2021 Virtual IEEE Nuclear science symposium and medical imaging conference
28th International Symposium on Room-Temperature Semiconductor Detectors

16 - 23 October 2021

2021 Virtual IEEE Nuclear science symposium and medical imaging conference

16 - 23 October 2021

Presentation Information

Oral, Mini Oral & Poster format Guidelines

This table gives you an overview of the most important tasks or questions you may have. You will find more information in the text after the table.

Here is the main information for you in an overview:

Task Oral Presentation Mini Oral Presentation Poster Presentation
File format for presentation slide (s)
PDF, PPTX (<50MB)
PDF, PPTX (<50MB)
PDF, PPTX (<50MB)
Page limit / outline
Not restricted / 16:9 ratio

Poster: one page / ANSI E or A0 landscape

Mini Oral Presentation: 3 – 5 slides / 16:9 ratio

one page / ANSI E or A0 landscape

Upload

Presentations files are optional but would be great!
Video presentations with slides are mandatory

Poster in PDF format is mandatory

Video presentations are mandatory

Poster in PDF format is mandatory

Video presentations are mandatory

Video format

MP4 / 1080p (< 1GB)

MP4 / 1080p (< 0.5 GB)

Video length

15 minutes for oral

5 minutes for mini oral

5 minutes for poster

Best Browser solution

The best browser to use is Google Chrome / Edge Chromium
Do not use VPN connections!

Deadline for Upload your files

At least 48 hours before the session starts, but for the approval process and to get yourself familiar with the system we recommend as early as possible.

No later than midnight Thursday 14 October so that all participants can see your poster and video on Monday.

The session at which you present

Before the session starts, your webcam and microphone must be already activated by you. The session chair will bring you on stage at the appropriate time and you can start immediately with your presentation after his introduction and only then will you be seen by the audience.

Security / Restricted access

All provided files can only be viewed or downloaded by registered attendees (individual password protected access). Public access is not possible.

General Questions

Contact if you have technical questions (e.g., upload error, mp4 too big, etc. to the conference tool)

Oral Presentation Guidelines

All authors are required to use electronic presentations. Presentation files must be in Windows-compatible PowerPoint or PDF format. Macintosh users should ensure that their presentations will show correctly using the Windows operating system.

Please remember to create or adapt your presentations to use 16:9 aspect ratio.

Each oral talk (with the exception of plenary and mini orals) is allocated 15 minutes total: 12 minutes of presentation time followed by 3 minutes of questions & answers.  Please prepare your presentation accordingly to strictly adhere to these time limits.

The presentations must be in English. All files (videos, slides) must be uploaded onto the central file server prior to the start of your session. The exact requirements for your upload will be announced in a separate email to the author. The upload tool of the conference system only allows you to upload PDF (*.pdf), Microsoft PowerPoint files (*.ppt, *.pptx) and video files (*.mp4). The maximum file size for the presentation (slides/poster) is limited to 50 MB, and 1 GB for video presentation files. Video presentation files are mandatory for all oral talks, due to the requirement that, if you are unable to present live, we can show this video. If the presentation is given live, as expected, we will not use this video. However, we would very much appreciate if you would upload your slides in a pdf format in addition, so that the registered attendees can view them if desired.

Please be at the session on time as you would be for an in-person conference. When your session starts, your webcam and microphone should already be activated. This shows the session chair that you are present in the room and able to give your presentation. Otherwise, the session chair may decide to just play the pre-recorded video presentation. The session chair will bring you on stage at the appropriate time and you can start immediately with your presentation after his/her introduction. Don’t forget to open your presentation on your device ahead of time and perhaps turn on a virtual laser pointer to save time. Please open your presentation in a window mode and not in a full screen mode, which will give you the opportunity to follow the Q&A tool or any other guidance in the conference tool.

