KEY UPDATES

NEW INFORMATION  (Updated on May 3)

 

1. Registration and fees​

2. How will the conference work?

3. Program overview

4. Preparing your presentation

5. The Young Researchers Workshop (YRW)

6. Dealing with time zones

7. Publications

8. Varia

1. Registration and fees

As a presenter, what fee should I pay?  

Each presenter must register for May 15, paying the full amount indicated according to status and membership. For more information, visit our Registration Page. If you are ready to start the registration process, click here

 

As the co-author of a paper, but not presenting, what fees should I pay?

The registration fee for non-presenting co-authors and audience members is set at 200$ (approximately 124€; 137$ US) for IAPS members and 275$ (approximately 176€; 194$ US) for non-members. The latter fee includes a two-year IAPS membership.

2. How will the conference work?

The virtual conference will operate on Zoom and will be similar to any in-person conference. Presentations are assembled in sessions according to a theme and they are assigned a virtual room. A chairperson coordinates each session. As with in-person conferences, people access their preferred session by entering a room, only they have to click on a hyperlink to access the virtual room of their choice.

 

Presentations for symposia, paper sessions, flash, intensive sessions and workshops can either be prerecorded or presented live during the conference. Because of their duration, poster presentations must be prerecorded. Those who opt for prerecording their presentation should be virtually present for their entire session in order to answer questions and participate in the discussion. The sole exceptions should be people who would have to connect during the night.

 

As with in-person conferences, there will also be a dedicated period for questions and discussion after the presentations. Participants will be able to use a Q&A box (similar to a chat) to ask questions during, and right after, the presentations. The session’s chairperson will then select a few questions, depending on the time allocated for the discussion, and will read them to the presenter, who will be able to answer verbally during the session. The presenter will also be able to answer, after her/his session, any remaining questions through the Q&A box. 

 

Unless otherwise advised by participants, all the sessions will be fully recorded and made available for watching online, only to those who have registered, during the conference (21 to the 27th of June) and the month after. This will allow participants in less favorable time zones or life situations to catch up with content. Participants will still be able to leave their questions in a comment box or to contact the presenters directly for further exchange. 

3. Program overview

 

Click here for the PDF Detailed Program

 

Click here for the Preliminary Program

 

The Conference Daily Schedule takes the following form:

 

8:00-8:45          Keynotes and round tables, with question periods

8:45-10:15        Ninety-minute sessions in 6 to 7 virtual rooms

10:15-10:30      Break, with special online activities

10:30-12:00      Ninety-minute sessions in 6 to 7 virtual rooms

12:00-13:00      Thematic online chats, special discussions and various meetings (IAPS board, networks, etc.)

The ninety-minute sessions are of three types:

  • Symposia including five 12-minute presentations, a short introduction and a 25-minute discussion

  • Paper sessions including four 14-minute presentations, a short introduction and 25-minute discussion

  • Thematic flash / poster sessions with subgroups of 2 to 4 flash presentations and subgroups of 3 to 4 posters around a common topic. Flash presentations are 7-minutes and poster presentations are 3-minutes each. The discussion periods vary according to type and number of presentations.

 

The full web program will be posted online soon.

4. Preparing your presentation

Two presentation formats are offered for symposia, intensive sessions, workshops, paper sessions and flash presentations.

      a) Live presentations

 

Those who chose to present live should prepare their presentation on PowerPoint (or equivalent) the same way as they would for an in-person conference. At the time of your presentation, the web platform, Zoom, will allow you to share your computer screen with the audience, along with a small window of you presenting.

 

Exceptionally, we will allow 2 co-authors to present together. However, both co-authors will have to register as presenter and pay the full amount indicated according to status and membership

     b) Prerecorded presentation 

You may simply record yourself narrating your Powerpoint. You may incorporate a video or animation. All receivable academic format are allowed as long as you respect the allocated time. You can use the software or application of your choice to prerecord your presentation. Please find some suggestions and guidelines by clicking on the following link : Zoom, Powerpoint, Prezi, Screencast

 

We will soon send you detailed instructions on how to upload your presentation. Please do not send us your presentation until we have confirmed with you where to upload your file.

