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Advisory Council Portal

APAIE 2026

Conference and Exhibition

Asia-Pacific Partnerships for the Global Good

23–27 February 2026

Hong Kong Convention and Exhibition Centre

Register now

Presentation Guidelines

On this page you will find important information relating to your presentation within the official program at APAIE 2026.

Checklist and deadlines

Included below is a checklist to assist you to manage your presentation items and the relevant deadlines.

Item
Additional information
Prepare your oral presentation / poster according to the guidelines
Refer to the relevant program guidelines below
Presentation template used to prepare presentation
Download Presentation template.pptx (2.4 MB)
Poster template used to prepare presentation
Download A0 Poster presentation template.pptx (3 MB)

Guidelines for presenters

Thank you for your contribution to the APAIE 2026 program. To help you prepare for your presentation at APAIE 2026, please review the information in this guide.

It is important that you read and understand these guidelines while preparing your presentation.

Presentation template
It is recommended that all presenters use the official presentation template (above) when preparing their presentation. This template is already in the 16:9 ratio for you.
Note: If you have any disclosures related to your presentation – please ensure that you include a disclosure slide at the start of your presentation.

Keep your audience engaged by not over-crowding your slides with too many words and too much information crammed onto one slide. Do not just read from your slides!


Presentation duration
Please refer to your notification letter for your presentation duration, noting this includes time for Q&A.

Your chair will not allow you to go over-time as the next presentation may be commencing 5 minutes after yours. Plan carefully to pace your presentation to allow sufficient time for Q&A and to conclude within your allocated time.


PowerPoint files
All users of MAC hardware need to ensure before they leave home that the files are compatible with PC hardware. It is expected that presenters will use Microsoft.
Please let us know immediately if you use a MAC system.


Movies and sound files
If you have movies or sound files in the PowerPoint presentation, please embed them and test that they work correctly in presentation mode.

To ensure a complete and effective presentation every time here’s what to do:

  • Create a folder for your presentation
  • Place or copy every file that is used in the presentation in this folder. This will include all pictures, movies, sounds or any files that are used in the presentation
  • Now re-create any links so they access this presentation folder (1. insert, 2. movies and sounds, 3. from file). Remember to resave the presentation
  • Another advantage of this approach is that you have access to the original files such as video clips etc in the event of PowerPoint problems


Loading your presentation
All speakers are required to pre-load their presentations at the Speaker Preparation room (Level 4, S430) at least 3 hours prior to their session commencing. If your session is the first session of day, please load your presentation the day prior.

It is recommended that you bring your presentation on a USB.
 

All presentations will be networked to the presentation rooms; therefore, you need to ensure your presentation is loaded prior to your speaking time.

Your presentation will be checked, then loaded onto the network, and will be available in your assigned session room.

Note: It will not be possible to use your own laptop or USB for your presentation.

 

The Speaker Preparation Room will be open as follows: 

Date

Time

Monday 23 February 2026

12:00 – 17:00 

Tuesday 24 February 2026

07:00 – 17:30 

Wednesday 25 February 2026

07:00 – 17:30 

Thursday 26 February 2026

07:00 – 13:30 

 


Session information
Your presentation will be given in-person. Questions from the audience will be moderated by the session chair.


What to do on the day of presentation
Please follow the below checklist to ensure you are ready for your presentation!

  • Make sure you have loaded your presentation in the speaker preparation room
  • Check the latest program in case of any last-minute changes to your presentation time and room.
  • Please be mindful of the changeover time between sessions, both from the previous session into yours and from your session to the next. Some sessions allow only a 5‑minute changeover, so please be prepared to set up promptly upon entering the room, finish on time, and move out efficiently if required.
  • We recommend arriving at your session room at least 10 minutes before the scheduled start time to meet your session chair and fellow presenters. If the previous session is still in progress, please wait outside the room until it has concluded.
  • Ensure that you are seated at the front of the room (front row near lectern or at head table depending on number of speakers in your session)
  • If more than one presentation is scheduled during your session, please stay for the full duration of the session, as a courtesy to your fellow presenters.


Q&A

  • Allow time for questions and answers within your allocated presentation timeframe.
  • If possible, contact your chair before the presentation, to ensure everyone has a clear understanding of how the presentation will run.
  • Provide one or two questions for your chair to help kick off the Q&A section.

Presentation slides will also be included in the conference resources, available only to delegates for a period of 2 months post-conference on the APAIE 2026 website.

For any queries, please contact us at program@apaie.net

Guidelines for posters

Thank you for contributing to the APAIE 2026 program by conveying your chosen topic through a poster and discussing your work with your fellow APAIE delegates. The posters are on display in a dedicated section of the Exhibition Hall.

  • Click here to download the APAIE 2026 Poster Listing
  • Click here to download the APAIE 2026 Poster listing per poster discussion

Please prepare the artwork for your poster following the guidelines detailed below. 

For APAIE 2026, posters will be displayed in a traditional printed format.
Posters will not be displayed digitally/virtually and there is no requirement to pre-submit your poster.

All poster authors are responsible for printing and preparing their posters prior to their arrival at the HKCEC venue.

Please note, the APAIE 2026 event organisers will not be able to print your poster onsite.

The poster should be self-explanatory, so you are free to supplement and discuss points raised by viewers. When designing your poster content, consider elements that will catch the attention of delegates who are viewing your poster from a distance. 


Poster format
The official poster size is A0, portrait (1189mm high and 841mm wide – maximum size).
Each poster is permitted a single page, 1 x A0 display.
You are required to prepare your poster in the correct sizing i.e. it is not suitable to prepare multiple smaller size sheets to display.


Poster template
It is recommended that all poster authors use the official presentation template (above) when preparing their poster. This template is already in the A0, portrait style and indicates key details to be included.

