Submission and Presentation Guidelines
Notice to those who have submitted a communication abstract. Please note that you should have received at the end of January or at the beginning of February an email announcing the decision of the evaluation committee (acceptance or rejection of your communication and presentation mode). Otherwise, please have a look at your junk mail folder.
IMPORTANT: To ensure the proper execution of this hybrid congress, please pay special attention to the instructions below. If you have any questions or difficulties following the guidelines, please contact the AF 2022 Secretariat (firstname.lastname@example.org) who will be happy to help.
HOW WILL THE CONGRESS WORK?
A hybrid congress:
The congress will take place in Québec City at the Québec Convention Centre and the virtual counterpart will be delivered over a professional platform, Zoom, and will be managed by an experienced technical team. The congress platform will offer all the in-person sessions content to the virtual attendees who will be able to use online features such as text-based chat and Q&A box for live questions to presenters. All virtual registered attendees will attend the congress events by entering a virtual room via the online program (a link will be sent a few days before the event).
We remind you that the only mode of presentation accessible to people registered virtually (online) is the short video capsule.
Oral presentations and poster presentations are restricted to those attending the conference in-person (onsite). Onsite registered attendees cannot present a short video capsule since they will be called upon to participate in person in onsite poster presentation sessions.
Onsite Oral Presentations:
As for the Plenary Sessions, the Parallel Sessions will consist of onsite in-person oral presentations only, given live from the Convention Centre as scheduled in the online congress program. Speakers will be present onsite (in-person) for their entire session in order to answer questions and participate in exchange periods with onsite (in-person) as well as virtual (online) attendees.
Onsite Printed Posters:
Printed posters will be displayed onsite and presented live from the Convention Centre as scheduled in the congress program. Two sessions of 90 minutes each are planned so that their authors can present their posters in-person onsite and discuss with the other participants. Each author will have a period of 3 minutes to present her/his poster before exchanging with the other participants on the theme of her/his presentation.
Online Short Video Capsules:
Short video capsules from virtual (online) attendees must be pre-recorded and will be available at any time in the online congress program. All congress participants will have the option to click on the name of the authors to email any comments or questions.
A few more details for virtual (online) participants:
All registered virtual (online) participants can attend all sessions and switch from one session to another at will. Virtual participants access the session of their choice by entering a virtual Zoom room via a hyperlink in the online program.
All plenary and parallel sessions will be moderated by a chairperson. Virtual participants will be able to use a Q&A box to ask questions during the presentations. The session’s chairperson will then select questions from people onsite as well as from online virtual attendees, depending on the time allocated for the discussion, and will read them to the presenter, who will be able to answer verbally during the session.
Recording of congress sessions:
All plenary and parallel sessions will be fully recorded for post-conference streaming so that all onsite and online registered attendees will be able to revisit the sessions and catch up on the presentations that they have missed for up to three months after the event. Please note that we automatically assume that presenters accept that their recorded presentation will be made available to participants for post-conference streaming on the 2022 World Congress on Agroforestry virtual platform. In case of refusal, presenters need to notify us at email@example.com by May 31, 2022.
- Guidelines for Onsite Oral Presentations
All oral presentations in Parallel Sessions will be 12 minutes long including 2 minutes for questions.
We recommend presentations to be in a WIDESCREEN format as it is the optimized format, but other options will be accepted. To take full advantage of the widescreen format, we recommend that you build or convert your presentation to 16:9. We recommend using Microsoft Office PowerPoint for your presentation.
Speaker Ready Room (Room 201B)
All speakers are required to check in at the Speaker Ready Room (Room 201B) to upload their presentation at least 1 hour prior to the start of their session.
The Speaker Ready Room will be open from July 17 to 20, and the staff will be available to answer your questions and to help you upload your presentation from your USB memory stick.
If your presentation includes video files, further to uploading it at the Speaker Ready Room, please use a moment during a health or lunch break at least 30 minutes prior to the start of your session to go to the session room where your lecture will take place to make sure that it will run smoothly on the congress computers.
Important Note for Macintosh Users
In order to use MAC presentation on a PC compatible computer, please note that you need to prepare it according to the instructions below, before bringing it to the Speaker Ready Room:
- Use a common font, such as Arial, Times New Roman, Verdana, etc. (special fonts might be changed to a default font on a PowerPoint based PC)
- Insert pictures as JPG files (and not TIF, PNG or PICT - these images will not be visible on a PowerPoint based PC).
- Use a common movie format, such as AVI, MPG and WMV (MOV files from QuickTime will not be visible on a PowerPoint based PC).
You may use your own Macintosh laptop computer as a back-up. In such a case, please make sure to provide a Mini DisplayPort to VGA Adapter (Dongle). Please visit the Speaker Ready Room to check your presentation and advise the staff of your intent to use your own laptop.
Please arrive at the session room at least 30 minutes prior to the start of your session to plug in your laptop and check your presentation on the projection system.
If you have any questions or comments, please do not hesitate to contact us at firstname.lastname@example.org.
- Guidelines for Onsite Poster Presentations
The 2022 World Congress poster sessions will be held in the Exhibition Hall.
Poster sessions provide an opportunity for informal, interactive presentations and discussions.
Each presenting author will receive a schedule and a poster code by e-mail. Each author will have access to 1/2 side of a poster board, with a useable area measuring 40" (102 cm) high and 36" (91 cm) wide. Poster materials should not extend outside the assigned area. A label indicating your number will be placed on the top of your board space.
Allocate the top of the poster for the title and authors as stated on the submitted abstract. Simple "Introduction" and "Conclusion" sections are helpful. When feasible, use graphs for depicting qualitative relationships, and tables for precise numerical values. Technical equipment will be available for the mounting of posters.
Presenters are required to be at their poster during the scheduled session. They are responsible for the setting up and the removal of their posters according to the schedule:
Setup: Monday, July 17th between 10:00AM and 2:00PM
Removal: Wednesday, July 20th between 1:00PM and 4:00PM
Posters not removed by 4:00PM on Wednesday, July 20th will be held at the registration desk until the end of the congress when they will be discarded. The AF 2022 Congress cannot accept liability for lost or damaged posters.
- Virtual Short Video Presentation Format
The duration of the pre-recorded posters presented as Short Video Capsules must be strictly observed.
The time allocated to each presentation speaker is 3 minutes. Registered attendees will have access to your email address (upon your acceptation) and will contact you for any question about your presentation.
For the pre-recorded presentation, you will have to record yourself narrating a digital version of your presentation. You are free to choose the style of presentation you want. You can decide to make visible only your slides or both your slides and yourself.
You can use the software or application of your choice to pre-record your presentation. Different tools are available to assist you and enhance your presentation, please find some suggestions below:
• Zoom (Step-by-step guide)
• Microsoft PowerPoint (Instruction video)
• Prezi (Instruction for a video)
Accepted formats are: .wmv, .mp4 or .mov
The following formats are NOT accepted: .ppsx, .pptx, .ppt, .pps
We ask that you submit your recorded video no later than Friday, July 1, 2022.
When you are ready to upload your presentation to our server, please follow these instructions:
- Record video file (please remember to use the abstract reference number to rename your video, followed by .wmv, .mp4 or .mov, depending on the format used).
- To upload your video to our server, you have to access your submitted abstract with the codes you have received in the acceptation email or in other follow up emails.
- Once you have logged into your file, click on « Upload your video here » (the button on the top menu bar), and follow the steps.
- At the end of the process, please do not forget to click on the "Finalize" button to validate your entry or your modifications.
Thank you for your contribution to the 5th World Congress on Agroforestry!