 

You have until June 15, 2020 to send us your prerecorded presentation.

 

 

For poster presentations, authors must prepare a 3-minute presentation AND a poster.

For digital media shorts, authors must prepare a 3-minute presentation.

     1) Three-minute presentations 

These short presentations should draw attention to the research highlights. Because of their duration, poster presentations must be prerecorded.

 

For a prerecorded presentation, you will have to record yourself  narrating a digital version of your poster. There are different ways you can do that:

  • Prepare a PowerPoint (or equivalent) presentation by transferring the key sections of your poster into different slides.

  • Alternatively, you can use an interactive presentation software like Prezi, which allows you to create frames that can zoom in and out from one another, using your poster as the base canvas.

  • You can use your digital poster (PDF), manually zooming in and moving through the different sections of the poster. This will require preparation and practice to make sure that you are not wasting presentation time. 

You can use the software or application of your choice to prerecord your presentation. Please find some suggestions and guidelines by clicking on the following link : Zoom, Powerpoint, Prezi, Screencast

 

We will soon send you detailed instructions on how to upload your presentation. Please do not send us your presentation until we have confirmed with you where to upload your file.

     2) Digital posters

You can create your digital poster (with a Mac or a PC) using PowerPoint, Adobe Illustrator, Canva, or any other appropriate program.  

 

Poster guidelines: 

  • All posters must be one page, in English.

  • The  poster should be designed to follow the proportion of a computer screen (16: 9) and allow for good quality graphics when zooming on specific sections of the poster. The recommended size is 24 inches tall (60 cm) by 42 inches wide (105 cm). The file should be saved as a PDF and its size should not exceed 100MB. 

  • Include the title of your presentation, authors, affiliations and contact information in a headline strip, at the top of your poster.

 

For additional information and recommendations on how to design your poster, click here.

 

 

You have until June 15, 2020 to send us your poster and your prerecorded presentation.

5. The Young Researchers Workshop (YRW)

Given that Young Researchers Workshop takes place in small groups, these are among the easiest sessions to organize. We can assure you that virtual workshops of the YRW will be as formative and captivating as those on-site. Young researchers are expected to submit a full paper before the conference.

 

Karine Weiss is coordinating the workshop and have already contacted the participants.  

6. Dealing with time zones

We tried to minimize screen fatigue and facilitate direct access to the Conference for a majority of people. Therefore:

 

  • The schedule is spread over five days, from June 22 to 26 (with one extra day for the YRW), and four hours per day from 8AM to 12AM (UTC-4) + optional virtual gatherings in the hour following the official program.

  • Each participant must convert the time periods indicated for her/his time zone; roughly, this means that the conference will be accessed in the afternoon for Europe and most of Africa (UTC+2), the evening for China and West Australia (UTC+8), as well as Japan and Korea (UTC+ 9). It is more difficult for East and Central Australia (UTC+10) where people will probably have to access part of conference offline the following day, unless they are night owls, and for people on the West Coast of North America (UTC-7), unless they are early birds.

  • Luckily, because it is a virtual conference, the presentations will remain accessible in delayed access during the conference and for one month after to those who have registered. It is an important secondary benefit of a virtual conference to be able to access all the synchronous sessions offline.

7. Publications

Will we publish the presentations papers?

In the IAPS conference tradition, there will be an online book of abstracts, but we will not publish a book of the presentation papers. The edition work required for this type of homemade publication is disproportionate with the rather low recognition given to papers published in this type of medium. Normally a presentation in a refereed conference is in itself a valuable addition to someone’s cv : see ‘Varia’ for information on how to present your participation in your cv.

 

There are a few efficient network platforms aimed at the research community providing a good visibility to this type of papers. Some offer free access and a better visibility than many online books.

