Presentation Guidelines

Thank you for joining Photonics North 2020, a virtual conference! We hope you enjoyed it!

Reminders: Individual videos as submitted by the presenters will be available for replay from Friday May 29th to December 10th 2020 in the Conference Agenda. The recording of the full sessions will be available for replay from June 8th to December 10th 2020

Photonics North 2020 - Virtual Conference Presentation Guidelines

The current global pandemic has created enormous challenges in research and tremendous difficulties in life.  The virtual conferencing becomes an effective platform for us to exchange ideas; present research results; discuss possible collaborations; and stay connected. The conference organizing committee pledge to do our utmost to deliver the best and continued service to our photonics community.   

We will be maintaining the session breakout format similar to previous years. The conferencing will be delivered over a professional platform, Zoom, and will be managed by a highly competent and very experienced technical team. The conference delivery platform will be rich with features such as text-based chat, questions with polls … etc.  

All registered attendees will be able to attend all technical sessions and switch from session to session at will. We intend to make presentations available for post conference streaming so that all registered attendees will be able to revisit the sessions and catch up with the talks they missed. 

Please note that we automatically assume, as presenter, that you accept your recorded presentation be made available to participants for post conference streaming on PN website. In case of refusal, please notify us by replying to this email (pn.info@conferium.com ) by May 25th and we will make sure your presentation isn’t available after the conference.


Internet Speed Test

For optimal webcast viewing, we recommend an Internet connection download speed of at least 2.5Mbps 

Click here to test your connection speed


Optional Photonics North 2020 Background

Optional Photonics North 2020 Background is at your disposal to hide or standardize your backstage during your presentation, you can download it here. This feature works best with a green screen and uniform lighting, to allow Zoom to detect the difference between you and your background. Please click here for instructions to change the standard background.


Presentation format

Keynote Speaker: The time allocated to each keynote speaker is 35 minutes (30’ pre-recorded or live for the talk followed by a 5’ for questions). 

Invited Speaker: The time allocated to each invited speaker is 25 minutes (20’ pre-recorded or live for the talk followed by a 5’ for questions).

Contributed Talk (Oral): The time allocated to each contributed talk is 15 minutes (12’ pre-recorded or live for the talk followed by a 3 for questions). 

Express Presentation: The time allocated to each express presentation speakers is 5 minutes (5’ pre-recorded ONLY no question period).


Keynote - Invited - Contributed (Oral) Presentation

Before the conference starts:

  • In order to enter the platform, make sure you are registered to the conference. If so, you should have received your registration number and access code in the Automated acknowledgment of your registration email. *Please note the access will be send in a reminder this week to all registrants*
  • You should have received from PN Secretariat your presentation schedule.
  • Find your presentation in the online program as scheduled

A Moderator will be assigned to each virtual session to ensure smooth transitions between presentations (pre-recorded and live) and promote speakers when needed (e.g. question period/live presentation). A Session Chair will also be assigned to each session to facilitate and oversee time and question period.

Presenters, here’s how to prepare for the webinar:

  • Make sure to install Zoom on the computer you will be using or update it to Version 5; it will be requested to access the platform.
  • Test your internet speed.
  • A microphone is recommended as well as a quiet place cut off from ambient noise to allow you better interactions.
  • Optional Photonics North 2020 Background is at your disposal to hide or standardize your backstage during your presentation, you can download it here. This feature works best with a green screen and uniform lighting, to allow Zoom to detect the difference between you and your background. Please click here for instructions to change the standard background.
  • Live presentation: You are free to choose the style of presentation you want; all you will need to do is to share your screen.

 To access the virtual conference and the session in which you are presenting:

  • Select the Program tab,
  • Join the online platform available through the main Conference Agenda,
  • Use the icon Login available on the right in your top menu,
  • Enter your Registration number and access code provided by PN Secretariat
    *Please note the access will be send in a reminder this week to all registrants*

You will then enter the virtual conference agenda where you can click on the watch live icon available for your session.

