Last updated: 15/06/2021

INFORMATION ON THIS PAGE IS UPDATED REGULARLY. FOR ANY OTHER QUESTIONS PLEASE CONTACT KASIA KOC, EENA EVENTS MANAGER at kk@eena.org

Registration

Yes. All speakers must register via the online registration form to attend the conference. While registering, it is important for speakers to include their mobile number in case the organisers might need to contact them urgently during the conference days.

Confirmation emails are sent twice a week, usually on Tuesdays and Fridays. It can take up to three working days to receive the confirmation, but sometimes due to heavy workload this deadline can be extended. Thank you for your patience and understanding.

Accomodation and Travel Arrangements

The conference will be held at the Radisson Blu Latvija Conference & Spa Hotel, Riga

(Elizabetes iela 55, Centra rajons, Rīga, LV-1010, Latvia)

Please book your stay in the contracted Radisson hotels with very affordable prices negotiated by EENA.

The links for the online reservations with more info are available here.

In such uncertain times, EENA partnered up with BTS Corporate – Travel Agency to provide the most secure and most reassuring services to facilitate the travel arrangements of the conference attendees.

For more information about travel bookings and benefits of booking the flights with BTS Travel Agency, click here.

Presentation Format and AV specifications

All the conference rooms will support MS PowerPoint ONLY (NO PDFs). Please ensure that your presentation is converted to PPTX format (not ppt). High definition (HD) projectors will be used for all EENA sessions. Please apply widescreen formatting when preparing your slides (aspect ratio 16:9; resolution 1920*1080).

Your presentation should be prepared in MS PowerPoint  2016, 2019 or 365. Please note that earlier PowerPoint versions do not support video integration and can only play videos from hyperlinks. Thus if you use MS PowerPoint 2003, 2007, 2010 versions with the video hyperlink, it is crucial you have the video file saved seperately or provided to the session reviewers before the official start of the session.

If the version of your .PPTX supports embedded videos, then it can be automatically displayed from your slide.

Preferred page setup is landscape orientation with high-contrast lettering and readable fonts (minimum font size = 24).

Allocated time slots and recommended number of slides are explained in the distributed speakers’ guidelines. Please refer to those documents for any additional questions you might have about the running of your session and for further information do not hesitate to contact your session leader.

All the session leaders (also presented as reviewers of the presentations) will be distributing speakers’ guidelines starting as of June 2021. Please contact Kasia Koc, EENA Events Manager at kk@eena.org if by the end of September you still did not receive any guidelines from your session leader.

If your presentation is in the 4:3 format please note that it will have black stripes on the left and right of the room screen.

Transforming a 4:3 presentation can be done by changing the Slide Size from 4:3 to 16:9. This function can be found under the “Design” menu. Be careful when you do this and double check every slide carefully as the layout of your slides and pictures may have changed. Adjust them accordingly so they look perfect in 16:9 format.

Check your presentation on a Windows (preferably Win10 with PowerPoint 2016) machine before you bring it to the conference. This will avoid a lot of stress at the conference as you will not have to fix things that are not working after the conversion from Apple to Windows at the last minute. Please give your converted filename an extension “.PPT”.

First, save the graphics or spreadsheets (Excel) used in your presentation on your USB-stick. (In case of problems we can re-insert the original graphics or spreadsheets). Second, it is also a good idea to save your graphics as a picture to avoid having your numbers being changed automatically by Powerpoint from using , as decimal point to . or vice versa.

Pictures: Do NOT save the picture as BMP or TIFF (size is too big). Images with .gif and .jpg extensions are recommended to obtain light presentation(s). Save the pictures used in your presentation on your USB-stick (In case of problems we can re-insert the original).

Video: There are no size restrictions of the videos (MB) but keep in mind that the video of bigger size risks not to show up smoothly. It is requested to bring your videos on a USB-stick and to inform the session reviewers and the technicians of the room the day before the presentation. We cannot guarantee the success of the material being displayed from YouTube of Vimeo.

