PRESENTATION GUIDELINES 

1. How will the conference work?

2. Preparing your presentation

3. Uploading your pre-recorded presentation  (*new information, 02 June)

4. Uploading your digital poster  (*new information, 02 June)

5. Preparing for your virtual session (guidelines for presenters)   (*new information, 02 June)

6. Conference background for Zoom (*new information, 17 June)

7. To access the virtual conference starting June 21st, 2020 (*new information, 17 June)

8. Varia

1. 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 Chair 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. 

2. PREPARING YOUR PRESENTATION

The ninety-minute sessions are of three types:

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

  • Paper sessions (REG and SYM) including four 14-minute presentation, followed by 5 min question periods.

  • 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-minute and poster presentations are 3-minutes each. The discussion periods vary according to type and number of presentations.

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 session moderator , 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

 

See below for instructions on how to upload your presentation. 

 

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

 

See below for instructions on how to upload your presentation. 

     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.

3. UPLOADING YOUR PRE-RECORDED PRESENTATION  (*new information, 02 June)

 

We ask that you submit your recorded video no later than June 15, 2020.

 

When you are ready to upload your presentation, gather the following information before entering the uploading system:

 

- Recorded video file. Please remember to use the abstract reference number to rename your video.

- Reference Number. You will find it in the acceptance notice email sent by the IAPS secretariat.

- Access Code. You will find it in the acceptance notice email sent by the IAPS secretariat.

To upload your video to our server, you have to access your submitted abstract. Please click on the link  and use the access code provided previously by the IAPS Secretariat. Once you are logged in your file, click on « Upload your video here », the button on the top menu bar, and follow the steps.

 

At the end of the process, please do not forget to click on the "Finalize" button to validate your entry or your modifications.

If you have any questions, please contact us at iaps2020@conferium.com

4. UPLOADING YOUR PDF DIGITAL POSTER  (*new information, 02 June)

The file should be saved as a PDF and its size should not exceed 100MB. Please use your abstract reference number to rename your poster. 

5. PREPARING FOR YOUR VIRTUAL SESSION (guidelines for presenters)  (*new info, 02 June)

Please note that we automatically assume presenters accept their recorded presentation be made available to participants for post conference streaming on the IAPS website. In case of refusal, please notify us at iaps2020@conferium.com by June 18th and the secretariat will manage the requests.

If you pre-record your presentation, please upload it following the instructions above before June 15th. 

If you do not send a pre-recorded presentation by June 15th, we will assume you will do a live presentation. If you have questions, please contact us by email iaps2020@conferium.com

Before the conference starts:

  • You should have received your registration access and access code (if you are registered to the conference, you should have received these in the Automated acknowledgment of your registration email. A reminder will be sent shortly.)

  • You should have received your presentation schedule

  • Find your presentation in the online program as scheduled 

 

A Moderator will be assigned to each virtual session to ensure smooth transitions between presentations (pre-recorded and live) and promote speakers when needed (e.g. question period/live presentation). A Session Chair will also be assigned to each session to facilitate and oversee time and question period.

 

Presenters, here’s how to prepare for the virtual session:

  • Make sure to install Zoom on your computer or update it to Version 5; it will be requested to access the platform.

  • Test your internet speed, we recommend an Internet connection download speed of at least 2.5Mbps.   Click here to test your connection speed.

  • A microphone is recommended as well as a quiet place cut off from ambient noise for better interactions. Moreover, a USB connected headset will offer a better sound quality.

  • IAPS2020 Background will be at your disposal to hide or standardize your background during your presentation (download available soon). This feature works best with uniform lighting, to allow Zoom to detect the difference between you and your background. Please click here for instructions on how to change the standard background.

 

 To access the virtual conference and your session:

  • Go to the Online Program 

  • Use the icon Login available on the right of the top menu

  • Enter your registration access and password

  • You will then enter the online conference program where you can choose your session and click on the watch live icon.

 

Before the session starts:

  • Please make sure to join the virtual session 10 minutes prior to the start to help the moderator find you easily. The moderator will then promote you as speaker when required.

  • When entering the session, make sure to identify yourself with your FIRST NAME and LAST NAME to help the moderator and session chair finding you.

  • As a speaker, please note that you will be live as soon as you open your microphone and/or your camera after being promoted as such by the moderator. Registered attendees will be able to hear you automatically.

 

During the session :

  • Live presentations: You are free to choose the style of presentation you want; all you will need to do is to share your screen. The Moderator will send you a heads up 2 minutes before the end of your presentation. This will be done through the chat tool. For the question period, the screen will be switched to panel mode by the Moderator, and you will appear next to the Session Chair on the screen.

  • Pre-recorded presentations will be managed by the moderator. The question period will take place in livestream following the presentation. The moderator will give the speaker access to the discussion and the Chair will lead the question period and time allotted.

  • You can use the Raise your hand tool to inform the moderator of your presence in the virtual room.

  • The Q&A tool will be used by registered attendees to ask questions. The Session Chair will select questions for the presenter to answer.

  • The Chat tool will used by Session Chair and Moderator to privately contact the presenters if needed. If you need technical assistance, you will be able to inform the moderator using this tool.

  • Tips: Test your audio and video as you join; Mute your microphone when not speaking; Position your webcam at eye level and make contact as much as possible.

If you need more information on how to use Zoom:  

6. CONFERENCE BACKGROUND FOR ZOOM (*new info, 17 June)

You will find below two IAPS 2020 backgrounds for zoom that you can use during the conference. Click on the link below to open the image on a new webpage, and then right-click and select "Save Image As" to save on your computer. We recommend that you do a test beforehand to see which background works better for you, depending on your environment.

Click here for more information on how to change your Virtual background (ENG) 

7. TO ACCESS THE VIRTUAL CONFERENCE STARTING JUNE 21st, 2020 (*new info, 17 June)

- Click on the Virtual Conference Program button below.

- Use the icon Login available on the right of the top menu on the Online Conference Program page.

- Enter your registration access and access code (we will send a reminder to all registrants).

- You will then enter the Virtual Conference.

- Click on the session you want to attend and then click on the watch live icon to enter the virtual room.

Click here for detailed instructions on how to login and access the virtual conference.

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.”  

 
 
 
 
 
 
 
 

Secretariat

Partners

IAPS 2020 / Conferium

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


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

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