CIES 2020 Miami (March 22-26, 2020)

Preparing for virtual conference

If your proposal has been accepted for the CIES virtual conference presentation, we would like to ask you to carefully read and follow the instructions below.

To avoid any technical issues during the conference, each virtual presenter is asked to record their conference presentation well in advance to ensure the highest possible experience for both presenters and conference attendees.

Virtual Papers

All virtual presenters must submit a recording of their presentation to us by February 7th, 2020. We will then review the recording to ensure there are no technical issues, and suggest possible ways to improve the quality of the recording if needed. In order to ensure everything is ready to go for the conference, we will not be able to accept any revised files after March 10th, 2020. Recorded presentations should be no longer than 15 minutes and should be shared through a webcam recording, an edited video, a PowerPoint or Prezi with recorded audio or another form of video (see detailed instructions below). Each presentation should be no more than 15 minutes long.

During the session, we will play the recording instead of having live presentations in order to avoid technical complications. Virtual panelist will be able to participate in the discussion during the live session. Additionally, we will record all hybrid panels during the conference to feature on the CIES website so that interested conference participants, as well as the broader audience (e.g., university lecturers and students, practitioners in the field, the public and so on), can also engage with the presentations both during and after the conference.

Virtual Posters

Virtual posters should be a single page or slide that summarizes your research. You are able to highlight related resources you would like to direct people to by including them as hyperlinks directly in your poster. If you wish, you can also send us an audio/visual file describing the poster. This file cannot be more than 3 minutes long. We suggest that you supply a high quality recording (for more information, please see here: Recording the talk). We will display this recording with your poster during the conference.

Virtual posters will be hosted on cies2020.org via a blog form, which will enable you to receive comments and questions about your work. Conference participants will be encouraged to visit the virtual poster session throughout the entire period of the virtual conference via CIES social media and the conference program. Conference participants will also be able to access your work by searching your name in the conference program. Poster PDFs should be submitted to cies2020@cies.us by Wednesday, February 26, 2020.

When submitting posters/papers for virtual conference, please include “VIRTUAL CONFERENCE SUBMISSION: <Title>” in the subject line of your email.

Important note for those directly affected by the coronavirus health emergency and related travel restrictions

If you are switching from online to virtual conference participation, please submit your recorded papers and posters by March 10th deadline. While we will not be able to check these files for quality, we will do our best to make them available online.

Instructions for preparing and sending video files for the virtual conference

Thanks again for joining us in this experiment. We are looking forward to working with you over the next few months to ensure the first CIES virtual conference extension is a success!

Video files should be sent to email  using WeTransfer, by the submission deadline of 7th February 2020 and include as part of the message or in a separate text document the following information:

  • the title of the presentation,
  • name of the presenter/s,
  • name of other authors if applicable, affiliations,
  • a short abstract of no more than 250 words and
  • a short bio detailing research interests, expertise and contact details of each author in no more than 150 words each.

These additional details will be featured in the conference program and also on the CIES website where the videos will be featured together with a discussion board and audiences engage with the presentation. We hope that this way of providing a heightened presence at the conference will enable the virtual participants to receive the same exposure and networking opportunity as onsite presenters.

Please note, we are aware that some presentations might change focus while authors prepare it. We would like to ask you that the final video recording keeps the thematic focus or even strengthens the contributions you would like to make towards the conference theme.

Videos must be submitted in one of the file formats supported by YouTube (.MOV, .MPEG4, .AVI, .WMV, .MPEGPS .FLV, 3GPP and WebM) and should be no longer than 15 minutes!

If you would like some help with recording these videos please watch the following guide Recording the talk.

Another option is to film your talk using a smartphone, which often have included apps for video recording and high-resolution cameras of excellent quality (usually of better quality than the webcams included with most laptop computers). Note that it is preferable that the smartphone is positioned horizontally so that the video orientation is landscape rather than portrait. Also, note that many smartphones have two cameras: one facing the user and one outward-facing, the latter generally being by far the better quality of the two and hence the one to use. Employing an inexpensive tripod mount, with perhaps someone to assist the speaker, may be desirable.

If the idea of recording the talk seems a little daunting, you might consider getting someone to help. Many academic departments have students, both graduate, and undergraduate, who are surprisingly computer/technology savvy. Some may even have their own video cameras and editing software. It might be worth having speakers ask around to find such a person.

After submission by the 7th of February 2020, each video will be evaluated by the organizers and final acceptance for inclusion in the program will depend on the following:

  • Length of video is not more than 15 minutes
  • Presenter must be registered for the CIES 2020 Presentation directly addresses the conference theme
  • Presentation recording is of high quality

We will review your submission by February 28th and will let you know whether any further (technical) revisions are necessary before we accept your paper for presentation in the virtual conference.  Final versions of videos must be submitted no later than March 10th.

Please note that if you are switching from onsite to virtual conference participation due to the coronavirus emergency, you will need to meet the March 10th deadline.

Again, if you have any questions about recording or the virtual conference, please do not hesitate to contact us at cies2020@cies.us (include ‘VIRTUAL CONFERENCE’ in the title of your email)

Acknowledgment

We would like to thank the organisers of the  Feral Conference  and the authors of the ‘Nearly Carbon-neutral conference model’ white paper and practical guide for thinking through these ideas and for allowing us to adapt their models