Instructions for authors of interactive session papers
Interactive Sessions will take place during the afternoon sessions from the 10th (Monday) to the 13th (Thursday) in the Exhibition Hall. Moreover, in the morning of the day when authors make their interactive presentations, they will give 2-minute shotgun talks in a dedicated session. In the following, we provide further details.
Each session for Shotgun Talks is divided into three parts. Each part is 40 minutes, where 15 Shotgun Talks corresponding to a session in the Technical Program will be given. Please make sure that for each paper, at least one of the authors should be present during the 40-minute part to which his/her presentation will belong and please check the Technical Program to find the exact time for your of presentation of both the Shotgun Talk and the poster. On-demand presentation videos of the interactive session papers whose authors participate online will be shown on the monitors in the Exhibition Hall. Therefore, there is no Shotgun Talk for the authors participating online.
Instructions for the Shotgun Talk
The presenter should prepare a 2-minute introduction talk with a one-page slide with 16/9 proportions to emphasize the context and the contribution. This introduction attracts the audience's attention to the results and discussions for further exposure. Remember that interaction is at the heart of such a presentation format. It also allows participants to focus on various aspects of their contribution, including technical details, eventually.
- Please submit the one-page slide for the Shotgun Talk in PDF format together with the pre-recorded video via PaperPlaza.
- Deadline for submission of the one-page slide with 16/9 proportions: May 31st, 2023. Instructions will be sent to the authors by email in early May.
- Please arrive in the session room at least 10 minutes before the Shotgun Talk Session begins, and be sure to let the session chairs know you are there. All speakers should sit near the respective podium since we will have very little time for the transitions. The congress organizers provide a laptop where a slide for the Shotgun Talk previously submitted by authors is stored.
- Each speaker will be allocated 2 minutes for their talk. After 2 minutes, the talk time will shift to the next speaker, whose microphone will be live. There will also be a 2-minute countdown timer to aid the speaker in keeping track of time.
You will have only 2 minutes, but there will be no changeover time and no questions, so you should get your message across so the audience will know if they want to learn more and visit your display during the interactive session. Questions and discussions will happen during the interactive sessions.
- You must practice many times to get your message across effectively in only 2 minutes.
- Give your name and the title of your paper.
- Your presentation is an advertisement for your paper, so focus on insights rather than details.
- Avoid spending too much time on related work.
- Give an application/motivation of your work, the main result, and one piece of technical content to help the audience understand the methodology and the depth of the work.
Instructions for Interactive Presentations
The interactive presentation aims to stimulate discussions concerning the contribution, theory, methodology, or application by concisely communicating key information.
The interactive presentation will take place during 2-hour session slots, in parallel with the other oral presentations, at the Hall-A exhibition space of the Congress Center. Interactive sessions will consist of 15 presentations gathered together based on contribution topics. A space will be allocated to each speaker with a monitor to be connected to a laptop (the organization does not provide laptops). The presenters will be encouraged to emphasize their contributions by utilizing videos, simulations, and demonstrations of software tools in classical slideshow format or with a single poster-like slide.
The presenters are encouraged to arrive 10 minutes before the Interactive Session starts, meet with the session chairs, and test the connection of their laptops to the monitor. In addition, the presence of at least one of the authors is requested during the whole session to answer questions and have scientific exchanges with the participants of the Congress.
The provided material consists of the following:
- a 40inches wide monitor with 16/9 proportions, 1920x1080 resolution in landscape format,
- a cable for HDMI connections (no VGA or USB connection),
- one electrical plug (type A, 100V), and
- a table (W1800) for the laptop.
- You have to use your own laptop. The congress organizors provide no laptops.
- There is no space to display a printed poster.
Guidelines for interactive presentations
Thanks to embedded multimedia content, the interactive presentation allows the display of information impossible with a traditional printer/static poster. For instance, embedded multimedia content includes videos, slide shows, animated graphs, 3D rotation, straightforward demonstrations of specific software, and zooms. It is also a way to combine the advantages of both oral and poster presentations.
