Cephalocon Speaker Guide

Thank you for speaking at Cephalocon 2024, taking place in Geneva, Switzerland, 4-5 December.

This is your official event speaker guide. Please bookmark this page for easy reference and continue to check back as the event gets closer we will be adding additional speaker information, such as on-site details, as they are available. If you have any questions, please email Jennifer Crowley at jcrowley@linuxfoundation.org

Please click through the tabs on this page to access information.

• Speakers Registration Deadline: 23 September
• Speaker AV Requests Due: 6 November
• Speaker Presentation Slide Due Date: 1 December

You should have received registration information in your speaker notification email. If you need those details again, please contact Jennifer Crowley at jcrowley@linuxfoundation.org

If you require a visa letter, please register for the event and then complete the visa letter request form.

We also ask that you please note the following:

• Provision of a visa letter by The Linux Foundation does not guarantee visa approval as final approval is made at the sole discretion of the government of the event’s host country.
• The Linux Foundation strongly recommends requesting a visa letter at your earliest possible convenience and to contact your local Embassy/Consulate with any visa questions you may have.
• The Linux Foundation processes most visa letter requests in (3) business days.

Cephalocon 2024 will take place at:

CERN SCIENCE GATEWAY
Espl. des Particules 1
1217 Meyrin, Switzerland

Hotel Accommodations

Please view details on the Venue & Travel page.

The schedule will be announced on 12 September and posted on our website using Sched.com. You will receive an email directly from Sched.com asking you to create your account; please make sure to upload your bio and photo.

If you have a conflict with the timing of your talk, find that it conflicts with the content of another talk, or are having problems uploading your bio and photo, please contact Jennifer Crowley at jcrowley@linuxfoundation.org.

The Science Gateway has a state-of-the-art production booth that manages all three rooms. Presenters will have the option to:

• Submit their presentations to jcrowley@linuxfoundation.org NO LATER THAN Tuesday, December 3 by 12:00 CET – (this is preferred by CERN)

• Submit their presentation on the day of their talk by 08:00 CET on a USB drive labeled with Speaker Full Name; Title of Talk; Time of Talk.

• Present from their own computers – see below IF USING YOUR OWN LAPTOP for additional details

The Science Gateway technical team will manage everything from the booth.

Important Recommendations for Presentations and Videos:

• Aspect Ratio: Please use a 16:9 image ratio.
• PowerPoint Template: The Cephalocon PowerPoint template is available HERE for download, though its use is optional.
• File Formats: Presentations should be saved on a USB drive and in one of the following formats:
  • Open Office (.odp)
  • Microsoft PowerPoint (.pptx or .ppsx)
  • PDF (.pdf)
• Video Formats: For smooth playback, use MPEG-1 or MPEG-2 videos. QuickTime (.mov) and AVI files may not work reliably.
• Fonts: Stick to standard PowerPoint fonts to avoid display issues.
• Organize Files: When transferring files to the USB drive, ensure all audio and video files are in the same folder as the presentation.

If Using Your Own Laptop:

• A technical test must be performed at least two hours before the event starts.
• The podium connection is HDMI. Please be sure to bring any necessary adaptors with you.
• For your information: Switzerland uses type C (same as most of Europe) and type J plugs
• CERN is a government facility and, therefore, has strict security protocols.  If using your own laptop, you must submit your Mac address in advance. Failure to do so will result in an inability to connect to the projector. This cannot be done on the day of your presentation. You can submit these details to Jennifer Crowley.

Any additional AV requests are due by 6 November

The room will include a screen, projector, and (1) microphone per speaker.

If you require any additional AV, please contact Jennifer Crowley at jcrowley@linuxfoundation.org with those needs by 6 November.  Cephalocoon will make every effort to accommodate additional AV needs; however, final approval for additional AV requests will be made case-by-case.

Due by Monday, December 1

All speakers are required to submit their final presentation slides ahead of the event. In addition to providing a hard copy for accessibility purposes, we find that adding the presentations before the event helps to drive interest in attending the session.

Please note that your presentation slides should be submitted in PDF format to Sched.com and must be formatted in 16:9.

If you want to use the Cephalocon PowerPoint template for your presentation, you can download it here. (Please note it is not required to use the presentation template.)

To upload slides:

• Log into your Cephalocon 2024 speaker profile through Sched.com or via the mobile site
• Go to your session within Sched
• Click on Session tools to the right of the session title
• Underneath the session title, select Add Presentation
• Upload your pdf document (note: there is a 50MB size limit)
• The presentation will automatically save to your session
• Or send to jcrowley@linuxfoundation.org who will upload them on your behalf

The Linux Foundation, in collaboration with the National Center for Women in Technology (NCWIT), has created an online course designed to teach the viewer about inclusion, diversity, and unconscious bias. We highly recommend all of our speakers watch the course to learn tips/tools to use when speaking to encourage inclusivity in presentations and messaging.

Please read and abide by our code of conduct, which can be found here. Our code of conduct is strictly enforced. We ask that speakers especially review this code of conduct and are careful to be inclusive in the words and images used during their presentations.

Do you have a speaker or schedule-related question?

Please contact Jennifer Crowley at jcrowley@linuxfoundation.org