The post-conference ‘call for articles’

In the IAPS conference tradition, there will be a post-conference call for articles.​ For IAPS 2020, because of their good visibility and access, we chose to aim at thematic issues for refereed journals instead of an edited book. A call for articles will be sent out to presenters in July, with October 15th as the deadline for submission. The submitted papers will go through a review for their scientific quality by guest editors, who will structure the thematic issues.

8. Varia

Is it possible to have two people or more presenting on the same paper?

Exceptionally, we will allow 2 co-authors to present together. However, both co-authors will have to register as presenter and pay the full amount indicated according to status and membership. Given the already complex technical ordeal of organizing virtual sessions, we need to limit the number of computers necessary per paper.

How will access to the virtual conference and the individual presentations be controlled?

Only the people registered will have access to the conference and we will ensure by every means possible that the material presented cannot be downloaded or copied. Nevertheless, as it is the case for a live conference, we will not be able to control someone from filming the screen illegally, but this will not produce a very exciting result!

​​How should I present my presentation in my CV? 

IAPS 2020 remains the same peer-reviewed conference. Mention of a presentation on the presenters’ CV should take the same form as for an on-site conference. Adding the mentions “virtual” with the name of the conference and “monitored from Québec City, Canada” with the location would reflect precisely the situation. Other conferences suggest adding “due to the Covid-19 pandemic.”  

APRIL 8

TRANSITION TO A VIRTUAL CONFERENCE 

What will the virtual conference look like?

The virtual conference will be as similar as possible to the one that was planned on site, with all its parallel sessions, keynotes, posters, round tables, YRW and committee meetings. All the participants will be in the comfort of their homes and connected to the presenters of the session they choose for a particular time period. The following options will be available:

 

  • Live and preregistered presentations (synchronous connections)

  • Live and text-based facilitated questions and discussion periods (synchronous connections)

  • Pre-recorded presentations with live online connection during the question period

 

On top of this, we will allow, on a case-to-case basis, pre-recorded presentations without live connection for individuals whose presentations happen at night or too early in the morning, depending on time zones.

 

While a virtual conference does not offer the flexibility and warmth of face-to-face contacts, it offers access to all the content through delayed access. The presentations of all sessions will be available for watching online for the week of the conference (21 to 27 of June) and the week after (until the 5th of July), with the possibility to post comments for each session.

 

We are also planning new activities to compensate for face-to-face conversations with the possibility to participate in interactive sessions such as :

  • Facilitated thematic meetings

  • Encounter with the researcher you’ve been hoping to meet in person

  • Signing along together.

 

Finally, this conference will take stock with « PES in the time of Covid-19 and its aftermath ». Many lessons to be learned from the PES archives and from our informed observation of the pandemic. New avenues for research to enlighten other upcoming crisis such as climate change and to rethink the built environment as well as adaptation process

 

What time will be the conference?

The team is currently building the presentation schedule, which will be organized around three time zones (Québec time -4 UTC, London time UTC +1, and Shanghaï time UTC +8). This means that presentations will take place in the morning in Québec, in the afternoon in the Middle East and Europe, and the evening in Asia.

 

We are sensible to the fact that for presenters of Korea, Japan or Australia, this will usually mean that sessions will happen in the middle of the night and that live presentations will be difficult. Pre-recorded, asynchronous, presentations will be possible as an option to work around this problem.

 

 

Will the Young Researcher’s workshop still take place? Do I still have to submit a paper?

Given that Young Researcher’s Workshops takes place in small groups, these are among the easiest sessions to organize. We can assure you that virtual workshops of the YRW will be as formative and captivating as those on-site.

 

Young researchers will still be expected to submit a full paper before the conference. Organizers will communicate further instructions concerning these papers over the course of the month of April, so stay tuned.

 

Is it possible to have two people or more presenting on the same paper?

​We will allow it, as long as these two or more people present from the same computer. Given the already complex technical ordeal of organizing virtual sessions, we will limit the number of computers necessary per paper.

