We are excited to have you participate in CASE 2024. Below are the detailed instructions to ensure a smooth experience for all presenters, participants, and session chairs. The complete program can be accessed here.
Program Structure
CASE 2024 program structure is composed of technical sessions consisting of 4-6 papers. Each paper has a 15-minute slot, divided into 12 minutes for the presentation and 3 minutes for questions and answers. Please note that the program is divided into:
- Special Sessions: including both in-person and online presentations.
- Regular Sessions: with exclusively in-person presentations.
- Virtual Regular Sessions: with exclusively online presentations.
Zoom links for all session rooms will be available in the Virtual Conference Program on Infovaya. Each session room will have a volunteer host to assist with technical support.
Participation Instructions
Please click on the tabs below for more information and instructions on how to participate to the conference.
Arrival Time:
All presenters should join the session 5 minutes before the start time to check in with the session chairs.
Presentation Timing:
Each presentation is allocated 15 minutes: 12 minutes for the presentation and 3 minutes for Q&A and changeover.
Presentation:
Your PDF presentation slides uploaded to Infovaya will be pre-loaded onto a dedicated laptop in the session room. This will be the default presentation file.
If you wish to use a different file, such as a .ppt file, upload your latest slides to the laptop at least 10 minutes before your session starts.
Time Keeping:
The host will provide time reminders at 5, 2, 1, and 0 minutes remaining.
In-person presenters will see time-keeping signs.
Joining Sessions:
Please join your session via the provided Zoom link.
Rename your Zoom display name using the format: Paper number_First name_Surname (e.g., 123_John_Doe).
Arrival Time:
All presenters should join the session 5 minutes before the start time to check in with the session chairs.
Presentation Timing:
Each presentation is allocated 15 minutes: 12 minutes for the presentation and 3 minutes for Q&A and changeover.
Presentation:
You may choose to present live or have the host play your pre-recorded presentation.
For live presentations, the host will enable screen sharing for you. After your presentation, stop sharing immediately to allow the next presentation to begin.
For pre-recorded presentations, the session chair/co-chair will play the video and manage the screen share.
Time Keeping:
The host will provide time reminders at 5, 2, 1, and 0 minutes remaining.
Online presenters will receive notifications via the Zoom chat.
Pre-Session:
Enter the session room or Zoom room 5 minutes before the session starts. Online chairs will be unmuted by the volunteer host upon entry.
Confirm the presence of all speakers with the volunteer host.
Session Management:
For pre-recorded presentations, play the video from the dedicated laptop and manage screen sharing.
For questions from online participants, coordinate with the host to unmute participants or read questions from the chat.
Time Management:
Ensure the session ends on time to allow for a smooth transition to the next session.
Remind speakers to wrap up when the “stop” sign is shown.
Required Presentation Material
All presenters at CASE 2024 are required to upload the following materials on the InfoVaya platform.
Presentation Material Upload Deadline: August 20, 2024
- Presentation Slides (OBLIGATORY FOR ALL AUTHORS): All presenters are required to prepare presentation slides in PDF to describe their work.
- Presentation Video (OBLIGATORY FOR ALL AUTHORS): All presenters must prepare a 12-minute video describing the main contribution of their work.
- Graphical Abstract (OPTIONAL). All presenters can produce a graphical abstract that provides a concise visual summary of the findings of your paper.
Please click on the tabs below for more information and instructions on how to upload each of these elements.
All accepted CASE 2024 presentations must prepare presentation slides in PDF and upload them to the InfoVaya conference app by August 20, 2024.
Presentation Slides Format
– File formats: PDF
– File size: 10MB [max]
Presentation Template
We encourage you to use the CASE 202 logos available here and the following presentation templates:
Important note: For the Latex template, please use LuaLaTeX instead of pdfLaTeX. If you work on Overleaf, you will find the option by clicking on Menu > Compile > LuaLaTeX.
Presentation Slided Submission
– Go to https://events.infovaya.com/event?id=140
– Log in with your email (the same email you used to submit your paper to CASE in Papercept) and password. First-time users, please click on “Set a new password” and follow the instructions therein to set your password.
– Click on your presentation title under “Action Required”
– Click on the “Slides” tab, and upload your image.
All accepted CASE 2024 presentations are required to prepare a 12-minute video and upload it to the InfoVaya conference app by August 20, 2024.
