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Guidelines for Presenters

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The guidelines below have been written mostly for the ASSW 2023 Science Symposium, but the main points are applicable also for presentations within the ASSW 2023 Business and Community Meetings / Workshops. The ASSW 2023 is organized in a hybrid format and so you can participate and present on site in Vienna or online.

 

  • unfold_moreOral Presentations

    For the ASSW 2023 Science Symposium only: Unless otherwise specified by your session conveners, regular presentations should not be longer than 10 - 12 minutes (plus 3 - 4 minutes for discussion afterwards). The convener will keep strict time to ensure the session stays within its allotted time frame.

     

    On-site Presentations

    If you are presenting in a session, please ensure to arrive about 15 minutes before the start of the session in the session room to ensure the volunteer in the room can upload your presentation to the computer used in the meeting room (Windows based!). It is not possible to connect your own computer for your presentation, as the audio system for those attending online will otherwise not work.

    Please identify yourself to the session convener(s) as one of the presenters to discuss any last logistical issues regarding the session before it starts.

    Questions for your presentation can be asked both by the audience on site and the online participants. The online participants will ask questions via the Zoom chatbox. The session convener will moderate the discussion.

     

    Online Presentations

    Zoom will be used for online presenters to connect to the sessions. If you have used Zoom before, this should be a very familiar system for you. You must install and set up zoom in your computer before the session and make sure your audio and video settings are correct.

    • open hybrid sessions: access will be provided via a link that registered conference participants will receive shortly before the start of the conference.
    • closed hybrid sessions: Zoom links will be distributed to the invited participants by the session convener.

    You should join the Zoom session 15 minutes before the start of the session, so that you can test the audio and test if you can share your screen. The volunteer in the session room on site is logged into Zoom and will have a list of all presenters. But you should nevertheless identify yourself to them just in case.

    We do not accept videos for the presentations. So the presenting author must attend the session (or designate a co-author who is attending as presenter). The presenting author is highlighted in bold and underlined in the session program. If the presenting author changes, please notify the session convener at least 24 hours before the start of your session.

    You can share your screen to run your presentation from your computer. If you are using multiple screens, be sure to share the one that is in presentation mode. Please test it in advance.

    As backup (only used if really needed!): If you are concerned about the stability of your internet connection or if your screen share will work, you should send your presentations to your This email address is being protected from spambots. You need JavaScript enabled to view it. as a ppt or pdf file no later than 24 hours before the start of your session. The technical support volunteer can then play the presentation, while you may use the audio to present. If you send us the presentation too late, we will not have time to organize it and to have it handy for displaying if needed. Adding your name, presentation, day and time of presentation in the email is required.

    Questions for your presentation can be asked by the audience in the room and online. The online participants will ask questions via the Zoom chatbox. The session convener will moderate the discussion. And you are welcome to also answer questions in the Zoom chatbox directly after your presentation.

     

    Recordings of Sessions

    Some sessions might be recorded (some to be published online and some only for note-taking purposes). The session chair will inform the presenters and participants at the beginning of the session if the session will be recorded and for what purpose. If you do not wish to have your presentation recorded please notify the session convener and session volunteer during or at the end of your session, so they can note it and delete the recording of your presentation afterwards.

  • unfold_morePoster Presentations
    In-Person Poster Session during ASSW 2023

    The ASSW 2023 Science Symposium Poster Session will be on Thursday 23 February from 16:00 - 18:00 GMT+1 in the room Kleiner Festsaal. The poster session will only be in-person on site.

    However, posters can be set up starting around lunch break on 21 February and be displayed throughout the ASSW 2023 Science Symposium. Poster presenters have to remove their posters by noon on 24 February.

    The poster boards on site have the size A0 Portrait format.

    Only if we have a sufficient amount of online poster presenters, an online poster session will be added closer to the Symposium. Poster presenters who are interested in presenting online should contact the Chair of the Science Committee This email address is being protected from spambots. You need JavaScript enabled to view it..

     

    E-posters

    All poster presenters have the option to upload a PDF version of their poster to the conference website, regardless if they attend the conference in-person or online. The PDFs should be sent by no later than 16 February to This email address is being protected from spambots. You need JavaScript enabled to view it. so they can be uploaded to the conference website. This is a hard deadline to guarantee that your e-poster will be available at the start of the conference. For PDFs submitted later than that deadline, we cannot guarantee that it will be uploaded by the time of the poster session due to the busy schedule at the conference.

    It is mandatory that you name the e-poster file as follows: SessionID_PosterNumber_FirstAuthorSurname

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