INSTRUCTIONS FOR SPEAKERS AND POSTER AUTHORS

As a reminder, the conference will be fully hybrid, and all scientific sessions will be available to both in-person and virtual participants. The conference platform is Oxford Abstracts, the same platform used for abstracts and registrations. An interactive scientific programme will be available on this platform, where you may view the detailed schedule, read the abstracts, contact authors and chat with participants, watch the live streaming, and add comments. In addition, it will include the poster gallery, exhibitions, and list of participants.

Oral presentation speakers

• you may deliver your talk in-person or online
• if you are presenting virtually, you will need to share your slides via Zoom Screen Share. You also have the option to record and share your talk in advance in case of time zone differences. We strongly encourage you to send us your recording in advance if you expect internet connectivity issues. Please note that you are expected to be present for the Q&A even if you share your presentation recording in advance.
• Both in-person and virtual speakers should submit their slides at the link below
• If this link does not work, please email your slides to presentations@be-moved.co.za and registrations@astronomy2024.org.
• Deadline to upload your slides is 24 hours before your talk

Guidelines

In-person speakers

• Presentations should be submitted online via the upload link above
• In the case where a presenter is not able to do so, they can upload their presentation, up to 24 hours before their talk, at the registration desk (Speakers Prep counter) at the venue
• Technicians are not able to load presentations in the session rooms

Before your session

• Ensure you are on time for your presentation slot and notify the session Chair of your attendance.  The Chair will be positioned at the end of the tech desk.
• Each venue will have a stage with
  • a lectern equipped with a lectern mic
  • Clicker – to move your slide
  • Comfort monitor – to view the current slide of your presentation in front of you (at the bottom of the stage)
• A top table is available in each venue for any panel discussions. The comfort screen will be visible from the table. Table microphones will be in place

Virtual speakers

• Presentations should be submitted online via the upload link above
• Virtual presenters are strongly encouraged to pre-record their presentation in advance and send the video (mp4 preferred) via the above upload link
• When presenting live, virtual speakers should share their presentation file via Zoom
• If there are internet connectivity issues, the virtual speaker can switch off video and the conference technical team in Cape Town will share the uploaded presentation
• In case of severe connectivity issues, the conference technical team will play the recording of the presentation sent in advance

Before your session

• Join the zoom meeting 30min prior to your session
  • Zoom link will be available through the online programme on Oxford Abstracts
  • Please join the Zoom meeting 30 minutes before your session so that the technicians can ensure your audio-visual and presentation slides are in order
  • Keep an eye on the Zoom chat for any messages from the technicians
• Close all other applications and notifications on your computer
  • This might be distracting while presenting, and any notifications from other applications will be audible to the audience
• Ensure you don’t have earphones plugged in, unless you plan to present via them
• Use a hard internet line, where possible (don’t rely on Wi-Fi)
• Rename yourself if needed to your actual name
  • This will allow the Chair to identify your attendance

Camera Position

• Position yourself with good natural light from the front.
• No light from the back – it creates an unwanted silhouette view
• Good head and shoulder room

Your presentation

• Have your presentation in presenter mode
• Windows PC:
  • Window + tab allows you to toggle between your applications
  • This will allow you to jump between Zoom and your presentation
• On Mac
  • Default is slide 3 fingers up on your trackpad to display all your open applications
• If you struggle, do put it in presenter mode soonest
• If not familiar with the process, please practice this with yourself on a Zoom call

Sharing your presentation

• Share with the share tray
  • Select the PPT application in presentation view – not the screen
• Navigate through your slides
• If you have videos in your presentation – Check the box to Share computer sound at the bottom of the Share Screen pop-up window.
  • Activate this function as you log in on Zoom so it is active and ready for your presentation

Time Keeping

• It is imperative that speakers keep to the allowed time
  • This allows the conference to run on time and for all the speakers to utilise their time allowed
• Use your phone and set a timer
• If you are submitting a recording of your presentation – be online for questions after your recording was played for the Q&A session

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Presentation Requirements

• We only accept PPT (PowerPoint) and PDF format presentations
  • We cannot accept Keynote presentations
• Presentations to be in 16:9 aspect ratio
• Videos should be embedded in the presentation
• No embedded links to website, etc. will be facilitated
  • Should you need to make reference to a website, etc. please embed a screen shot of the web page or download the relevant video and then embed it into your presentation
• If you wish to use the GA logos or presentation template, download them from https://astronomy2024.org/resources/.

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Poster authors

• you may present your poster in-person or online
• all posters at the IAU GA 2024 will be digital; no printed posters will be included
• prepare and submit your poster by July 25 as described below
• your poster file should be a 1 page PDF, A1 size, landscape format
• we will display the A1 posters on 40 inch screens (1920×1080 resolution at 16:9 aspect ratio) which allows for blank spaces on the margins for the zoom window (see section below on “How poster sessions will work”)
• please include all relevant details in your poster PDF such as title, abstract, authors and affiliations. Note that your PDF should be a standalone poster document. (the PDFs will be shown on the screens at the venue)
• If you wish to use the GA logos or icons, download them from https://astronomy2024.org/resources/.
• Submit your poster
  • go to your dashboard https://app.oxfordabstracts.com/dashboard/events/5099
  • under “Poster submission” section, click the EDIT button
  • the following fields on the form are read-only and cannot be edited: abstract title, abstract text, authors and affiliations
  • fill in the Keywords for your poster
  • upload the poster PDF file and submit the form
  • you may change and update your poster until the deadline

Deadline to submit poster: July 25 August 01

How the poster sessions will work

We aim to create a truly hybrid poster experience. Each screen at the physical venue will display an A1 landscape poster in front of which the poster author can stand and meet people as they browse the posters in the traditional way. The significant difference, however, will be that each screen will also be a Zoom room with a camera and microphone. In this way, online participants can view the posters online and interact with the in-person poster author via zoom. In the case of virtual poster authors, the in person participants will browse their posters at the venue and engage with them via zoom rooms running on the digital poster screens. And similarly, virtual poster authors will engage virtual participants through zoom.

We plan to use smart TVs as poster screens, each equipped with a raspberry pi, basic webcam, mouse and keyboard. After the conference, in collaboration with the South African department of education and department of science and innovation, these 100 poster setups (smart TV, raspberry pis and peripherals) will all be donated to 100 different schools in need, along with a flash drive full of electronic educational material which participants would be welcome to contribute to.

As a poster author, here is how the E-posters will work.