Virtual Symposium: Frequently Asked Questions

Question Index
1 - About Video Presentations
Q-1.1 Which video formats are acceptable?
Q-1.2 What about the dimensions, aspect ratio, and file size?
Q-1.3 Can the video last longer than 5 minutes?
Q-1.4 How can I prepare my video presentation?
Q-1.5 Where and how can I upload my video presentation? What is the deadline for uploading?
Q-1.6 When will the video presentations of the regular paper sessions be available for viewing?
2 - Before the Symposium
Q-2.1 What does an Author Registration mean?
Q-2.2 What does General Attendance Registration mean?
Q-2.3 When is a paper considered as a no-show?
Q-2.4 How and when will attendees have access to the virtual conference?
Q-2.5 I cannot find my paper in the final program. What do I need to do?
Q-2.6 Are there any activities to which the Authors are expected to contribute before the start of the conference?
3 - During the Symposium
Q-3.1 Are authors required to be present during their Session?
Q-3.2 How will Q&A work?
Q-3.3 What is the role of Session Chairs?
Q-3.4 When will the Special Awards (Best Papers, Early Career Award, etc.) be conferred?
Q-3.5 How will the time zone difference be managed?
Q-3.6 What tools/systems requirements are needed to attend the conference?
Q-3.7 What parts of the conference will be live?
Q-3.8 Which measures have been taken to avoid external interference with Zoom Sessions?
Q-3.9 My country is Zoom-restricted for regulatory reasons. How can I do?
Q-3.10 Can someone else attend the pre-session and session on my behalf?
4 - After the Symposium
Q-4.1 Will it be possible to access the video presentations after the conference and, if yes, for how long?
Q-4.2 Where can I obtain the certificate of attendance?
Q-4.3 When will my paper be published in IEEE Xplore?

For any other questions, contact info@igarss2020.org

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1 - About Video Presentations
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Q-1.1 Which video formats are acceptable?
Answer A-1.1

MP4 is the only acceptable video format. Please do not try to upload PowerPoint (PPT) or PDF files.

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Q-1.2 What about the dimensions, aspect ratio, and file size?
Answer A-1.2
  • Duration: Maximum 5 minutes
  • Arrangement: Your voice, over 4-5 slides
  • Format: MP4
  • Dimensions: Minimum height 480 pixels
  • File size: Maximum 100 MB
  • Aspect Ratio: 16:9 (widescreen format)
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Q-1.3 Can the video last longer than 5 minutes?
Answer A-1.3

No, users must adhere strictly to the duration limit to avoid losing within-session timing and between-session synchronization. Videos longer than 5 minutes will not be accepted. The only exceptions are the first talks within selected invited sessions whose videos will last 10 minutes.

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Q-1.4 How can I prepare my video presentation?
Answer A-1.4

You can use any software to record your presentation, as long as you have a recording of good quality and your final file is in the MP4 format. Here are some links to instructions on recording a meeting on common platforms:

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Q-1.5 Where and how can I upload my video presentation? What is the deadline for uploading?
Answer A-1.5

It is important you upload your video by 10 July to avoid your paper being considered as a no-show. Please follow carefully all instructions available here.

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Q-1.6 When will the video presentations of the regular paper sessions be available for viewing?
Answer A-1.6

All video presentations scheduled in the technical program will be made available online on 21 September 2020.

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2 - Before the Symposium
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Q-2.1 What does an Author Registration mean?
Answer A-2.1

Author registration is one of the conditions for Authors to have their papers published in the conference proceedings. The author registration fee is a flat fee of $120 per presented paper. Please make sure your registration has been completed by the deadline of 15 July 2020.

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Q-2.2 What does General Attendance Registration mean?
Answer A-2.2

General attendance registration is a newly-introduced option to provide the opportunity for non-presenting authors to attend the conference with a registration fee of $10. General attendees will be able to attend any event scheduled during the conference, including the opening ceremony, technical sessions, and closing ceremony. General attendees will have also to the opportunity to contribute actively through the Q&A forum.

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Q-2.3 When is a paper considered as a no-show?
Answer A-2.3

A paper is considered as a no-show if

  1. The video presentation has not been successfully uploaded by the deadline (10 July); OR
  2. Author registration has not been completed by the deadline (15 July); OR
  3. None of the Authors show up during the pre-Session and Session in which the paper has been assigned.
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Q-2.4 How and when will attendees have access to the virtual conference?
Answer A-2.4

Registered attendees will receive email notifications with further details on how to access conference sessions, the mobile app, conference proceedings, and more.

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Q-2.5 I cannot find my paper in the final program. What do I need to do?
Answer A-2.5

Please contact the Technical Program Chairs at papers@igarss2020.org as soon as possible.

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Q-2.6 Are there any activities to which the Authors are expected to contribute before the start of the conference?
Answer A-2.6

Yes. Authors will be also asked to contribute to the offline Q&A before the start of the conference. They will need to reply to any questions and affix their name to the response. Authors should contact their Session Chairs with any questions or concerns. Presenting authors MUST be present during the pre-session (20 min before session starts) to confirm their availability to present to the Session Chair using the same link that will be provided for that session. Please see the next related Q&A as well.

