Published using Google Docs
AICAS 2020 online presenters guide
Updated automatically every 5 minutes

AICAS 2020 online presenters guide

(last update 22.8.2020)

The AICAS 2020 website program provides an overview of the program. Detailed abstracts of the plenaries and tutorials are available there. All times are listed in Central European Summer Time (CEST, GMT+2).

The detailed schedule is on ePapers for papers, posters and demos (which are treated as posters).

Whova conference app

The Whova conference meeting webpage is IEEE AICAS2020. You will receive an email providing the Whova conference access code shortly before AICAS 2020 starts. You can use Whova from your browser and/or pre-install the Whova app to your smart device (Android, IOS). The most complete functionality is through the app.

Note 1: if after going to IEEE AICAS2020, you do not see any program content, make sure you sign in to whova using the same email with which you registered. (We will add these emails daily to whova).

Note 2:  sign-in to the conference via the “invitation code” may only be possible via the smartphone app.

Using the Whova app, you will

  1. have a detailed schedule with notifications,
  2. get links to the zoom video sessions
  3. get access all papers and all recorded videos,
  4. ask written questions to the presenters,
  5. network with other participants.

Instructions for Presenters

Regular papers

Regular papers are 15 minutes, with 3 minutes for questions.

Presentations will be live during the scheduled time. Prepare a presentation, which you will present live through the Zoom link at the moment of your session. If it helps, you can play a video of your talk (but you need to be present to share the screen and reply to questions).

Posters

The poster session will be divided into two parts:

  1. Joint posters’ pitches presentations: each author will present live through the Zoom link in order of posters listed for your poster session. Poster presenters should prepare a maximum 2-slide, 2-minute poster pitch.  Your slide deck could have more illustrations on later slides to answer questions, but you may only present 2 slides in your pitch. Focus on the question and main result; leave details of methods mainly to be answered during Q&A and from paper. If you prefer, you can play a video of your pitch.
  2. Individual posters Q&A: The poster session will then break out into separate Zoom meetings for discussion about individual posters. The Q&A session for each poster will last for about 1 hour. As attendees are allowed to “move” from one poster room to the others at any time during the Q&A session, we suggest presenters to share their screens and show a poster with all information about the paper, so that when attendees join the Q&A they can have a look at the poster before asking questions.

Demos

The live demonstration session will be divided into two parts:

  1. Joint demos’ pitches presentations: each author will present live through the Zoom link in order of posters listed for your demo session. Live demo presenters should prepare a 5-minute video showcase or live showcase of the demonstration.
  2. Individual demos Q&A: The demo session will then break out into separate Zoom links for discussion about individual demos. The Q&A session for each demo will last for about 1 hour. Attendees are allowed to “move” from one demo room to the others at any time during the Q&A session.

Plenaries/Keynotes/Tutorials

The program of all other events is shown on the conference program page. Zoom links will be provided on Whova.

Steps for all presenters

  1. Find your paper on ePapers.
  2. Prepare your presentation.
  3. Join your zoom session at least 15 minutes before it is scheduled to start to make sure you can share the screen and that you have proper audio settings.
  1. Learn how to share your screen, unmute your audio, and turn on your presentation laser pointer.
  2. Check your audio for quality and volume.
  3. Avoid using the keyboard during your presentation to prevent annoying clicking sounds.
  4. Note that fading animations and motion effects do not work well with zoom. It is better to use instantaneous appearance animations.
  5. If your presentation has audio, make sure you know how to share your screen with computer sound.
  1. In your zoom session, the session chair or co-host will make you a co-host so you can share your screen to present your paper/poster/demo.
  2. The session chair will introduce each paper/poster/demo and will pass on written Whova questions from the audience and/or unmute audience members so they can discuss the paper results with you.

Session chair/Zoom hosting instructions

Zoom sessions will be launched and hosted by our volunteers. The volunteer will make the session chair a co-host of the session and make each speaker a co-host for screen sharing. Sessions will be started at least 15 minutes before the scheduled time.

Session chairs are responsible for

  1. Introducing the papers by sharing the whova session page.
  2. Reminding the audience to ask questions about papers or talk via whova session Q&A, and to use the whova chat for logistic issues or general discussion with the session participants.
  3. Keeping the session on time by reminding speakers verbally (they will not notice the chat window) if they look like they will go over-time. I.e. warning them they have only 3 minutes left and 1 minute left.
  4. Passing on questions from whova Q&A and chat to the speakers.