Only 1 slide per poster is permitted, multiple slides will not be accepted
The layout of the poster template is an example for you to follow. However, presenters are free to use the space within the template as they wish.

The following items are mandatory and must be included:

  • APAIE 2026 details at the top and bottom of the template must remain, including the instructions at the bottom to access poster details on the app.
  • Title of presentation
  • Stream of presentation
  • Author information (full name, job title, organisation, country/region)

This template has been configured to be the correct size for your poster display – A0 portrait style.

Your display should be self-explanatory

Do not present too many details on the poster, instead be prepared to discuss points with participants

All text, lettering, diagrams and photographs should be large enough to be legible at a distance of 1.5m

Lettering for titles should be 24 point minimum and preferably in Arial font

It is recommended you use figures, charts and graphics, and avoid too much text

Text appearing on the poster is to be written in English

Aim to put across a simple message in an eye-catching manner

To add interactivity to your poster presentation, scan the QR code for helpful tips and ideas:

Lunar New Year
Please be aware that the APAIE 2026 Conference takes place shortly after the Lunar New Year holidays in Hong Kong, which fall on 17–19 February 2026. Celebrations often extend beyond this period, sometimes up to two weeks.
During this period, many local businesses, including printing companies, may have reduced operating hours or may be closed for several days. We strongly recommend that all poster authors plan ahead and confirm printing arrangements well in advance to avoid any last-minute issues.

Disclaimer: The APAIE 2026 Professional Conference Organisers cannot be held responsible for any changes in opening hours, closures, or service availability of printing companies or other local businesses during the Lunar New Year period.


Pre-printed poster
If you have made use of the poster printing service, your poster will be available for collection from Tuesday 24 February, at the registration desk on Level 5.


Poster display and discussion
Your poster will be on display in the Exhibition Hall from 08:30 on Tuesday 24 February until 14:45 Thursday 26 February.

Posters must be displayed by Tuesday 24 February by 10:00. Any posters not on display by this time will be considered withdrawn. Please note that poster authors who are no longer eligible for the speaker registration rate will have their registration status updated to “delegate” and will be invoiced the difference in registration fees, which amounts to USD100.


Poster discussions
Poster discussions are scheduled during the networking lunch breaks from 11:30–12:30 each day, and the afternoon break from 14:55 – 15:55 on Tuesday and Wednesday. Each poster author will be allocated to one of the four (4) poster discussion times.
Poster authors are required to stand by their work during their assigned discussion time to engage directly with delegates to discuss their work.


Promoting your poster
It is important you promote your poster discussion time through your networks and social media channels and invite your fellow delegates to join you to discuss your poster content in more detail. 


Poster collection
At the completion of the conference, should you wish to keep your poster, please collect it between 14:45 – 16:00.  Any posters not collected by 16:00 hours on Thursday 26 February 2026 will be discarded.

For any queries, please contact us at program@apaie.net

Guidelines for chairpersons

On behalf of APAIE 2026, thank you for agreeing to chair a session. 
These guidelines are designed to help you fulfill your role and facilitate a smooth and engaging session. 

Before the Session 

  • Presenters have been asked to provide a biography. Where available, these can be found in the online program and the app. 
  • Keep introductions brief, highlighting only the most relevant details. Inform the audience that full biographies are available in the app. If no bio is provided, introduce the presenter by name, role/position (if known), and organisation. 
  • Please be mindful of the changeover time between sessions, both from the previous session into yours and from your session to the next. Some sessions allow only a 5‑minute changeover, so please be prepared to set up promptly upon entering the room, finish on time, and move out efficiently if required.
  • We recommend arriving at your session room at least 10 minutes before the scheduled start time to meet your session presenters. If the previous session is still in progress, please wait outside the room until it has concluded.
  • Each room will have an AV technician and an APAIE student guide to assist with any questions. 
  • All presenters have been instructed to submit their presentation in the Speaker Preparation Room (Room S430) prior to their session. 
  • The chairperson will be seated at the head table and will manage the session from there. Presenters may either join the chairperson at the head table or be seated at the front of the audience. 


During the Session   

  • Start on time. It is essential to begin and end sessions as scheduled to maintain fairness and keep the program on track. Start promptly even if attendance is low. 
  • At the beginning of the session: 
  • Introduce yourself and the session. 
  • Keep presenter introductions brief. 
  • Inform the audience when questions will be taken, based on the agreed session format. 
  • Thank each presenter after their presentation and Q&A. 
  • Audience questions should be asked verbally. A hand-held microphone will be available on a stand in the middle of the room. Ensure all questions and answers can be heard. 
  • Chairpersons are encouraged to have a few questions prepared to help initiate the Q&A of the session.
  • Manage questions sensitively: 
    • Maintain balance and control if discussion becomes too focused on one point or if the tone shifts. 
    • Be attentive to the room’s dynamics and keep the session moving. 
  • Ensure the session runs to time and does not exceed the allocated time. 
  • When closing the session: 
    • Thank all presenters. 
    • Remind the audience of the start time for the next session. 
    • Read out any specific information as provided by the conference organisers.  

Key Dates

Registration

Early bird open: 25 September 2025
Early bird close: 20 November 2025
Standard open: 21 November 2025
Standard close: 22 February 2026
Late open: 23 February 2026

Abstract submission close: 24 June 2025
Abstract notifications: 14 July 2025

Full paper submission close: 25 August 2025
Full paper notifications: 13 October 2025

Revised full paper submission close: 24 November 2025
Revised full paper notifications: 19 December 2025

Submission open: 27 May 2025
Submission close: 24 June 2025
Notifications: Late September 2025

Further questions

If you have any questions regarding proposal submissions, please contact the APAIE Program Manager, program@apaie.net