Instructions for Presenters and Session Chairs at LCN 2022
Presenters
To be published in the IEEE LCN 2022 Conference Proceedings, and to be eligible for publication in IEEE Xplore®, at least one author of an accepted paper is required to register for the conference. Sharing of the paper upload code is strictly prohibited.
Important note:
All attendees are strongly encouraged to attend in person. While we are planning to accommodate a few remote presentations when the need arises, it is our expectation that every presenter will do their best to attend in person. If you are presenting a paper, and not planning to attend the conference in person, please notify the TPC Chairs as soon as possible. Hybrid events require significant planning to ensure a smooth program that is engaging for all participants, and we ask you to inform us if you are unable to attend. The deadline to inform us is July 30, 2022.
When you attend the conference, you will need to show up in your designated session and present your talk. The duration of your presentation depends on the track your paper is accepted in. Specifically, these are the time limits for paper presentations:
- Regular papers:15 minutes
- Symposium or Short papers: 10 minutes
- Doctoral – full papers: 10 minutes
- Doctoral – promising ideas: 5 minutes
There will also be a short Q&A session after your presentation, and a longer discussion that involves all authors at the end of each session. A longer discussion is planned for all Doctoral track papers, as we aim to provide fruitful and constructive feedback to doctoral candidates discussing their contributions.
Virtual Presenters
If you are unable to travel to the conference, you have the option to present your paper virtually. All papers must be presented "live" by one of the authors in order to appear in the conference proceedings. There are no exceptions to this rule.
Given that network connection issues may arise, hindering clear live presentations, the session chairs may ask the presenter to focus their communication on the Q&A following their paper, and the chair will play a pre-recorded version of the paper. Authors of papers that will be presented remotely will, therefore, need to prepare a pre-recorded video with their presentation of their paper with the following time limits (which will be used as a back up):
- Regular papers: 10 minutes
- Symposium, Short or Doctoral (full track) papers: 8 minutes
- Doctoral (promising ideas track) papers: 5 minutes
Videos are to be uploaded on the paper's EDAS record by August 30, 2022, in a similar fashion as the camera-ready paper.
The presenting author for each paper is still expected to present their topic live and attend their session, otherwise the paper will be marked as a no-show and withdrawn from the proceedings, even if the video is already uploaded. In case the session chair resorts to the recording if the network connection is weak, the presenter is expected to at least address questions about their paper, and engage in the ensuing Q&A session.
For each paper, the presenter of the paper must be indicated on the EDAS record and their bio uploaded.
Videos should contain a prominent view of the presentation slides along with audio of the spoken presentation.
To re-iterate, please note that offline recordings are not a replacement for no-shows.
If a last-minute change occurs in your travel plans (e.g., border closing in your country), then this change must be communicated to the TPC chairs immediately. In such a case, your pre-recorded video must be submitted to EDAS at least a week before the conference starts. Note that if you anticipate such a possibility of change in your plans, it would be prudent to prepare a pre-recorded video and upload it on EDAS as a contingency plan, and follow the guidelines above for remote presentation.
Session Chairs
The Session chair, working with the conference chairs and technical moderator in the session room, is in charge of moderating the session. Their main responsibilities include:
- Coordinate with the technical desk (Sharief Oteafy and Matthias Frank, front-left side of the Maple room, where presentations are held) that all of the presentation slides (for in-person presenters) are pre-loaded on the Zoom machine that connects to the hybrid platform.
- Being present in the session room 15 minutes before the session starts.
- Establish the session plan with the authors and attendees, especially in terms of the time limits for presentations as well as cues (e.g. using yellow/red cards) used to indicate to the presenters that they are nearing the end of their time.
- Introduce the presenter and paper during the designated time slot and then ask them to start their presentation timely (slides will be shared by the technical moderator).
- Manage a brief Q&A with a few questions after each presentation.
- Ask attendees with questions to come forward to the microphone placed in the middle-front of the room (or session chair can repeat the question of attendee using the same way) so that their questions are heard by remote attendees as well.
- For regular paper sessions (R1 to R5) and the doctoral track, manage an additional Q&A period after all presentations until the end of the session time slot, whereby questions relating to the topics discussed in the papers of the session are deliberated. This should involve the presenters, as well as any follow-up questions arising from the presentations.
- Fill out the session attendance sheet and hand it in to TPC chairs after the session.
Please also note the following guidelines:
- Please check the guidelines for authors in both preparing and presenting their work at the top of this page.
- As the conference is organized in hybrid mode, there may be both in-person and remote presenters in your sessions. To have a smooth session flow and retain the attention of in-person attendees at the beginning, in each session we shall start with in-person presentations followed by the remote presentations. In-person presentations will also be shared with virtual attendees over zoom. Similarly, virtual presentations will be presented on the screen in the session room. There will also be a technical moderator (separate from session chairs) in the session room and will manage the transition between each presentation.
- Virtual presenters will need to present their paper in a “live” manner with the slides shared by the technical moderator. Papers that are not presented "live" during the session should be marked as no-shows in preparation for removing them from the proceedings. In case of technical issues with remote presenters, the technical moderator will play the back-up video which is provided by the authors. Following up each (in-person or remote) presentation (or playing of back up video), session chairs need to manage a quick Q&A. Session chairs can take the questions directly from in-person attendees. The technical moderator will also convey any questions from virtual attendees (from chat).
- Authors who do not present their work are counted as no-shows, and should be marked as such on the attendance sheet. Their video does not suffice on its own. Please e-mail the attendance sheet to TPC chairs after your session ends.
- We ask that you enforce the following time limits for talks, by establishing a cue for presenters to note when they’re getting close to their time limit. Technical moderator will also help in that for virtual presenters:
- Regular papers: 15 minutes
- Symposium, Short and Doctoral (full track) papers: 10 minutes
- Doctoral (promising ideas track) papers: 5 minutes
Questions?
Please reach out to the TPC Chairs, Sharief Oteafy and Eyuphan Bulut if you have any questions or concerns.