CLEO/Europe-EQEC 2021 – Instructions for Speakers,  Poster Presenters and Session Chairs

Oral Presentations
Speakers are recommended to speak live with screen sharing of their presentations. Pre-recording of the video is optional.
As a first step they need to register online selecting the option “Speaker”. The same email address used during the paper submission needs to be used. An invitation to register online was also sent using this email address. When the registration is validated, speakers will be able to access the conference online platform (Speaker Resource Center) allowing for example to include their picture, a pre-recording if desired.


Length of the Oral Presentations
Oral presentations are 15 minutes long (12 minutes live or pre-recorded presentation + 3 minutes for discussion).
Post-deadline presentations are 10 minutes long (7 minutes live or pre-recorded presentation + 3 minutes for discussion).
Invited presentations are 30 minutes long (25 minutes live presentation + 5 minutes for discussion).
Tutorial presentations are 60 minutes long (50 minutes live presentation + 10 minutes for discussion)
Keynote presentations are 45 minutes long (38 minutes live presentation + 7 minutes for discussion)
Plenary presentations are 60 minutes long (50 minutes live presentation + 10 minutes for discussion).
Short Course presentations are 2 x 1.5 hour and half an hour break in-between long (live presentation).
Speakers are requested to strictly stick to these time lengths, no extra time can be given.

Speakers are asked to check-in with the session chair in the virtual room of their relevant session ten minutes before the beginning of the session.
If wished, all talks can be presented in live but speakers may provide a pre-recording of their talk which can be used as a back-up in case of technical problems.
In case Plenary, Tutorial, Keynote or Invited Speakers would prefer using the pre-recording, this option can be chosen.

Oral Presentation Upload
Speakers are recommended to speak live but this is not mandatory. In any case, for security reasons, speakers are recommended to provide a pre-recording of their talk, which would be used as a back-up in case of technical problems.
The deadline to send the upload (video) is fixed to 05 June 2021, 23:59 CEST time but we strongly encourage the speakers to make the upload already now. An update of the content will still be possible until the deadline.
All contributors received an email to invite them to check all the tasks assigned to them in the speaker resource center (SRC).
Should you encounter any difficulty in uploading your material or accessing the speaker resource center, do not hesitate to contact us: contact@epsevents.org

Recommended Presentation Formats
• We recommend PowerPoint Presentation for all speakers with a slide ratio 16:9.
• We prefer h264 Video in mp4 file container. It is also possible to use (.wmv), (.avi) or (.mov). 

Short Course Presentations
Short Courses will be organised as a virtual meeting where the instructor can interact with the audience. Short Course Speakers are requested to speak live with screen sharing of their presentation (powerpoint, ..). Short Courses won’t be recorded.

Poster Presentations
(including a poster interface and a one-hour poster session)
Steps to follow:
1) Each poster author needs to register online selecting the option “Speaker” (=poster or oral presenter for the system). The same email address used during the paper submission needs to be used. An invitation to register online was also sent using this email address.
2) The registration needs to be validated so that the poster author can access the poster author’s interface (Speaker Resource Center) where all information is given.
3) When done, the poster author will be able to access his/her poster interface and will have the possibility to download his/her A4 size poster in png format and a short 3 minute video presentation (mp4 format)  which will be accessible during and after the conference. The deadline to send the documents is 05 June 2021, 23:59 CEST time.
4) Each poster author is also assigned in a one-hour topical poster session. Each poster author is required to attend his/her assigned poster break-out room to be able to meet with participants and explain/discuss his/her poster presentation. See day and time schedule in the programme page.
During the session, the poster author can share his/her screen with a presentation (document, powerpoint, …). She/he will able to mute/unmute his/her microphone.
For any technical issue you may encounter please contact: contact@epsevents.org

Session Chairs’ Tasks
The Session Chair main functions will consist in:

1) Connecting to his/her session 10 minutes prior the session begins;
2) Checking if all speakers of the session are present;
3) Identifying who will go for a live or a pre-recorded talk;
4) When the session runs, introducing each speaker;
5) Informing the audience that questions can be written down via the chat box;
6) Making sure the speakers stay within the appropriate time limits;
7) Reading the questions for the speaker to answer them, helping generate discussion;
8) Reporting any problems to the technical staff;
9) Post conference reporting of no-shows, reporting of any other matter.

A trainee course will be proposed to all session chairs to feel comfortable with the system.

Conference publication (online digest)
The accepted one-page summaries (oral or posters) will be available online during the conference for those who have registered.

Post conference publications
After the conference, if approval given during the online submission, the one-page summaries will be published on line by OSA Publishing (https://www.osa.org/en-us/publications/) and IEEE Photonics Society’s IEEE Xplore Digital Library (http://ieeexplore.ieee.org/xpl/mostRecentIssue.jsp?punumber=6778445).

Only papers (either oral or poster) for which the author(s) virtually made the presentation at the conference will be eligible for the publications.