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3 - During the Symposium
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Q-3.1 Are authors required to be present during their Session?
Answer A-3.1

Yes. At least one of the Authors is expected to attend both the pre-session and the session. During the pre-session (20 minutes before the session starts), Authors will check in with their Session Chairs to ensure that no technical problems (e.g. connection, microphone, or webcam) are encountered and can be remedied in time. During the session, the Session Chair is expected to introduce the Author (30 seconds) and run the video; after the broadcasting of their video presentation, Authors should be ready to answer questions that will be moderated by the Session Chair.

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Q-3.2 How will Q&A work?
Answer A-3.2

The Q&A forum will start as soon as the video presentations will be posted. Two phases are planned: 1) offline Q&A before the start of the conference, and 2) live Q&A during the session. In the first case, text answers will be provided in a dedicated online Q&A forum, while in the second live answers are expected. In both cases, questions are provided only in text format.

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Q-3.3 What is the role of Session Chairs?
Answer A-3.3

The role of the Chairs will be of utmost importance before and during the conference. To keep everything run smoothly, Session Chairs will need to check the quality of the video presentations and possibily interact with the Authors before the start of the conference. During the conference, they will moderate the Q&A forum and ensure that the session runs smoothly.

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Q-3.4 When will the Special Awards (Best Papers, Early Career Award, etc.) be conferred?
Answer A-3.4

Special Awards will be announced during the closing ceremony, at the end of which a digital gift will be offered to all attendees. Don't miss it!

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Q-3.5 How will the time zone difference be managed?
Answer A-3.5

Sessions will be presented in 2 blocks of time, selected to be a reasonable time for residents of most time zones.

Paper Presentation Times
Block 1 Pre-Session (for session chairs and presenting authors) 04:40 - 05:00 PDT (Los Angeles, Pacific Time)
13:40 - 14:00 CEST (Central Europe Summer Time)
19:40 - 20:00 CST (China Standard Time)
Block 1 Live Session (for everyone) 05:00 - 07:00 PDT (Los Angeles, Pacific Time)
14:00 - 16:00 CEST (Central Europe Summer Time)
20:00 - 22:00 CST (China Standard Time)
Block 2 Pre-Session (for session chairs and presenting authors) 07:10 - 07:30 PDT (Los Angeles, Pacific Time)
16:10 - 16:30 CEST (Central Europe Summer Time)
22:10 - 22:30 CST (China Standard Time)
Block 2 Live Session (for everyone) 07:30 - 09:30 PDT (Los Angeles, Pacific Time)
16:30 - 18:30 CEST (Central Europe Summer Time)
22:00 - 00:30 CST (China Standard Time)

For help on converting to your specific time zone, check time.is or timeanddate.com.

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Q-3.6 What tools/systems requirements are needed to attend the conference?
Answer A-3.6

No specific requirements have been set. Any modern browser will be suitable. Zoom will be used. The browser version can be used in case your institution does not allow you to install the Zoom app locally.

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Q-3.7 What parts of the conference will be live?
Answer A-3.7

During the technical sessions, the Author's introduction and Q&A moderation by the Session Chairs will be live.

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Q-3.8 Which measures have been taken to avoid external interference with Zoom Sessions?
Answer A-3.8

All conference content will be restricted to registered conference attendees, and is not meant to be shared.

Links for the Zoom sessions will be provided to the authors approximately 1 hour prior to the session start, and to general attendees approximately 10 minutes prior to the session start.

Zoom settings will be to guarantee maximum control (e.g., host-only screen sharing, disabling joining a session before a host, waiting rooms, disabling file transfer, moderated Q&A, and general attendance to able to interact only via chat).

A session administrator will promote session chairs and presenting authors to speaking participants during the pre-session. This means it is important to set your Zoom "name" to your true name.

The moderators will promptly remove any participant who submits inappropriate or offensive content.

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Q-3.9 My country is Zoom-restricted for regulatory reasons. How can I do?
Answer A-3.9

Participants from the following countries: Cuba, Iran, North Korea, Sudan, Syria, Ukraine (Crimea Region) are unable to access Zoom for regulatory reasons. If you are in one of these countries, please contact info@igarss2020.org.

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Q-3.10 Can someone else attend the pre-session and session on my behalf?
Answer A-3.10

It is strongly recommended that one of the Authors be present. If this is not possible, authorization should be obtained from the Technical Program Chairs ahead of time.

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4 - After the Symposium
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Q-4.1 Will it be possible to access the video presentations after the conference and, if yes, for how long?
Answer A-4.1

Yes, for one week after the conference.

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Q-4.2 Where can I obtain the certificate of attendance?
Answer A-4.2

Certificates of attendance will be emailed to all registered Authors and General Attendees.

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Q-4.3 When will my paper be published in IEEE Xplore?
Answer A-4.3

It is expected that the paper will be made available on IEEE Xplore within 3-4 months after the conference.