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Hubs and local information

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Guidelines

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Please browse through this document and make a note of anything that applies to you.

Devices

Please bring one or more devices (laptop, tablet and/or mobile phone) with internet (WiFi) and a good battery and headphones. The battery should last all day after you charge it in your hotel. It will be difficult or impossible to charge your battery at your hub. 

File labels

Please label all submitted files with surname of first author followed by contribution ID number like this: Gupta31.pdf, Perrault1022.mp4, Smith771.pptx. To find out your contribution ID(s), check the first email(s) you received from icmpc at uni-graz.at.

Moodle

Please see the separate guideline on this homepage (under Guidelines). Active participants will have a separate Moodle forum for every presentation. Please upload all relevant files to your Moodle forums. That may include revised abstract, proceedings contribution, ppt file, sound files, or any other information that you wish to make available to other conference participants. 

Revised abstracts

Please upload your revised abstract (in pdf format) both to ConfTool and to Moodle using this template by 10 June 2018. All paying participants should have received a Moodle password by email. If you can't find it, please look in your spam folder.

Here is the procedure for ConfTool:

• Log in here: https://www.conftool.pro/icmpc2018

• Click on your submissions. Then click on final upload.

• In the large text field in the middle, replace your original abstract by your revised abstract, taking into account reviewers comments, and staying within the 500-word limit (including subheadings). The format of this text is “text only”. Please note that revision of your abstract is a condition for inclusion in the program.

• Upload the same abstract as pdf (created using the Word template on this page) in the corresponding field.

• If in addition you would like to contribute to the conference proceedings, upload your pdf in the  corresponding field (created similarly) by 10 June 2018.

• If you are giving a poster, you may add a one-minute video in the corresponding field.

All these materials should also be uploaded to Moodle.

Symposia

Symposium organisers are asked in addition to prepare an abstract for their symposium. This text is different and separate from the abstracts for the individual talks (including the organiser's talk abstract). Please use the revised abstract template, where you will find further information, and upload the abstract to the Moodle forum that has been created for your symposium. There is a separate forum in Moodle for the talk that you are giving in your symposium.

Proceedings contributions

If your talk/poster submission has been accepted, as a long talk, short talk, or poster, you are invited to submit a longer paper to the conference proceedings. Contribution is voluntary. Please first download the guidelines and read them carefully. After completing your text, upload it to ConfTool by 10 June 2018. Finally, upload your contribution to the corresponding forum in Moodle.

Posters

Printed posters in DIN-A0 format (portrait orientation) will be displayed at each hub in regular poster sessions. We have prepared a guideline but it is not necessary to follow the detail. Just make sure everything is legible when the poster is printed in A4 format (portrait orientation) and there are no legal problems if the poster appears against your will in the internet (if there are, authors will be responsible).

Every poster can also be presented in any number of the following ways. All are voluntary.

  • Electronic poster (pdf, DIN-A4) in the password-protected conference system, for electronic discussion. 
  • Introductory video ("poster video"). The guideline is here.
  • Live speed presentation (one minute) before the poster session (on the same day). If you wish to participate, please upload your poster to Moodle. We will prepare a ppt with a single slide for your poster. It will contain your name, affiliation, the title of your poster, and the poster itself. You task is then to talk for 50 seconds. Please allow 10 seconds for changing between speakers. If you write down what you want to say and read it out, limit your text to 100 words. 

Talks

Software: Please use Powerpoint and store your files as pptx. If you would like to use a different software or format, let us know in advance. Slide size should be standard (4:3) -- not widescreen (16:9). This is to ensure that your YouTube stream has space next to the ppt slides for your talking head. To change Slide size, click on Design. Please also have a pdf version of your talk ready in case there is a problem with ppt. You have the option of uploading a pdf version of your ppt to your Moodle page when it is ready. If you are playing sound files or videos during your talk, please embed them in the ppt and save the original files in the same folder as a backup. 

Hardware: All AV materials for presenting talks must be stored on USB sticks. It will not be possible to plug a laptop into our system. This is due to the added complexity of live streaming, switching between one-way presentation and two-way discussion mode, mixing sound and images and so on, and the cost of technical support. Speakers who wish to run special software during their talk are asked to prepare video examples and incorporate them into a ppt file or similar. Please bring two data sticks with all materials stored on both. 

