This page collects all the information and guidelines for properly organizing ICTERI 2021 poster sessions in the hybrid mode.
Hybrid Poster Session Scenario
Poster sessions will be run using the Google Meet video conferencing tool.
Every poster session starts with a short oral introduction by its Session Chair. Further, the Session Chair moderates the flow of the scheduled poster presentations, including timing control. The information on the posters included in a session is provided in the ICTERI 2021 conference program. The link to the program is given at http://icteri.org/icteri-2021/participants/
A poster presentation differs from a regular conference presentation by its focus on discussions, in the form of questions and answers. Therefore, poster paper talks are not given in poster sessions.
The posters, in the form of short presentations, are uploaded by the posters authors to the Poster Session Gallery before the conference. The file names of these uploaded presentations should start with the 3 digit poster submission number for proper identification. Poster Session Galleries are made publicly accessible for conference participants by the Local Organization Committee at: Poster Session I: https://drive.google.com/drive/folders/1tb7KWKXvbie826pXfnJP9eq3Sg6ox06q ; Poster Session II: https://drive.google.com/drive/folders/1j6SVlgO8bvyBt9lG84nUySO7eubnqvML
The virtual visitors (Listeners) to a Poster Session can access the posters at the Poster Gallery any time after a poster is placed in the Gallery. The Listeners may pose their questions to a particular poster using the virtual Poster Session textual chat. In a question a poster has to be identified using its 3 digit submission number.
The Listeners, who are present physically in a Poster Session, pose their questions in the same way as virtual Listeners.
The Chair of a Poster Session picks the questions from the chat and gives the floor to the Presenter of the poster for answering the question to their poster. After the floor is given, the Presenter shares their presentation in the virtual session and answers the question using their presentation slides. The time for answering a question is limited to 3 minutes.
A Poster Session is closed by its Chair after the scheduled time for the session has passed.
A Poster session is recorded by Google Meet. The record is further uploaded to the ICTERI 2021 YouTube Channel at: https://www.youtube.com/channel/UCyWeVbYw5axmb9QklHxxqIA
Several different participant roles have been mentioned above. The more detailed instructions for different roles are offered below
What the Authors Do for Preparing their Poster Presentation
The Authors of the poster included in the conference program have to appoint the poster Presenter (normally, but not necessarily, the first author) and register him with the Program part of the ICTERI Easy Chair as follows:
- Select the role of an “author” after logging into the EasyChair. You arrive at the list of your submissions for ICTERI 2021.
- In the list of your submissions, select the poster that has been accepted and included in the program. This poster will have the corresponding “access” link in the “Program” column of the table. Click on this access link. You arrive at the description of your planned poster presentation in the conference program.
- In the presentation (talk) description page, edit the item (row) Presenter. Please enter the name of the presenter you nominate for giving the poster presentation at the conference.
- The Presenter commits to be present at the scheduled Poster Session (physically or virtually) and to answer the questions to their poster posed by the Listeners.
The Authors, including the nominated Presenter, prepare their short poster presentation (PDF, normal size slides layout to be presented on a screen). The presentation is uploaded to the Poster Session Gallery. The access for uploading the presentation file to their Poster Session Gallery is provided by the Local Organizers in a separate email message.
What a Participant (Presenter or Listener) Does for Joining and in a Poster Session
- A Participant goes to the ICTERI 2021 program using the link provided at the ICTERI 2021 web site (http://icteri.org/icteri-2021/participants/) and locates the Poster Session of their interest in the program.
- A Participant acquires the Google Meet link for joining the session. This link is given in the description of the session in the program or provided by the conference helpdesk in response to a physical or online request.
- A Participant joins the chosen session at scheduled time using the session link in their Web browser.
- A Participant tests their microphone and video and mutes (turns off) both the microphone and video before clicking the “Join Now” button on the Google Meet screen that opens in their browser.
- A Listener posts their questions to the posters of their interest using the chat box of Google Meet.
- A Presenter checks the chat box for the questions to their poster and gets ready to answer these questions after the floor is given to them by the Poster Session Chair.
What a Presenter Does to Answer Questions
- After joining the session, a Presenter waits, with their audio and video muted, until the Session Chair invites them to answer a question to their Poster.
- The Session Chair might wish to check if all the session Presenters joined the session before starting it.
- While waiting, a Presenter checks the chat box for the questions to their poster and gets ready to answer these questions after the floor is given to them by the Poster Session Chair.
- When the floor is given to the Presenter for answering their questions, the Presenter shares their presentation screen, using the Google Meet function, and gives the answer using their presentation slides.
- The timing and order of incoming questions are controlled by the Session Chair.
What a Listener Does in a Poster Session
A Listener posts their questions to the posters of their interest using the chat box of Google Meet.