Guidelines for Presenters

Technology

All presenters should plan to upload their slides to the Whova platform in advance of the conference (by midnight New York time June 9). This is important for accessibility reasons. To upload your paper, go to the Whova Speaker Center.

Unlike last year, presenters do not need to upload their camera ready papers to Whova. Proceedings have been released.

Most rooms have podium computers; in these rooms the easiest way to present slides is to bring a USB thumb drive. Your session chair will be provided with detailed information about the technology in your room. Don’t forget to bring international plug adapters for power if you need them.

If your session includes presenters who received an accommodation of remote presentation, your room machine will be running zoom. (The zoom link will only be for presenters, not for online participants.) You should plan to share any slides via the podium computer to allow both zoom and your presentation to be running. Although all machines should be connected to fast internet, problems with networks can occur. If you have slides in a cloud platform such as google slides, please create a standalone backup version to upload to Whova and to carry on thumb drive/laptop to the conference.

The Whova platform is not configured to allow you to upload video. If you plan to show video during your presentation, or if your remote accommodation is to show a prerecorded video, you will need to host the video somewhere like youtube, vimeo, etc. and upload a link to that video in Whova. Consider accessibility features such as automatic captioning in youtube, or having transcription of research clips on your slides or as a separate upload. If you are presenting video in person, try to bring a copy on a thumb drive or on your laptop.

Poster presenters should also upload their posters to the Whova platform; consider common formats like PDF or powerpoint (as opposed to formats that might be difficult for others to view like Adobe Illustrator).

The conference will have wifi in all parallel session venues (Jacobs and Diefendorf). There will not be wifi in the plenary venue.

Any sharing online of sessions (eg, recording, webcasting, webconferencing like zoom, etc.) should follow the ad hoc online experimentation guidelines. These guidelines require three things: full consent of all involved; full transparency with the local organizing committee via your session chairs; and appropriate precautions to ensure safety (i.e., making sure all participants have agreed to the Code of Conduct for the meeting, preventing zoombombing, etc.). The local organizing committee can not provide tech support for ad hoc online experimentation.

Session formats

We have several formats of presentations: long papers, short papers, posters, symposia, hybrid symposia, and interactive tools/demos. None of these sessions will be live-streamed or recorded by the local organizers. Only keynotes, the presidential session, the welcome session, and the closing/awards ceremony will be recorded. Only the hybrid symposium track (born hybrid) sessions will be made available online by the local organizers. Virtual participants will find materials that were uploaded by the participants and session chairs for all sessions, as well as online discussions, on Whova. Following are some details about session formats and how to use Whova prior to your session:

Long paper sessions

All long paper sessions will be 60 minutes in duration.

ICLS sessions will include three long paper presentations and a discussion, coordinated by a session chair. Presenters should check in with their session chairs for specific instructions, if any, but ICLS long paper presentations should be 15 minutes in duration.
CSCL sessions will include three long paper presentations and a discussion, coordinated by a session chair. Presenters should check in with their session chairs for specific instructions, but all CSCL long paper presentations and the contribution by the discussant will be 15 minutes in duration.

Short paper sessions

All short paper sessions will be 60 minutes in duration.

ICLS sessions will include four short paper presentations and a discussion, coordinated by a session chair. Presenters should check in with their session chairs for specific instructions, if any, but all ICLS short paper presentations will be 12 minutes in duration.
CSCL sessions will include three short paper presentations and a discussion, coordinated by a session chair. Presenters should check in with their session chairs for specific instructions, but CSCL short paper presentations will be 15 minutes in duration.

Symposia

All symposia will be 60 minutes in duration. The symposium organizers will be responsible for designing and communicating how to use the time, and the session design should align with what was included in the symposium proposal. Symposium sessions will likely include a number of talks and some discussion. Some may be in the form of structured posters, or innovative formats for audience engagement.

Hybrid Symposia

All hybrid symposia will be 60 minutes in duration. The symposium organizers will be responsible for designing and communicating how to use the time, and the session design should align with what was included in the symposium proposal. Some may be in the form of structured posters, or innovative formats for audience engagement.

Interactive Tools and Demos

These sessions will occur in parallel with the poster sessions on Tuesday. This will allow people to come and go between demos and posters. Each interactive tool or demo will be provided with a table with enough space to engage small groups. Questions about technology infrastructure should be referred to the demos program chairs.

Poster sessions

Poster sessions will be held Tuesday and Thursday afternoons. There will be approximately 160 posters in each session. Posters will be displayed for 90 minutes. Poster stands and materials for mounting will be made available. Poster setup should occur in the half hour break before the poster session.

Below, we provide important instructions on formatting – particularly the need for PORTRAIT (vertical) orientation. We will need to have two posters side-by-side, so all posters will need to have a portrait orientation.

Formatting and printing options

Posters must fit into a standard A0 (A-zero) size, with a portrait (vertical) orientation: 841 × 1189 mm (or 33.1 × 46.8 inches) width × length. Please be particularly careful to not exceed the width limit (841 mm).
We will not be providing printing services, but there are a number of print shops available within close proximity to the downtown Buffalo area where the main conference will take place. Some participants may wish to have their posters printed on fabric in advance (easy to transport!) and bring them to the event.
- Minuteman Press – 505 Main Street, Buffalo, NY 14203

Remote Presenters (with accommodations)

For those presenters that were granted virtual accommodation, whether for papers, symposia, or posters, further instructions on how to join were sent out or contact your chair for more information.