General information and recommendations for all attendees
The conference will be held in hybrid mode using Whova Platform for hybrid presentations and all attendees will be able to access the platform.Further information about how and when to access, will be released soon.
Important Dates
Action
From
To
Poster Placement
Sunday 11th 2 pm to 6 pm
Monday 12th until 12:30 pm
PDF upload
–
Monday 12th until 12:30 pm
Guidelines for poster presentation
Documents and posters must bewritten in English.
The presenters must stand by their poster during the assigned period to be eligible for receiving thepresentation certificate.
Whova Platform is available for the delegates to start to explore and for the poster presenters to upload .pdf files, on Monday 5thof September.
Registered authors (on-site and virtual) will receive an email with a personal link and instructions to upload the files and to configure his/her “Speaker info page” at Whova.
To consult information about your poster details, please check the virtual presenter session list at ConfTool and Whova. On-site and virtual presentations details (author, title, abstract) are merged in a single list since on-site presenter have the possibility of, after presenting on Monday 6 PM to 7:30 PM, to present in the virtual session on Tuesday 8 AM to 9:30 AM.
On-site Presentations
Requirements for the presenter:
Printed poster:
The session will take place on Monday 12th, from 6:00 pm to 7:30 pm, at the Campinas room.
On-site participation is mandatory for those who had poster accepted and that are attending presential.
Posters must be printed 120 cm high and 90 cm wide, with strings (panel hangers will be available). Alternatively, material such as double-sided tape will be provided at the venue for posters printed in paper or they can be fixed (tape will be available). See the panel structure.
You can find several printers in Campinas city from a Google search. CNPEM does not recommend one printer over any other, and using these external companies is done entirely at your own risk.
Printing your poster and bringing it with you yourself is probably the safest way to guarantee that you poster is available for your session.
The presenters must place their posters from Sunday 11th, during the registration/welcome reception (2:00 pm to 5:00 pm), up to Monday lunch time (12:30 pm).
Presenters are free to choose their poster position.
Document .pdf format:
It will be uploaded at Whova Platform, by the presenter, to be available for the virtual audience (mandatory).
It can be a version of the poster or a document/slide with the maximum of 3 pages (free format).
Only .pdf files will be accepted.
The file must be uploaded up to Monday lunch time (12:30 pm).
The on-site presenters are welcome:
to join and present their work, at the Virtual session, at Whova, on Tuesday morning, from 8:00 am to 9:50 am (optional – see instructions for virtual presenters).
or
to just upload the .pdf, as described above (mandatory).
Virtual Presentations
Requirements for the presenter:
Document .pdf format:
The virtual poster session will take place on Tuesday 13th, from 8:00 am to 9:50 am, at the Whova Platform.
No pre-recorded videos should be uploaded. The virtual presenters must prepare a maximum of 3 pages/slides (free format), which will be live presentation, using their “share screen” mode. The presenters will receive a livestream link in their respective online session at Whova.
Besides, the presenters must upload their document/slides saved in .pdf format and upload at the platform.
Only .pdf files will be accepted.
The file must be uploaded up to Monday lunch time (12:30 pm).
It is strongly recommended that when the poster presenters need to be away, they leave a message in the room (using share screen) informing when they will be present for live discussions.
On Desktop
Sign into the web app, with the e-mail you used when you registered the event as a presenter.
Enter the Poster section tab on the left-hand side of the page and click the Edit button. This will take you to the same form.
You will get the following details which are mandatory to fill out:
“Cover photo “(to highlight your poster) with recommended image dimensions of 800px x 450px (max 1000px x 1000px).
Under “Poster session”, upload your “.PDFs” poster/slides according to the guidelines mentioned above.
Please, DO NOT change the presentation “Title”, “Description / Abstract” and “Number” fields.
Once you’ve filled out all relevant information, agree to the Whova Terms of Service, and click Submit.
You will then get a confirmation email from Whova that includes a link you can use to continue to update your booth.
On Mobile App
Sign into the app with the email the event organizer registered you with. Go to the Home tab at the bottom of the screen.
Find the Poster section. Click on My Posters.
From there, you can customize as for the Web version.
To add information or change it later, just click Add or Edit and click Save.
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Create your .ppt or .pdf presentation to be presented live.
This feature will be automatically by the conference organizers. Only the organizer can change the live stream’s date and time.
To join the live stream, go to the web app and sign in with the email you have been assigned as a presenter.
Find the Poster section. Click on My Posters
You can join 15 minutes ahead of time to prepare for your stream along with other presenters. (See figure)
In addition to being able to share screen with the audience, you can also engage with audience members by muting and unmuting them when they virtually “raise their hands”, allowing them to ask questions and interact like they might in person.
