Swat4hcls conference Leiden 2024

Frequently Asked Questions


How do I upload my poster?

You can upload your poster via your submission form. It has a field to upload the artwork of the poster (a PDF). We point out that we distinguish the poster artwork and the poster 2-page narrative abstract. The former is for the poster gallery that is accessible via the conference program, and to print for the in-person poster session; the latter is for the proceedings that will be made available for participants of the conference.

Is there a poster template / what size and format should the poster be?

Posters should be A0 in portrait mode. We do not provide a poster template. We have poster boards for your printed poster. In addition, we cordially ask you to upload a PDF of your poster via your submission form. These PDFs will then automatically appear in the conference’s poster gallery.

Can I print my poster in Leiden?

You surely can! For instance, you can have your poster printed at Copycopyleiden. This is a 10 minute walk from the central station. You can just send them an email with the dimensions, the printer you would like to print on, and when you would like to pick it up. You can pay at the till (don’t forget to take the receipt). We hear from the local scientists that they are usually able to print it out the next day, but you may want to give yourself some room in case they are very busy.

Another option is to have your poster printed at multicopy.nl. This is next to the venue so you would not have to walk into the city centre. Copycopy has clearer pricing on their web site, but you can always fill in the quote form at multicopy to see if they are competitive. 


When and where do I present my demonstration?

The demonstrations take place during the “Networking, demonstrations, posters, sponsor engagement, lunch“ sessions on Tue 27th Feb and Wed 28th Feb. Each demonstration is scheduled on the program for an ‘official’ presentation of max 15 minutes on one of the days. The time and location is visible in the interactive program on oxford abstracts. Next to this, you can discuss your demo with people in the biohackathon co-working space at any time.

What facilities will be made available to me?

We can provide a table and a screen for your demonstration. You need to bring your own laptop.


Are the references included in the page count?

To be fair to other authors and our reviewers we cordially request to honor the page limits, but some flexibility in exceeding the page count a little due to the references is permissible. Our flexibility depends on the process to generate the proceedings from the CEUR formatted PDFs. Contrary to what we assumed previously, it is a too low page count that can lead to problems in generating the proceedings. (Updated 19-02-2024)

I am going over the page limit for a short paper, but not enough to call it a long paper: what should I do?

Please submit anyway! You can indicate deviations from the norm in the comment field of the submission form. In the review process we can discuss how to process your submission. For instance, the organising committee may re-categorise submissions while putting the program together. You should not go over the 10 page limit, because this may create problems in generating the proceedings.

I would like to submit an abstract for a poster, but writing a two page paper is too much for us at this time: what should I do?

Please submit your abstract! The 2 pages are a maximum and in the CEUR format 2 pages are not extensive. We acknowledge that in some of our application domains publishing papers via conferences is not customary and short structured abstracts are the norm. In striving for a transdisciplinary conference we encourage such abstracts as well.

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