Upload. This point applies only to the Graz hub (other hubs have different arrangements): We will upload your talk at registration, where a technician will answer your technical questions. If you prefer not to upload on arrival, please do so the day before your presentation at the latest. You can replace your ppt with a revised version during the break before your session. 

Timing: Presenters of long talks should plan to speak for 15 minutes; short talks, 10 minutes. If everything goes well and there is no delay, speakers in long talks will get an extra 4 minutes; short talks, an extra 2 minutes. During these extra minutes, you can show extra slides; please be ready to leave them out if there is a delay. With no delays, the time plan for long talks (30-minute slot) will be:

  • Long talks: chair's intro 1 min, talk 19 min, questions 7 min, room change 3 min, total 30 min.
  • Short talks: chair's intro 1 min, talk 12 min, questions 4 min, room change 3 min, total 20 min.

The above timing applies only if there are no technical problems! With problems, your talk will take 15 minutes (long) or 10 minutes (short). Chairs will not usually introduce speakers, but the extra minute at the start may be necessary for other reasons. Please note that the program will not be delayed for any reason. If a program event is delayed, the next program event will start on time.

All talks should appear twice on the global program: once real and once virtual. Virtual talks can happen either in real time or after a delay. The procedure for the discussion is different in the two cases (see below). To find out which applies to you, search for the session ID in the global program overview (pdf) which is linked to the program page.

Participating in discussions

At a regular conference, to participate in a discussion you either raise your hand after the talk, meet the speaker afterwards, or send an email. At this conference, there are additional possibilities for discussing talks, including the global foyer. The following text focuses on discussions at the end of talks. It is not necessary to read in advance because everything will be explained.

  • If you are attending a live talk that is transmitted in real time to another hub, the two hubs will share the discussion in Zoom. If you have a question, raise your hand and wait for the microphone. While speaking, keep your lips close to the microphone (about 1 cm). The speaker will reply in the usual way.
  • If you are attending a live talk that is not transmitted live to another hub, the discussion following the talk will be recorded on the live stream so anyone with internet can watch it either in real time or later. Again, raise your hand and wait for the microphone. Speakers will watch these videos later on to remember the points raised by their colleagues in the discussion and think about them.
  • If you are attending a virtual talk that is being transmitted live from another hub, you will be watching a YouTube live stream. During the discussion, raise your hand and wait for the microphone. The speaker will answer your question acoustically.
  • If you are attending a virtual talk that has already finished, you will be watching a YouTube video. At the end of the talk, there will be a local discussion that aims to help the audience understand the content by talking to each other about it, and give the author useful feedback. A student assistant will act as a secretary, summarizing the discussion (comment by comment) in Moodle (in the talk's forum). If the speaker is awake and connected to the internet, she or he can reply to these comments immediately in writing. Otherwise, s/he can reply later.

Chairing sessions

Thank you to all those who have accepted a request to chair a session. Please read the following carefully and let us know if anything is unclear.

Please attend one of the scheduled meetings for chairs at your hub before your session. Please also arrive at your session half an hour early to meet the presenters and make sure everyone understands the procedure.

The time during the session will be displayed on a computer, tablet, or mobile phone on the front desk. Please start each talk on time within ten seconds, regardless of what is happening in your room. You can do that by standing behind the lectern (aka podium or pulpit) and speaking clearly into the microphone, ignoring any people who might be coming, going, or talking. You will be seen on the live stream, which will run constantly throughout the session, having started during the previous break. Next to you will be the projected title page of the speaker’s ppt.

Introductions should be short please -- perhaps 10-15 seconds. For example: “Welcome to this session on cognition. My name is Roger Rutley from the Global University of Auckland in New Zealand and it is my pleasure to welcome the first speaker, Jill Wang from the Rumanian National University.” There is no need to read out the talk title or say anything else.

Then you can relax and enjoy the paper. Just make sure the speaker feels comfortable, then feel free to sit anywhere. A student assistant will sit in the middle of the front row and hold up signs saying 5 minutes to go, 3 minutes to go, 1 minute to go, Time’s up.

Some talks are transmitted live to other hubs. Others will be seen at other hubs after a time delay. The procedure for discussion is different in these two cases.

