|

Virtual Poster Session

This page contains the information and points to the Guidelines for organizing a Virtual Poster Session.

Virtual Poster Session Scenario

In difference to a regular conference session, where paper presentation is the major objective, a poster session is focused on discussions. Therefore, the organization of a poster session differs from a regular conference session. Every poster session hosts several poster discussions in separate virtual rooms. These virtual rooms are technically organized as Google Meet teleconferences (meetings). The virtual rooms are run in parallel. Hence, a person who wishes to discuss several posters (a Listener) may enter and leave virtual rooms during the session.

The moderator of a poster discussion in a virtual room is the Presenter of the poster. The Presenter takes care about the organization and sequence of one-to-one discussions with the Listeners as explained below. Poster session chair, together with their technical assistant, coordinates the proceeding of the parallel discussions in virtual poster rooms.

The discussion of a poster is supported by the poster slides that are used by the Presenter to answer questions. These slides are shared on the main screen of the virtual room and are under the control of the Presenter.

The Listeners, who wish to pose a question and discuss the answer, are invited to submit their question(s) using the virtual room chat box. The Presenter, as a moderator, chooses the questions from the chat box in the order s/he deems as appropriate. The Presenter also manages the time spent for answering questions in order to answer as many questions as possible.

To get a better idea of the posters included in the program of a poster session, Listeners are advised to skim through the papers describing the posters scheduled in the session. These papers will be made available before the conference as the part of the preview of the conference proceedings volume. The preview will be publicly available at the conference web site http://icteri.org/.

What the Authors and Presenter do for Preparing their Poster Discussions

  1. Authors of the poster presentation included in the conference program must appoint the Presenter who will act as the moderator of the poster discussion in the virtual room of their poster presentation. The Presenter information has to be entered using the Program part of the ICTERI EasyChair as follows:
    1. After logging into EasyChair, select the “author” role. You arrive at the list of your submissions for ICTERI 2020.
    2. In the list of your submissions, select the paper that has been accepted as a poster paper and included in the program of a poster session. This row in the table will have the “access” link in the “Program” column. Click this “access” link. You will arrive at the description of the talk in the conference program.
    3. In the talk page, edit the Presenter element (line). Please enter the name of the Presenter you have appointed.
  2. The Authors, including the Presenter, prepare 5 to 7 slides as the illustrative material for the discussion of their poster.
  3. The Presenter uploads the presentation slides, in PDF format, to the conference program in the ICTERI 2020 using the Easy Chair “author” role at log-in. For uploading the presentation slides to the Program, the following steps need to be completed:
    1. Navigate to the description of your talk in the Program (as described above in Paragraph 1)
    2. Using the contextual menu (located in the top-right corner) select item “Program”
    3. Using the contextual menu (located in the top-right corner) select item “Access Slides”
    4. Upload the pdf-file of the  presentation

What a Presenter does During the Poster Session

  1. Shortly before the scheduled beginning of the poster session, a Presenter enters the virtual room activated by the session chair for their poster. The link for the Google Meet teleconference (meeting) for their virtual room will be provided in the description of the session in the conference program.
  2. Shortly before the scheduled beginning of the poster session, a Presenter shares their poster presentation on the main screen of the virtual room.
  3. After the beginning of the session, a Presenter follows the appearances of the Listeners in the virtual room and ensures that the audio and video of the active Listeners are on mute.
  4. After receiving questions in the chat box of the room, a Presenter chooses a question to answer and invites the Listener who posed this question to unmute their audio for the discussion. Then the answer to the question is given and the context is briefly discussed. After the discussion of the question is finished, a Presenter chooses the next question to discuss.
  5. After the scheduled time of the session is over, a Presenter thanks the Listeners and closes their virtual room.

What a Listener does to Join a Poster Discussion

  1. A Listener gets familiar with the technical details of the posters included in the program using the preview of the proceedings volume on the ICTERI web site. Based on these papers s/he chooses the posters that s/he wishes to discuss at a poster session.
  2. A Listener gets the information about the virtual rooms scheduled for the chosen poster discussions using the conference program. The link to the conference program will be made available at the ICTERI 2020 website (http://icteri.org/).
  3. During the poster session, a Listener enters the chosen virtual room and makes sure that their audio and video are on mute. Then, s/he poses their question in the chat box of the virtual room and stays in the room to listen to discussions.
  4. At any time, a Listener may leave the virtual room without notice. The Presenter will skip their question if the Listener is out of the room.
  5. A Listener is allowed to unmute their audio only when the Presenter invites them to do so to discuss their question.