 

Mini Oral Presentation

We are offering a new form of presentation this year, because the conference will be held virtually for the second time. We would like to give a small selection of submitted contributions the opportunity to present their poster in a short talk to the conference participants in addition to their poster presentation. The presentation time is about half the usual oral presentations, and it will take place in dedicated virtual session rooms. Therefore, we kindly ask you to prepare a short presentation of 5min and provide it as a video in addition to the poster pdf plus the PowerPoint presentation file. The video is only for backup if there are technical difficulties during your live presentation. You will have 7min to present your live talk in your allocated time slot of the session, plus 2 min to answer questions. For the poster requirements please refer to the relevant sections described here below.

Your video presentation file (*.mp4) and the corresponding poster (*.pdf) are mandatory for poster presentations. During and after the conference, attendees can view your poster/presentation/video in the password protected virtual conference area, not visible to the public without a password.

Poster Presentation Guidelines

All poster sessions will be held in the virtual poster area and are live events. We recommend using the typical 16:9 ratio (669 mm x 1189 mm) size poster in landscape format. Your poster will have a virtual room where you can meet interested attendees who want to chat with you.

Unlike oral presentation, the poster and the respective uploaded video from you are visible from Monday, October 18, 2021 until November 30, 2021. Your video presentation file (*.mp4) and the corresponding poster (*.pdf) are mandatory for poster presentations. That gives the attendee the possibility to look at the poster pdf and your short video before the poster session starts.

Presenting authors are expected to be present at their poster during their entire session (40/90 min) to talk about their work to the audience and answer questions as appropriate. Papers whose authors are not present at their poster during their assigned session are not eligible for publication in the Conference Record or for participation in the Student Paper Competition. Poster Session Chairs will verify your attendance during the assigned session.

Posters have the same value as an oral or mini oral presentation and must be uploaded as a PDF to the online system in addition to a 5-minute video. During and after the conference, attendees can view your poster/video in the password protected upload area, not visible to the public without a password. This gives the opportunity for an attendee to plan and even look at the poster after the conference and contact you if needed with comments and questions.

For further details of how to make the video presentation, look below. As poster presenter, you may record yourself with the poster while talking OR you may record yourself and explain your poster with the virtual laser pointer on the screen. In both cases it would be very nice to see you presenting in person!

Some helpful information may be found HERE

Recommendation of what your poster in landscape format should include:

  • The paper title and all authors at the top of the poster
  • A brief introduction, goals, experimental detail, conclusions, and references; presented in a logical and clear sequence
  • Explanations for each graph, picture, and table

Hints for creating your video presentation (oral / mini oral / poster)

The content aspect of a presentation is always only one side of the coin. On the other side is the ability to deliver an interesting and engaging presentation. The most successful presentation videos are well explained, graphically comprehensive presentations of your research work, highlighting the main points as well as explaining the most interesting details. The least effective presentation video is a simple reading from your slides or your manuscript.

One possibility is to have embedded audio comments in your slides. With that, you may then export the presentation as an MPEG-4 file (.mp4 / 1080p) with MS PowerPoint. Several programs offer the possibility to embed the recording of the speaker as picture-in-picture in your video. We recommend making use of this option as it allows the presentations to be received much more personally by the audience. There are enough examples with different tools in the relevant forums.

We only accept the .mp4 format – other formats are not supported. Presentation video files should not be larger than 1 GB.

Your presentation video should have the following content:

  • Widescreen format using 16:9 aspect ratio to use the whole screen – we do not recommend the standard 4:3 format which works, but does not fill modern screens in presentation mode
  • All slides of your presentation must be properly formatted so that the information on each slide is easy to understand and read. Graphs in particular should be high resolution so they can be easily read.
  • You should speak clearly with a pause for crossovers between slides
  • Take your time and explain each diagram, picture and table

The best way to record your speech:

  • The best way is always to use any kind of microphone, even those built into laptops or tablets, as long as the resulting audio is clear and easy to understand. However, since most people have headsets, their use is encouraged as they usually provide more clarity.
  • If you record the presentation in video mode, make sure that you export your video, including all audio data, as .mp4 movie file format for submission and that the total file size is less than 1 GByte.