Congratulations again on having your paper accepted at ESWEEK 2021! The conference will be held as a virtual event through Zoom, Whova and Gather.town. Whova will be mainly used to access content before the conference, while Gather will be used as the main platform to interact, network and access live content during the conference week. More details about the virtual conference format are available on the Virtual Event Logistics page.
In the following, we provide information about preparation and presentation of your materials at the conference. Additional details about accessing and using Whova as presenter are available in the Whova Speaker Guide. Further instructions about presenting in Gather will be provided soon.
Deadline: September 17, 2021
Each journal-track and Work-in-Progress (WiP) paper is required to prepare and provide a 2-3 minute pre-recorded video of a lightning talk introducing and advertising your work. Lightning talks and papers will be made available on the conference platform (Whova) two weeks before the conference. Your lightning talk should highlight the key ideas of the paper and as such help raise interest in attending your presentation at the conference to learn more. Note that attendees will also be able to post questions in Whova, and you are most welcome and encouraged to respond to those questions in Whova before, during or after the main event.
Pre-recorded lightning talks will need to be uploaded through Whova. We will provide upload instructions in a separate email. You are free to use your favorite recording software and setup to record and upload a file in any of the standard video formats supported by Whova. A few additional tips on preparing your pre-recorded lightning talk videos:
- Maximum video length is 3 minutes and maximum file size is 50MB.
- We encourage you to include in your presentation “live” demos or other materials (where applicable) beyond just slides.
- When presenting slides, you should present your screen with the slides while ideally also showing a camera feed with a “live” view of you presenting, e.g. as a small, floating picture-in-picture in one of the corners.
- There are many resources on the internet with tips for recording presentations, e.g. a tutorial by IEEE for recording presentations with Zoom here.
- For a free and open-source software solution for recording talks, see the OBS Studio.
The deadline for uploading of pre-recorded lightning talks is Friday, September 17, 2021.
Deadline: September 17, 2021
Each WiP paper is required to prepare a poster for presentation in the WiP poster session, which will be held virtually in Gather.town. Each journal-track paper is also required to provide a minimal “poster” to be presented in Gather.town right after its oral session to allow for further Q&A between authors and attendees. At minimum, journal-track posters can simply be a copy of the title slide of the talk. Alternatively, journal-track authors can create a proper poster similar to WiP posters, e.g. composed out of a selected subset of slides from the talk.
We will provide poster upload instructions in a separate email. Poster submission involves uploading an image file with the following requirements:
- Only .png or .jpg format can be used
- Minimum size is 1000px by 600px (26.46cm by 15.88cm) at a minimum DPI of 72
- Maximum file size is 3MB
- No transparent background
You have discretion to choose the exact resolution and aspect ratio of your poster, but it is recommended to use a 2:1 (width x height; landscape) ratio as the baseline and at least 4000 x 2000 pixel size for the poster. It is reasonable that your poster will not be readable at full zoom, though the general structure of your content should be clear. A multiple-column approach is recommended, so that a viewer may zoom in to a section in its entirety, then move to the next section of your poster without frequent scrolling back-and-forth. Ideally, the title, section headings, and author list would be legible at the top zoom level. The viewer would zoom in to individual sections to explore in detail. Limit posters to significant data, details, graphs, and key experimental results that help to explain the most important points of your work. Don’t try to get everything in the written paper on the poster, just the main points. Lettering size and font selection are important. With a digital image that may vary in size, resolution, and zoom level it is difficult to specify a minimum font size in points for all posters. Instead, ensure that your text is clearly visible (not pixelated/blurry) when viewed at 100% zoom, and consider that not all users will have large or high-quality monitors. Bold headings and colorful graphs can be especially effective in making your poster easy to read. You need to be creative and present only clear, readable data tables and graphs. As a guide, a poster created at 56”x26” and saved with a resolution of 96 DPI (suitable for display) will be 5376 x 2496 pixels. A 48 point title font, 40 point headings, 24 point sub-headings and 18-point body text should be legible. Larger posters will have difficulty meeting the file size limit (3 MB). You may use any application to design your poster, but the final submitted file must be a JPEG or PNG image.
The deadline for uploading of posters is Friday, September 17, 2021.
Deadline: day and time of the paper session in the conference program
During the live conference, journal-track paper authors are required to present a “live” oral talk in their designated Zoom session. Each talk slot will be 15 minutes, with a maximum of 12 minutes for the talk followed by 3 minutes for questions. Oral live sessions during the conference will be recorded, and recordings will be made available to registered attendees for the rest of the conference week. Attendance of a speaker for each paper in the live session is mandatory. Zoom links are available in and Zoom sessions can be joined from either Wova or Gather.town. Please join the Zoom link for your session at least 15 mins before your session starts, so that we have enough time to setup and check for connection or technical issues. You will optionally be able to provide a link to a pre-recorded video of your talk as alternative or backup to be played back by the technical staff during the session in case of connection or other problems. It is recommended to provide a pre-recorded video especially if you expect poor connectivity on your side. Instructions for submitting links to pre-recorded talks will be provided via email.
Journal-track paper authors are also required to go to a designated “poster” spot in Gather.town immediately following their oral session. After your session has finished, leave Zoom and go to the poster spot corresponding to your paper in Gather.town to be available for further Q&A. See above for instructions on preparing a minimal poster to be displayed at your designated spot in Gather.town. Instructions on how to prepare for your Q&A session in Gather.town will be provided closer to the conference date.
WiP paper authors are required to attend the WiP poster session and present their poster during the live conference. At the beginning of the poster session, go to the spot for your poster in Gather.town and stay there or at least monitor the spot for visitors for the duration of the session. WiP posters will remain displayed in Gather.town throughout the conference week. As such, they provide a good place to meet, e.g. with attendees who reach out to you for further questions.