Before the session starts

  • Each presenter will access the session of his or her presentation by joining the online platform available through the main Conference Agenda, the moderator will then promote you as speaker when required. Please make sure to join the session 10 minutes prior its start to help the moderator find you easily.
  • When entering the webinar, make sure to name yourself in the platform by your FIRST NAME and LAST NAME to help the moderator and session chair to find you.
  • We strongly encourage all participants to pre-record their presentations to improve the quality of the delivery, avoid going over time and avoid any technical issue. It is suggested to use creative methods, e.g. subtitle and animations, to enhance your presentation further. Live presentations will still be accepted. If you submit a pre-recorded presentation you will be invited to join live for the question period at the end.
  • The question period will take place in livestream following your presentation. If pre-recorded, the moderator will give you access to the discussion and the Chair will lead the question period.

During the session:

Please note the following adjustments for this virtual conference:

  • Live presentations: The Moderator will manage time by sending a heads up to the speaker 2 minutes before the end of time allotted using the chat tool. Once it’s time for the question period, the screen will be switched to panel mode by the Moderator and both Session Chair and the speaker will appear side by side on screen.
  • Please note that pre-recorded presentations will already be set in order to present. The moderator will play them according to the established schedule. The question period will take place in livestream following the presentation. If pre-recorded, the moderator will give the speaker access to the discussion and the Chair will lead the question period and time allotted.
  • Q&A Chat tool will be used by registered attendees to ask questions, the Session Chair will choose the most relevant ones to read for presenter to answer during question period.

If a speaker needs technical assistance, he or she will be able to inform the moderator to assist by using the Chat tool available in the platform.

Chat: Session Chair and Moderator will be able to send message privately to presenters if needed and view other chat between panelists.


Pre-recorded Presentation:

You are free to choose the style of presentation you want, you can decide to record only your slides, yourself or both.
Different tools are available to assist you and enhance your presentation, please find some suggestions below:

If you wish to allow attendees to contact you after the conference, make sure to include your name and email address on the last slide of your presentation.

Live Presentation:

  • Make sure you have access to a high speed internet connexion.
  • A microphone is recommended as well as a quiet place cut off from ambient noise.
  • You are free to choose the style of presentation you want, all you will need to do is to share your screen.
     

Express Presentation

IMPORTANT. Starting May 1st, an update to Zoom version 5, an updated and more secured version, will be requested to access the platform.

Express presentations will be played at a dedicaded session as listed in the program. 

  • ONLY pre-recorded presentations are allowed for Express presentation speakers. It is suggested to use creative methods, e.g. subtitle and animations, to enhance your presentation further.
  • There will be no question period. Questions will have to be sent by email to the presenter.

Optional Photonics North 2020 Background is at your disposal to hide or standardize your backstage during your presentation, you can download it here. This feature works best with a green screen and uniform lighting, to allow Zoom to detect the difference between you and your background. Please click here for instructions to change the standard background.

Recorded Presentation:

You are free to choose the style of presentation you want, you can decide to record only your slides, yourself or both.
Different tools are available to assist you and enhance your presentation, please find some suggestions below:

If you wish to allow attendees to contact you after the conference, make sure to include your name and email address on the last slide of your presentation.


Presentation Upload

We ask you to submit your recorded video no later than Wednesday, May 20, 2020 - Extension.

When you are ready to upload your presentation, gather the following information before entering the uploading system:

  • Recorded video file (please remember to use the abstract reference number to rename your video);
  • Reference Number (you will find it in the acceptance notice email sent by PN secretariat);
  • Access Code (you will find it in the acceptance notice email sent by PN secretariat).

To upload your video to our server, you have to access your submitted abstract. Please click on the link below and use the access code provided previously by PN Secretariat.

Once your are logged in your file, click on « Upload your video here », the button on the top menu bar and follow the steps.

At the end of the process, please do not forget to click on "Finalize" button to validate your entry or your modifications.

UPLOAD YOUR VIDEO HERE

 


If you have any questions or comments, please do not hesitate to contact us.

Photonics North 2020 Secretariat

Conferium. Conferences. Events.Service
425 blvd. René-Lévesque Ouest
Québec QC  G1S 1S2 Canada
 

Email:  pn.info@conferium.com

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Important Dates

Virtual Conference
May 31 - June 2, 2021

Abstract submission opening
November 11, 2020

Registration opening
November 11, 2020

Abstract submission deadline
March 17, 2021

Notice of acceptance
April 27, 2021

Last day presenting authors register
May 10, 2021

Final Paper Submission Date
June 28, 2021

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