “How to Make Your Presentations Accessible to All“. For more practical tips on accessible presentations consult the presentation and/or slides by Carli Spina (LibPMC Board). 

Adapted from 2018 Library Assessment Conference Guidelines for Presenters and Accessible Presentations.