Workshop Rooms and Equipment

All workshops will be presented in meeting rooms at the Estoril Congress Center. Locations of each workshop session will be prominently displayed before and during the Wednesday afternoon session, and each room will be clearly signposted.

• Workshop rooms can accommodate 40 people theatre-style and will be equipped at no charge with the following:
  • LCD screen (75 inches - HDMI output) + HDMI cable
  • Whiteboard
  • 1 table (2.0 m x 0.8 m x 0.72 m high) with tablecloth
  • Chairs for presenters and participants
• Electrical outlets (Type F, 230V) will be provided. Please bring your own power adapter and HDMI jack.
• Portable floor displays, such as pull-up banners, are allowed inside your Workshop Room, no larger than 5 m X 2.5 m in size. Do not hang signs on the walls. Please deliver all units dismantled; parcel dimensions should not exceed 2 m X 0.8 m to enable access to the venue.
• You are responsible for setting up and dismantling displays and equipment.
• Don't forget your PowerPoint slides, laptop and country-specific power adaptors. MacBook users should remember to bring adaptors to connect the screen to their computer.

If you plan to ship equipment that is unusually large or heavy, or if it generates noise, raises safety issues or requires special services (for example, consumes in excess of 5 amps or requires compressed gas), please email the organizers with details in advance (rddeurope@agencecarrement.com). We will attempt to obtain the necessary approvals on your behalf and advise on likely costs.

Set-Up and Removal of Workshop Materials

• The set-up time for your room and equipment is Wednesday, May 7, from 7:30 AM to 12:00 noon.
• Everything should be removed by Wednesday, May 7, 7:00 PM.
• You are responsible for organizing the packing and outgoing shipment of your equipment. Conference participants may use the Congress Center's loading dock to facilitate outgoing shipments with a carrier service. See Shipping Instructions.

Workshop Briefing Meeting

A Workshop Briefing meeting will be held on Tuesday, May 6, 6.00 PM to review procedures and answer any questions.

Responsibilities of Workshop Presenters

• The organization and cost for transport, handling and insurance (during transport to and at the Estoril Congress Center) for any equipment and materials. Please review Shipping Instructions.
• Equipment installation and dismantling, including the provision of tools and packaging supplies.
• Clean-up of workshop rooms. Fees may be assessed by the Congress Center if they determine additional cleaning is needed.
• Safe keeping of valuables left in workshop rooms. We suggest removal of high-value items when you are not present. 
• The meeting organizers and the Estoril Congress Center expressly disclaim responsibility for property loss, damage, personal injury or other claims related to workshop spaces or presentations.
• Creation of On-Demand Presentation to supplement the in-person workshop. See details below.

Your narrated on-demand presentation should be approximately 30 minutes. It will be available to all delegates on the RDD Europe 2025 website, and should work as a standalone presentation and as a complement to your more comprehensive in-person workshop. PowerPoint includes a recording function (instructions below) to easily add narration but you are welcome to use alternative technologies.

Step 1. Make slides in 16 x 9 format.

• Slide 1 should include your Title (exactly the same as your Workshop proposal) / Presenter(s) / Company(s) / and optionally, Contact Information, Presenter(s) Photo
• Slide 2 should show your Workshop objectives
• Include a short background and introduction
• Emphasize your methods, technology or service
• Describe your data and insights and highlight their significance
• Aim for not more than 30 slides in total
• Avoid complex backgrounds, logos or slide designs which take up too much room and detract from the information you are presenting. Some delegates may watch your presentation on a small screen.
  • Use plain fonts such as Arial and ensure text is legible on a tablet or monitor. Use the largest font possible for maximum visibility (no smaller than 18 point is recommended).
  • Ensure the axes on graphs are clearly labeled. Thicken lines and use highly visible colors and/or symbols to differentiate among data sets. Provide a key. Do not include graphic elements you will not discuss.
  • Figures and photographs should be clearly visible.
  • Avoid ‘busy’ slides packed with text or numbers. Instead stick to a few key points.

Step 2. Add your voice-over narration

This How-To-Video supplements the summary below. Please practice your timing before recording your presentation.

• Prepare to record in a quiet location.
• Open the presentation and click the Slide Show tab.
• Check your microphone is set up correctly. A headset generally produces the best quality audio.
• Select the slide where you want the recording to begin then click Record Slide Show and start talking.
• Click End Show to stop recording.
• A Save dialog box appears. Click Yes to save your recording, or No if you want to record it again. Saving overwrites anything you've previously recorded. It is possible to re-record individual slides.
• Click Play from Start to preview or review your recording.

Step 3. Submit your file.

Send your final PowerPoint (.pptx) file to info@rddonline.com before April 11, 2025.

Send your final PowerPoint (.pptx) file

If the file is too large to e-mail, your organization may have a preferred file transfer protocol (FTP), but if not, we recommend using wetransfer.com.

Please ensure anyone shipping packages to the conference on your behalf receives a copy of these instructions.

Rangel (Storage Center) is responsible for receiving your shipment and transporting it to the Estoril Congress Center

Shipping & Receiving Contact Information: Helder Marques
Email: helder.marques@rangel.com
Phone: +351 967 364 259

Incoming Shipping Schedule

Shipments should be timed to arrive between Monday, April 21 and Friday, May 2, 2025. Please allow sufficient time for customs clearance. RDD Europe 2025 cannot accept responsibility for lost, damaged or delayed shipments or customs clearance and will not pay COD or customs charges. Packages will be brought to your exhibit table or poster by conference staff.

Labeling your Incoming Shipment

Please attach Main and Auxiliary Shipping Labels, containing the indicated information.

General Guidelines for Incoming Shipments

You and your shipper are responsible for getting your shipment to Rangel. The following suggestions are based on past experience and are offered only as a guide and may not be relevant to all shipments.

• All shipments are subject to inspection. Please allow time for customs clearance in Portugal.
• Consider including “Items for trade demonstration and re-export” on the Auxiliary Shipping Label and documentation, where appropriate.
• Rangel advise that imports to Portugal must display a valid EORI or VAT (VIES) number to allow definitive or temporary customs clearance. These numbers must be be displayed on the auxiliary label and documentation. Contact Rangel if you have customs questions.
• Transport and custom charges are the responsibility of the sender. Neither Rangel nor the Congress Center will pay these. Please ensure that all transport and customs fees are prepaid.
• Package fragile equipment carefully. Dangerous or suspicious looking items should not be shipped to RDD Europe 2025.
• Ensure that your return address or that of your shipping company is clearly displayed on the outer box.

Outgoing Shipments

• You are responsible for packing your outgoing shipment. The Congress Center does not have packaging facilities. Remember to include packaging materials, a roll of tape and scissors in your incoming shipment.
• You are responsible for shipping items after the conference. Please contact your carrier (DHL, Fedex, UPS, etc.) to obtain the appropriate forms and labels, and consider including pre-completed forms in your incoming shipment. It may also be necessary to arrange pick-up by your carrier.
• You are welcome to use the Congress Center’s loading dock to facilitate larger outgoing shipments. Your shipper should pick up your items between 2:00 pm to 8:00 pm on Friday, May 9. The pick-up address is:

Estoril Centro de Congressos
Av Amaral
2765-192 Estoril PORTUGAL

Outgoing Shipment Questions?

Contact: Wagner Câmara, Event Coordinator
Tel: (+351) 214 647 571
Email: wagner.camara@estorilcc.com