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REGISTRATION AND PRESENTATION GUIDELINES

REGISTRATION

Registration includes access to all technical sessions through a virtual platform.

The link for conference registration as follows:

https://bit.ly/ICon3E2021_Registration_Form

If you have any questions about registration, please contact the ICon3E Secretariat at +607-4537000 (ext: 1237) or by email at This email address is being protected from spambots. You need JavaScript enabled to view it.

PRESENTATION

IMPORTANT: To ensure the proper execution of this virtual conference, please pay special attention to the instructions below.

  1. How will the conference work?
  2. Preparing your presentation. 
  3. Preparing for your virtual session. 

1. HOW WILL THE CONFERENCE WORK?

The virtual conference will be similar to any in-person conference. Presentations are assembled in sessions according to a theme, and they are assigned a virtual room. A chairperson coordinates each session. All registered attendees can attend all technical sessions and switch from session to session at will. Participants access the session of their choice by entering a virtual room via a hyperlink.

As with in-person conferences, there will also be a dedicated period for questions and discussion after the presentations. Participants will be able to use a chat box (similar to a Q&A session) to ask questions during and right after the presentations. The session’s chairperson will then select a few questions, depending on the time allocated for the discussion, and will read them to the presenter, who will be able to answer verbally during the session. The presenter will also be able to answer, after her/his session, any remaining questions through the Q&A box.

2. PREPARING YOUR PRESENTATION

Presentation format

  • Oral Presentation: A maximum 10 minutes of presentation followed by a 3 minutes for Q&A.

  • Video Presentation (backup for oral presentation): A maximum 10 minutes of video presentation followed by a 3 minutes for Q&A. Presenters are highly recommended to submit a link to your video presentation. Submitted video will be used as a backup should there be any problems with the internet connection during the conference days.

Oral Presentation

An individual oral presentation will occur via a live Google Meet platform. All presenters will deliver their talk via a live sharing screen with opportunities for questions from the virtual attendees.

Guideline for individual oral presentations:

  • Your presentation is to be delivered live within a Google Meet platform. You are welcome to use any program that works best for you, such as PowerPoint, Keynote, and Google Slides.
  • The Session Chair will introduce you at the beginning of your time and you will begin your presentation by sharing your screen.
  • Your total presentation time is a maximum of 10 minutes. You must not go over this time and Session Chair will interrupt your presentation if you go over it.
  • Assuming you do not go over your presentation time, there will be time for up to three minutes for questions.
  • Unless you are presenting, kindly mute your microphone to minimize distractions for other presenters.
  • You will be sent a Google Meet link for your live presentation. You must use this link in order to access your session.

Additionally, presenters will stand a chance to win the best presenter award!

Video Presentation

For a video presentation, you will have to record yourself narrating a digital version of your presentation. You are free to choose the style of video presentation you want.

Guideline for individual video presentations:

  • This video should not be more than 10-minutes length.
  • The resolution of the video should be of high definition (720p or 1080p).
  • All information such as the title of your paper, authors’ name, affiliation as well as your photo must appear on the first slide of your presentation.
  • All presentations must be in English.
  • Audio commentary and all information on the slides must be clearly presented.
  • No background music is allowed.
  • You can use the software or application of your choice to make your video presentation. 

Uploading your video presentation:

To upload to YouTube, you will first have to create a Google account or log in to YouTube with an existing Google account. Then please follow YouTube’s instructions to upload your video. Please note that the video cannot be private or password protected. But you can choose to have it unlisted so that it cannot be found by other YouTube users.

Rename your video following this format: ICon3E2021(PAPER-ID)-Title.mp4

Once the upload is complete, click the “Share” button and note the YouTube link for the video. (Sample link: https://youtu.be/CkEwG2BF8ts).

Submit the YouTube link at this online form:

https://bit.ly/ICon3E2021-VideoSubmission

The deadline for video link submission is 30/8/2021.

Additionally, submitted videos will stand a chance to win the best video presentation award!

3. PREPARING FOR YOUR VIRTUAL SESSION

Before the conference starts:

  • Please make sure you are registered for the conference.
  • Find your presentation schedule and Google Meet link in the conference website. You will be given a username and password through your email to access the program.
  • Test your internet speed.

A Session Chair will also be assigned to facilitate each session.

Before the session starts:

  • Please make sure to join the virtual session 10 minutes prior to the start.
  • Please mute your microphone before entering the session. However, test your audio and camera before you join the session.
  • A Session Chair will announce the presenter’s name to start his/her presentation according to the schedule. As a presenter, open your microphone and/or your camera and sharing your screen once you are ready to present.
  • Registered attendees will be able to hear you automatically.

During the session:

  • You will start the oral presentation according to the schedule. Please inform the Session Chair immediately before beginning the session for those having problems with the internet connection during the conference days. Video presentations will be managed by the technical staff according to the schedule.
  • The question period will take place following the oral or video presentation. You can use the Raise your hand tool to inform the Session Chair of your presence in the virtual room to ask questions to the presenter.

The chatbox (Q&A tool) also will be used by registered attendees to ask questions. The Session Chair will choose the most relevant ones to read for the presenter to answer during the question period.