  • In the case of live transmission: when the speaker finishes and the applause starts, the technician will switch from YouTube live stream (1-way communication) to Zoom (2-way). If the speaker does not stop, please stand next to him or her as a gentle reminder; the technician will also wait. When the Zoom image appears, you will see the audience at the other hub that has been watching all along. First, check that the student chair at the other hub can hear you. Then start the discussion by taking a question from a member of your local audience (using a hand gesture). Make sure both question and answer are short (less than about 30s each). Audience members need not say their names (we have no time for that unfortunately). After that, alternate between local and remote audience. To invite the remote audience to ask a question, just say something like “over to you Sydney” and let the remote chair (who may be a student assistant) decide who in the remote audience will speak next. You can also read questions from the YouTube comment stream, if you wish. To see the YouTube stream, find the talk via Moodle on your device during the talk. As an alternative to the YouTube comment stream, people can also comment in Moodle itself, but you may not have time to read that. The comments will be available for the speaker for later discussion.
  • If there is no live transmission, and your talk is instead seen as a video later on, your discussion session will be like a regular conference. People in the audience who ask a question will wait for the microphone. What they say will be recorded on the YouTube stream, but when the talk is played later at another hub, the audience will probably not watch this discussion. Instead, they will start their own independent discussion. A student assistant will summarize the discussion in either Moodle or the YouTube comment stream, sending just one or two sentences at a time (with a separate comment for each question or contribution to the discussion) and without noting the names of the people involved (which would take too long). The aim of this spoken and written discussion is to understand the content together and provide useful feedback to the authors.

To find out which of these two options (real-time or delayed virtual session) apples to your session, please look for the label of your session (e.g. "T1G") in global overview program, which you can download from the conference homepage under  "Program". If the session label is printed bold, the virtual version will happen in real time; you will see it vertically above or below the original. If the sessions label is italic, you will find the virtual version later in the program. 

During the discussion, your role is mainly as a moderator. Please clarify any unclear questions or answers, especially considering that many people in the audience do not speak English as a first language. If several people raise their hands, favor those who have not already asked a question in the same session (including previous talks). Please have one or more questions of your own ready, but you will probably never ask them, because your audiences will always have preference. All the same, it would be great if you could type your questions into one of the discussion forums (YouTube or Moodle) at some point.

During the last three minutes of the time slot for each talk, people can change rooms. The discussion must stop at the correct time because the program cannot be delayed for any reason. Our internet timekeeper will control the last three minutes of the slot as follows:

  • “Time’s up” (visual, flashing) for one minute
  • music (audio) for one minute
  • silence for one minute

The same applies before a break. Breaks will start exactly on time.

If there is a serious technical problem and the speaker does not get the promised 10 minutes for a short talk and 15 for a long talk, the talk may be rescheduled in a later empty time slot. Even if all those slots have been filled with interesting delayed virtual talks, it should be possible to cancel one and insert the live talk in question.

No matter what happens, do not change the program. If there is a problem of any kind in any talk, the following event should still start exactly on time, regardless of whether it is another talk, a demonstration, a meeting, or even a break. All breaks will start and end on time.

Thank you for your support and attention to these details. If you have any questions or suggestions for improving this guideline, please don’t hesitate to ask.

Meetings

Global foyer

We encourage you to take advantage of the global foyer during breaks for spontaneous meetings. Here you will be able to communicate casually and spontaneously with participants at other hubs. Just sit in front of one of the computers, put on the headphones, and talk to anyone who happens to be sitting at the corresponding computer at the other hub. More than one person can sit at each computer. 

Global meetings

It will also be possible to organize more formal inter-hub meetings. Graz has a special video conferencing room (“VC room”) for up to 12 people with two 84” interactive touch displays. You can use any regular skype-like software. It is a few minutes walk from the conference venue (block G, first floor, Resowi). The other three hubs have facilities for connecting to meetings in this room. In this way, any registered participant can organize a meeting between participants at different hubs. If you would like to take advantage of these facilities, please send the exact time and places of your proposed booking to esther.ptasczynski@live.de. You can do this any time before or during the conference. Information about the VC room in German is here: on.uni-graz.at/de/detail/article/ein-raum-mit-vielen-sinnen/.

Local meetings

Hubs may also have rooms available for regular local meetings. In Graz these rooms are called room D (which is a lecture room with raked seating) and room 0 (a seminar room with moveable chairs) and reservations can be made at registration.

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