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Guidelines for Oral Contribuition and Invited Talks
Oral Contribution presenters will have a total time of 20 minutes, where 15 minutes should be dedicated to the presentation and the 5 last minutes for questionsand discussions.
Invited Talk presenters will have a total time of 50 minutes, where 45 minutes should be dedicated to the presentation and the 5 last minutes for questionsand discussions.
We kindly ask the presenters to respect their assigned presentation time avoiding session delay.
Each presenter will receive by email a link to configure his/her “Speaker info page” at Whova.
On-site Presentations
Pre-recorded videos will not be accepted.
Due to the simultaneous transmission of the on-site activities to the virtual audience, on-site presenters will not be able to use their PC. All presentations will be loaded from the event local computer.
Presenters must provide their presentations (.ppt or .pdf) to the organizing committee, at least, a day in advance the scheduling, using the following link to do the upload:
Monday 12thpresenters: can use the link to upload or deliver directly at the local Help Desk (during the opening). The deadline is Sunday 11th.
Other presenters: can use the link to upload or deliver directly at the local Help, a day in advance, during lunch (12:30 pm to 2:00 pm)
Presenters must save the presentation file name following the model:
Presentations will be displayed live, with the presenters using their “share screen” mode at Whova Platform. The presenters will receive a livestream link in their respective online session at Whova.
In case of different time zone, poor internet connection, or of unforeseen events that prevent the speaker to present live, the pre-recorded presentation can be sent directly to the organizers to be played at the same time and room scheduled for the live presentation. The deadline to send the pre-recorded presentation is Thursday 8th. Please contact Carla Polo (carla.polo@lnls.br) to e-mail the link for the presentation to be uploaded with video recording guidelines.
On Desktop
Organizers will e-mail the “Speaker form” link to upload your info or sign into the web app, with the e-mail you used when you registered the event as a presenter.
Open the link, fill in or update your information such as your bio and photo (recommended dimensions: 256px x 256px) if you wish.
and the link will be e -mailed to upload your presentation.
Click Save once everything is done.
You can come back to update info whenever needed.
Please, DO NOT change any other field or upload videos at Whova. In case you want to send back– up videos, please contact Carla Polo (carla.polo@lnls.br)
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Preparing for presentation
Make sure your camera, network, and microphone work.
Join your session through Whova’s agenda. We recommend Speakers to access the session via Zoom Icon. You will be automatically redirected to Zoom App installed in your computer (remember to have your Zoom updated to the latest version of the app).For virtual speakers:
– Join your session through Whova´s agenda. We recommend Speakers access the session via Zoom Icon (see image below). You will be automatically redirected to Zoom App installed on your computer (remember to have your Zoom updated to the latest version of the app);
– Access 10 minutes before the session starts in case you want to test your audio/video device to ensure it works with the streaming software.
To use slides, open your slides, click “Share Screen”, and select the slides you want to share.
Answering Q&AS
Log in to the app.
Tap Questions from My Audience under Speaker Hub
You will see the list of sessions that you speak in. Tap the one you want to check.
The session shows all the questions asked by the audience, arranged in order by the number of votes for each question
If it is during the live session, you may answer the questions directly
If it is before or after the live session, you can tap onto the question and answer it in the app
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Before the event, please take some time to test each item below.
Test your Internet speed. Streaming software usually has Internet speed requirements. For example, if your event is using Zoom, the requirement is 2Mbps at the minimum. You may test your Internet speed here: https://www.speedtest.net/.
Test your audio/video device and make sure it works with the streaming software. The easiest way is to start a Zoom meeting with your friends and see if they can see you and hear from you. Also, try to share your video/slides in Zoom to see if they work properly.
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If something unexpected happens during the event or session, please follow this guide to solve them.
[Recommended] Pre-record your talk and send it to your organizers as a back-up in case you may have any technical or network issues during your talk.
Cannot join the session as speaker or panelist:
Please join from the Zoom client instead of the event app.
Please make sure the link you are using is the speaker link instead of the attendee link.
If it requires a password, please contact the session host to resend you the link or remove the password.
Your Internet connection has problems (unable to reconnect, or has unbearable delay):
Please contact the session host to use your pre-recorded video.
Cannot share screen or share video:
Please contact the session host to make sure they set the permission correctly or enable them on the Zoom client.
The camera does not work properly:
Please check with the session host if it’s OK that you present without a camera. If it is fine, you may still present with audio and slides. Otherwise, please ask the host to start the pre-recorded video.
The audio device does not work properly:
Please contact the session host to use your pre-recorded video.
