Instructions for speakers

Guidelines for In-Person and Virtual Speakers

The Program at a glance summarizes the various sessions scheduled throughout the conference, while the Detailed Program lists all the papers included in each session. 

The time is referred to as the local Venue time, University of Minho, Braga, Portugal (Western European Summer Time UTC+1).

Speakers are kindly requested to participate actively in the entire session in which their paper is scheduled.

Each presentation will last a maximum of 20 minutes, including the time needed to set up the presentation and to answer questions at the end.

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The templates provided to facilitate the preparation of presentations are available online. The following formats are available:

Template ODP (LibreOffice)

Template Powerpoint (MS Office)

Template Latex

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General Recommendations for All Speakers

Each speaker must join the virtual room or arrive at the physical conference room at least 10 minutes before the beginning of the session and contact the Session Chair if assistance is required.

We kindly ask all speakers to adhere to the following recommendations to ensure a high-quality and seamless session for all participants:

  • Content Suitability: Ensure that your presentation content is appropriate for and respectful of a multicultural scientific audience.

  • Copyrighted Audio: Do not include any copyrighted music or audio clips in your presentation. The use of such material may lead to copyright claims, potentially resulting in the session's audio being muted or the session being terminated.

  • Copyrighted Images: All photos and images used in your presentation must be your original work or verifiably free from copyright restrictions.

  • Pre-recorded presentations: Presentations consisting exclusively of a pre-recorded video are not permitted. Speakers are expected to deliver their presentation live and participate in the subsequent discussion.

Recommendations for virtual presenters

Virtual speakers should become familiar with the Jitsi software in time so as to avoid last-minute surprises and, above all, to be able, in full autonomy, to enter into the session's discussion without delays or wasted time.

For this purpose, there is a test room available. We strongly recommend rehearsing with colleagues, particularly to test screen sharing, and checking the computer that will be used during the presentation. Please ensure that the microphone and camera are functioning correctly and that the browser or Jitsi application has been granted the necessary permissions to access them.

We kindly ask presenters to adhere to the following recommendations to ensure a high-quality and seamless session for all participants:

  • Technical Requirements: Please present from a quiet location with a stable internet connection to ensure optimal audio quality.

  • The Technical Assistant will open the Jitsi videoconference room shortly before the scheduled start of the session. Access to the room will not be possible before it has been activated. Before joining the session, please test your setup, including your microphone, camera, and screen sharing. We recommend practising with a colleague to ensure everything works correctly.

How to present

All PDF presentations will be managed using a specialized browser-based application available at the following link: https://presentations.damianoperri.it.

This application operates entirely on the client-side within your web browser. No software installation, account creation, or file uploads to external servers are required, ensuring full privacy and data security for your presentation materials.

To deliver your presentation seamlessly, please adhere to the following technical procedures:

- Dual-Monitor Setup and Presenter View: When connecting your device to the physical projector or sharing your screen in the virtual room, the system orchestrates a dual-screen interaction. This provides a private control dashboard for the speaker—including a break timer and elapsed duration tracking—while displaying a clean, distraction-free slide view to the audience.

- Beamer and Split-Note Support: If you have prepared your slides using the LaTeX Beamer template with split-mode notes, the tool automatically detects this format. It renders the main slide content for the audience while keeping your private notes strictly visible on your presenter dashboard.

- Smartphone Remote Control: Presenters can move away from the podium by scanning a QR code on the browser interface. This instantly pairs a smartphone to act as a responsive remote control for advancing slides.

- Interactive Tools: The platform includes built-in presenter tools accessible directly from the interface, such as a virtual laser pointer, a local spotlight effect, a real-time zoom tracking feature, and canvas drawing for live annotations.

- Audience Interaction (Live Q&A): Attendees can scan a QR code displayed on the projection screen to submit anonymous questions, which are delivered in real time directly to the presenter’s private dashboard.

- Media Integration: In addition to standard PDFs, the application supports the integration of video and image files within the same interface, eliminating the need to switch between different applications during your session.

If users wish, they can test the system and the Jitsi test room we have set up