Why have registration, refund and withdrawal operations been suspended? What happens with the former registration dates and fees?

Registration is now available. The registration deadline for people presenting will be May 15. We encourage presenters to register as quickly as possible in order to help us finalize the schedule of sessions.

 

A virtual conference saves huge costs for most attendees. However, while there are also savings for the organizers, there are new expenses for ICT products and services as well as unknown lost in terms of sponsorships. We have to maintain fees high enough to balance our budget and, for instance, to honor contracts with small firms who are among the most fragile in a period of important economic contraction.

 

We are waiting for the results of an ongoing survey to finalize the new fees. They will be announced around  April 10 and registration, as well as refund for those who are already registered, will then resume. The registration deadline for people presenting will be May 15.

I have already registered with the previous fees. Will I get reimburse the difference with the current, lower fees?

We can confirm that the organization will reimburse you for the difference between the initial and the current fee. And should you wish, unfortunately, to no longer participate in the conference, your registration costs will be totally reimbursed without any penalties. In either case, we advise you to contact us and let us know about your situation.

 

 

​I am co-author on a presented paper, but I’m not presenting. I would just like to watch other presentations in the conference. What fees should I pay upon registration according to my situation?

The registration fee for non-presenting co-authors and audience members is set at 200 $ (124€; 137$ US) for IAPS members and 275$ (176€; 194$ US) for non-members. However, we expect at least one person per paper to register as a regular participant (member or non-member).  

 

Why should presenters honour their commitment to making their presentation? How should they prepare? How will active participation in this virtual conference be reflected in the presenters’ CV?

When submitting to an academic conference or journal, one is expected to maintain his/her commitment to making their presentation, if accepted. The change to a virtual conference does not change this commitment. There are now no great obstacles to participation. This is why we will disregard the withdrawals received up to now due to all the travelling bans imposed everywhere.

 

We will ensure the process is simple and instructions clear for everyone. They will be sent out in the course of April, leaving ample time needed for preparing presentations.

 

IAPS 2020 remains the same peer-reviewed conference. Mention of a presentation on the presenters’ CV should take the same form as for an on-site conference. Adding the mentions “virtual” with the name of the conference and “monitored from Québec City, Canada” with the location would reflect precisely the situation. Other conferences suggest adding “due to the Covid-19 pandemic”.  

 

How will access to the virtual conference and the individual presentations be controlled?

Only the people registered will have access to the conference and we will ensure by every means possible that the material presented cannot be downloaded or copied. Nevertheless, as it is the case for a live conference, we will not be able to control someone from filming the screen illegally, but this will not produce a very exciting result!

MARCH 18

IAPS 2020 is going virtual

As the world is physically coming to a halt, our minds and determination are not. More than ever, we need to confront our research results, discuss future avenues and even celebrate. This is why, in a shared decision with IAPS board, we decided to innovate and go forward with a virtual conference.

 

This choice will respond to many young researchers who asked for this in consideration of the fight to climate change. It is now a response to the tightening economic situation: a virtual conference will save everyone huge costs in terms of travel and accommodation expenses. It is also a flexible response to health and fatigue considerations : people will be able to join the conference from anywhere they are connected. Finally, it will be an opportunity to reach out to a much larger audience worldwide.

 

Now, tight planning is needed to make a success of this change : rescheduling the program over many time zones to accommodate all of you; planning for new costs and, hopefully, new savings; testing technologies, etc. We are hopeful that by mid-April we will be able to send out detailed information on how it will proceed.

 

Your thoughts and feedback on this exciting venture are important to us : this is why you will be surveyed during the next few days.

 
 
 
 
 
 
 
 

Secretariat

IAPS 2020 / Conferium

425, boulevard René-Lévesque Ouest
Québec QC  G1S 1S2 Canada

Tel.: +1 418 522 8182
Toll free (Canada and U.S.): +1 800 618 8182
E-mail: iaps2020@conferium.com

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