MPG (MPEG), MP4, MOV, WMV or AVI are the only acceptable video formats

Hyperlinks: If you use hyperlinks to websites in your presentation(s), please check if they are working correctly and save the link as well on your USB-stick.

Yes. Any last changes to the presentions should be communicated to the session reviewer. If the session leader accepts the modifications, speakers are kindly requested to bring their final presenation on USB and send it to Kasia Koc, EENA Events Manager at kk@eena.org

No. Use of your personal laptops for presenting is NOT ALLOWED.

  • In general : the smaller your PowerPoint presentation (in size) the easier it is to handle. Thus try to keep the size of your .PPTX small.
  • Any video/image file must be in the same folder of the PowerPoint presentation and must be copied in the folder before being included in the presentation.
  • Example: create the folder “PRESENTATION” and copy the necessary files for the presentation in it; then create the PowerPoint presentation including the films that were in the “presentation” folder. Finally save everything in the “presentation” folder and bring it on USB at the conference.

Track 1 room (also called Plenary and OMEGA) AV details:

Hall screen size 3350×1080 + screen frame size 12x8m – projection with 2 projectors 16K lumens

Side screens 3×1.7m – 5000 Ansu lumens FullHD 1920*1080

Track 2 room (also called ALFA) AV details:

FullHD 16:9

Center screen 3.8×2.15m  8K

Side screens 3×1.7m 5K

Track 3 room (also called BETA) AV details:

Side screens 3×1.7m 5K

Lectern with the microphone 

Yes, each room has a slide changer and small TV in front of the speakers.

If you have any doubts towards the display of your presentation in the conference room or your slides’ format or embedded videos, please notify your session leader while submitting your presentation. EENA Events team will then send your presentation to the technicians in Riga for a real technical check. Do not hesitate to ask for it as it might help avoiding bad suprises just before your presentation.

There will be technical assistance hours during the conference days when speakers can check directly their presentation with the technician(s).

Technical assistance hours on-site:

  • Tuesday 05 October            Specific time and room to be announced at the later stage
  • Wednesday 06 October      Specific time and rooms to be announced at the later stage
  • Thursday 07 October          Specific time and rooms to be announced at the later stage

 

Planning your meetings on-site and preparing your networking opportunities…

List of participants (including: first and last name, job title, organisation and country of the delegates who allowed for this information to be shared) will be provided before the event to all the participants. Please note that NO personal data will be shared (as already communicated in the registration form).

You can always opt-out and request to be removed from the list of participants that will be shared publicly with other delegates. If you wish to do so, please contact Kasia Koc, EENA Events Manager at kk@eena.org.

Pictures/Recording/Presentations

Yes. The official EENA video and photography crew will be installed in all the session rooms and while sessions are in progress the footage will be taken. Photos or video footage will be used for the conference-related communications and the promotion of future events.

Yes. All the session presentations will be made publicly available after the event.

If you want to OPT-OUT (i.e. you do not wish for your presentation/video/pictures to be published), please contact Kasia Koc, EENA Events Manager at kk@eena.org in writing before the start of the conference.

Other questions…

All emergency services representatives are kindly requested to wear their official uniform (not mandatory but appreciated), whilst the other participants can wear business casual.

All the conference sessions, 112 Awards Ceremony and social event are held in English. Speakers are kindly asked to prepare their presentation only in English.

Yes, social event entrance fees are to be paid by everyone. More information about registration to the social event are to be found HERE.

Privacy policy

Read EENA’s privacy policy HERE. For any questions regarding Data Protection, please contact our Data Protection Officer at dpo@eena.org.

By registering to the event, we have asked for your consent if you would like to be added to the list of the conference participants. This list will be shared with all the conference participants before the event (details displayed in the list include the participants’ name, job title, organisation and country ONLY).

Your email address, phone number or any other contact details will NOT be shared.

If you want to OPT-OUT (i.e. you do not wish anymore to be included in the participants list), please contact Kasia Koc, EENA Events Manager at kk@eena.org in writing before the start of the conference.