Instructions

How to participate in the conference

Registered participants will receive a link to our Slack workspace closer to the conference date on their email to join the online meeting. You can watch live sessions, browse posters, watch pre-recorded talks and interact with the speakers and other attendees on Slack. Please make sure you read the code of conduct before attending the session.

Live Invited Talks

If you are an invited speaker, you will receive a presenter link before your session that will provide you access to the room where you will be presenting. Make sure you join the session 15 minutes before your presentation to test your camera and microphone. You can then share your screen to begin the presentation. You will be given 10 minutes to present and 5 minutes to address questions posted by attendees on the chat section. A session moderator will screen the questions for you to answer orally.

Pre-recorded Short-talks

The conference will be run on the communications software Slack. Your pre-recorded talk which should be no more than 10 minutes will be displayed in a dedicated channel on the conference Slack workspace, during the assigned time slot that will be provided to you. Attendees will be able to view them and type in their questions. You are expected to stay online during the entire time of your presentation slot to interact with the audience and answer questions. Questions may also come in outside that particular slot — you are welcome to answer them at your convenience.

We suggest that you record your talk on Zoom as it will be nice to have the presenter’s face displayed in an inset during the presentation. You must ensure that this is in an MP4 format. Please keep file sizes as small as possible. If you wish to record it on Zoom, check the Zoom guidelines for local recording.This is possible for both the Basic account as well as the Zoom Pro, Business or Enterprise account.

Apart from Zoom, you may also use PowerPoint or QuickTime to record your talks. These software do not have an option to display the presenter’s face while recording the talk, so we suggest that you include a slide displaying your picture.

To send us your file, create a new folder in your Google Drive. Use the format “AbstractId_CitSci2020” when naming your folder. Upload your video (MP4 format) to this folder and share the folder with us by clicking on the “Click Share option on your folder. In the box that says “Add people and groups” add our email address:contact@citsci-india.organd click the send option. Please do not forget to provide us editing access by selecting the “Editor” option on the top right corner.

Guidelines for Posters

Posters will be displayed in a dedicated channel on the conference Slack workspace, along with other posters. Attendees will be able to scroll through the posters, view them, and type in their questions. You are expected to stay online during the entire time of your poster slot to interact with the audience and answer questions. Questions may also come in outside that particular slot — you are welcome to answer them at your convenience.

At this virtual conference we are accepting different versions of a regular poster, so go ahead and get creative! You may submit your posters in the following formats:

  • A static high quality JPG or PNG poster of 2400 X 1800 pixels (4:3 ratio). Please ensure that the text and graphics on your poster should be readable on screen without getting pixelated on expanding.
  • A powerpoint presentation in a PDF format. To avoid losing viewership on your poster make sure you do not have too many slides.
  • A pre-recorded video in an MP4 format of not more than 7 minutes explaining your poster. You may record your videos using Zoom (most preferred as it would be nice to have the presenter’s face displayed in an inset during the presentation, and therefore we suggest that you use Zoom, or any other recording software that allows this feature), PowerPoint or QuickTime.
  • To send us your file, create a new folder in your Google Drive. Use the format “AbstractId_CitSci2020” when naming your folder. Upload your poster to this folder and share the folder with us by clicking on the “Click Share ” option on your folder. In the box that says “Add people and groups” add our email address: contact@citsci-india.org and click the send option. Please do not forget to provide us editing access by selecting the “Editor” option on the top right corner before clicking on “Send”.
  • Posters must be a high quality PDF.
  • Posters should be less than 10 MB in size.
  • Animation/movies/sounds will not be supported; please submit in a static PDF
  • Make sure that the text on your poster should be easily readable on the screen.

Best Practices for Live Session

  • Please upgrade to the latest Zoom desktop client or mobile app instead of using Zoom in your browser. This uses less bandwidth.
  • During your presentation, make sure you close all other tabs and windows, except for Zoom to avoid any disturbance.
  • Choose a quiet spot with good internet and lighting.
  • Join your session 10 minutes early to check your camera and headphones with the technical team.
  • Use a timer, to ensure that your presentation does not exceed the limit. Time limits will be strictly regulated.
  • Try to get comfortable with the features on Zoom by trying it out before your session.
  • We will be there to help you out on the conference day.
  • All the best!

Best Practices for Recording your Presentation

  • It would be nice to have the presenter’s face displayed in an inset during the presentation, and therefore we suggest that you use Zoom, or any other recording software that allows this feature.
  • Please make sure that your entire video does not exceed 10 minutes.
  • Choose a quiet spot while recording your video to ensure minimal external noise.