- Do not use sound. No audio is allowed due to the proximity of other interactive presentations.
- Do not loop a webpage that can be read via the Internet. If participants can read this page online, they will not be interested in exchanging with the presenter.
- The monitor allows for doing more than a static poster. Take advantage of this possibility.
- Orientation of slides: landscape.
- Font size can be smaller than what would be used in a classical lecture-like presentation since the distance between attendees and the screen is small.
- The first slide should include an appealing overview of the contribution.
- Multiple-page presentations are recommended because some of the slides can be skipped, depending on the audience's interactions.
- If you do not use your own laptop, check the fonts, formulas, and embedded video formats. There might be some cross-operating system issues. Use standard fonts and characters, and consider saving the equations as images. It is crucial if you are using PowerPoint.
- For flexibility and clarity of presentation, hyperlinks are encouraged for interactive navigation within the presentation. For example, you may use hyperlink text or images to jump to other slides in your presentation, avoiding ordered transitions and going directly to those slides that answer the questions by attendees.
Instruction for submitting presentation videos and slides
We would like to collect prerecorded presentation videos from all presenters, including those who will be physically attending the conference. We understand that some of you may wonder why we collect presentation videos. There are several reasons for this:
- To avoid no-shows in case of last-minute cancellations of the presenting authors
- To increase the impact of the papers accepted for presentation
- To accommodate online participants who cannot attend the conference in person due to health issues, travel restrictions, especially from developing countries, and current political situations.
We believe that our approach is accordance with our mission to accommodate diverse participations in our conference.
Please prepare and upload your presentation videos and slides through Paperplaza. The uploaded videos will be utilized as a substitute for live presentations by authors who cannot attend in person because of health concerns, travel limitations, or political issues. The Virtual Conference Platform will be set up using submitted videos and slides. Registered individuals can access these items during the congress and also for one month afterwards.
Prerecorded presentation videos (for all presenters)
Please prepare your prerecorded presentation video(s) according to the following guidelines:
- Recommended video length: 15 minutes (maximum)
- File format: mp4
- File size limit: 100MB
- Minimum height: 480 pixels
- Video aspect ratio: 16:9
Please note that the above specifications will be checked at the time of submission, and files not meeting the requirements will be prevented from being uploaded. Except for the above duration and format constraints, the form of the presentation is left free (please however make sure that the video includes the title of the paper, the authors, and a reference to the IFAC World Congress 2023).
Presentation slides (for all presenters)
Please also upload your slides that are used in your prerecorded video.
- File format: PDF
- File size limit: 20MB
- Aspect ratio: 16/9
1-page abstract slide (only for interactive session presenters)
Interactive session presenters are required to additionally submit a one-page abstract slide. The purpose of this slide is explained below in detail.
- File format: PDF
- File size limit: 5MB
The deadline of submission of these materials is June 7th, 2023, 23:59:59 PST.
How to make an effective presentation video for a conference?
Making an effective presentation video for a scientific conference requires careful planning and preparation. Here are some tips to help you create a successful presentation:
- Start with a clear outline: Before you start creating your presentation, create a clear outline of the main points you want to make. This will help you stay focused and ensure that your video is well-organized.
- Use visuals to convey your message: Use visuals such as charts, graphs, and diagrams to help illustrate your points. This will make your presentation more engaging and easier to understand.
- Keep it concise: Remember that conference presentations are usually limited in time, so keep your video concise and to the point. Stick to the most important points and avoid going off on tangents.
- Practice your delivery: Practice your delivery before you record your presentation. This will help you feel more comfortable and confident, and ensure that your video is easy to follow.
- Use good lighting and audio: Make sure your video has good lighting and audio quality. This will make it easier for your audience to see and hear you clearly.
- Provide context: Make sure you provide context for your research and explain why it is important. This will help your audience understand the significance of your work.
- Be engaging: Try to be engaging and enthusiastic in your delivery. Use anecdotes or stories to help illustrate your points and keep your audience interested.
By following these tips, you can create an effective presentation video that will engage your audience and effectively communicate your research findings.