This video (which is different from the accompanying/application video of your paper, if you had one) should be self-contained and describe the main contribution of your work.
Please see below for further information on the format your video should be in, advice on recording it, and instructions on uploading it to the InfoVaya platform.
Video Format
– Video file: MP4
– Video duration: 12 minutes [max]
– Video file size: 300 MB [max]
– Video file name: The file name should start with CASE2024_ followed by your paper’s 4 digit PaperCept ID (e.g. authors of paper number 123 would upload CASE2024_0123.mp4)
– Video dimension: minimum height 480 pixels HD, aspect ratio 16:9. Zoom (see Video Preparation section below) will automatically apply these settings
Video Preparation
We recommend using Zoom, as it allows you to easily record a compatible, high-quality video from content displayed on your computer screen and voice recorded via the computer microphone.
To use Zoom to capture your video: Create a Zoom meeting where you are the only participant. Start the meeting and share your screen (your presentation slides) and turn on your camera so that your face is visible. Click on “Record” and start recording your video. Showing the speaker’s face is recommended but not mandatory. If you choose to do so, please make sure that the speaker window is on the top right corner of the screen, not covering the slides.
Tips for Making Engaging Videos
Tell a story: Think of your presentation as a short story that hooks the viewer so they read your paper. Keep it engaging and accessible. Your story should cover your goal, motivation, method and results. In 12 minutes you probably can’t go into too much detail, so try not to pack everything in, and limit the amount of content on each slide.
Check your Filming Conditions
Think of your background, make sure it’s appropriate, or use a virtual one if easier. Your head should be centred and should take up much of the frame. Remember this will be a small window on your presentation video. Lighting should be in front of you or slightly to the slide (not behind you). Test your microphone and try to limit background noise and alerts from your phone or computer.
You may find the following “IEEE Video Presentation Guidelines” useful:
https://ieeetv.ieee.org/ieeetv-specials/recording-your-presentation-with-zoom
Presentation Template
We encourage you to use the presentation style guide described in the “Presentation Slides Instruction.”
Audio and Captions (optional)
For ensuring accessibility, you are suggested to have captions and a voice over in your video. You can add captions in the following 2 steps:
– Generate an audio transcription of your video (you could do this using Zoom, as explained here: https://support.zoom.us/hc/en-us/articles/115004794983-Audio-transcription-for-cloud-recordings).
– Burn your captions in your video (you could do this using a free tool like Handbrake (https://handbrake.fr/) or Maestra. The following video explains how this could be done (from 4:30): https://www.youtube.com/watch?v=dbUFSoZPsKI
Video Submission
You must upload your video on the InfoVaya platform, NOT Paperplaza during the designated timeframe. You will then follow the steps below:
– Go to https://events.infovaya.com/event?id=140
– Log in with your email (the same email you used to submit your paper to CASE in Papercept) and password. First-time users, please click on “Set a new password” and follow the instructions therein to set your password.
– Click on your presentation title under “Action Required”
Select the “Videos” tab. Drag and drop your video file into the “Upload Video” area. Click on “Upload.”
– If you need support, please contact the InfoVaya helpdesk (helpdesk@delfys.com)
If you need to replace your uploaded video with a newer version:
– From the Home page, click on your name/image to go to your Profile page.
– Click on your presentation title under “Contributions”.
– Click on the red edit button, select the Videos tab, and Delete your existing video.
– Upload your new video.
To give attendees a quick idea of your paper, you can also upload an image representative of your work, a Graphic Abstract, which provides a concise, visual summary of the findings of your paper. This can be one of the main Figures in your paper, a collage of key Figures, or, ideally, a purpose-made Figure.
This should be uploaded to the InfoVaya conference app by August 20, 2024.
The graphical abstract image should be:
– Size: 400×400 pixels [minimum]
– File formats: JPG
– File size: 10MB [max]
You can refer to the following article for more advice on creating your graphical abstract: “Designing an effective graphic abstract”, by Alice Chen Kitterman, Science Robotics Vol.6, No.61 https://www.science.org/doi/10.1126/scirobotics.abn1724
Graphical Abstract Submission
– Go to https://events.infovaya.com/event?id=140
– Log in with your email (the same email you used to submit your paper to CASE in Papercept) and password. First-time users, please click on “Set a new password” and follow the instructions therein to set your password.
– Click on your presentation title under “Action Required”
– Click on the “Graphical Abstract” tab, and upload your image.