Guidelines for speakers
Instructions for pre-recorded video presentations
- Pre-recorded videos are mandatory for Conference (corresponding to an 8-page full paper), Workshop (short, long, poster), Hot Off the Press and Tutorial presentations.
- Pre-recorded videos are optional for all poster presentations, excluding workshop posters.
- Pre-recorded videos are meant only as a backup, to be used sparingly in case of serious technical difficulties — all talks should be given live.
- The video duration/length should adhere to the following:
- For conference and long workshop presentations: not longer than 16 minutes.
- For Hot Off the Press and short workshop presentations: not longer than 8 minutes.
- For any poster presentation (including Late Breaking Abstracts and Competitions): not longer than 5 minutes.
- For Tutorials: between 60 and 100 minutes.
- Prepare your video in MP4 file format.
- Video presentations shall be uploaded using the GECCO submission system.
- Video presentations are to be uploaded by 29 of June (AoE).
Video Recording and Editing Software
There exist several options to record and edit your presentation and you may choose the one you are most familiar with. If this is your first time, we suggest the following options:
- If you already use Zoom for video conferencing, you can launch a Zoom meeting just for yourself and use the Share screen and Record features to easily record your presentation.
- If you are looking for recording software, we suggest OBS Studio, a multi-platform open source solution, for which you will find many tutorials online.
- Once recorded, you may wish to edit your video. MacOS users may want to try iMovie. For a multi-platform open source solution, we suggest OpenShot.
- After editing, if you need to transcode your video, you can use HandBrake.
Guidelines for poster presenters (all, online and onsite)
- There will be two poster sessions: The first session will run at the same time separately online (Gather) and in-person (onsite). The second session will run completely in Gather, with both remote and onsite participants mingling in Gather.
- If you are an onsite participant bring your laptop computer, headphones and microphone (if needed) to join the second Gather session and present the poster to the remote attendees.
- Be prepared that some participants will spend 1 minute looking at your poster, others 5 mins and some others 15+ minutes.
- Instead of trying to include every single detail of the work on the poster, think about the three groups above, and how you can create a poster from which everyone takes home something useful. Spend time on deciding what to exclude from the full paper rather than meticulously including every detail.
- Ensure that the poster clearly presents the key take-home message.
- Think of what is the best visual way of illustrating this.
- Use colours that are contrasting.
- If your paper contains very large tables or result graphs, consider just showing parts of these, or the key information instead of the full detail.
- You can include a QR code that links to your paper online, so any interested visitor can take a picture and go directly to the paper.
- Decide on a logical and simple structure for the poster, so that a viewer can figure out how to read it even if you are not there to explain.
- Remember that the poster is expected to attract attention and spark a discussion, and not to be a replica of the paper.
Technical instructions for posters
All (onsite and online):
- Prepare a digital version of your poster. This digital version can be in portrait orientation, although, if possible, we encourage you to provide the digital version in landscape orientation and 16:9 aspect ratio. The file should be in PNG or JPG format with a maximum size of 3MB and a minimum of 1000 pixels in the larger axis, i.e., minimum width of 1000 pixels in landscape orientation and minimum height of 1000 pixels in portrait orientation.
- Upload the digital version of the poster using the GECCO submission system.
- The digital version of the posters will be placed in Gather by the organizers.
- Optionally, you can prepare a 5-minute video explaining your poster, which will be made available to the attendees and could also be uploaded to the ACM YouTube channel to disseminate your work. Providing a video does not exempt you from presenting your poster at the conference.
Onsite only:
- Prepare your physical poster in portrait orientation and A0 size.
- The time and location to place your poster will be announced later.
- Posters that have already been printed at home can be carried in a poster tube. However, as an alternative, also think about printing your poster on cloth/canvas, as you can fold it and easily transport it in a suitcase.
- Of course, you can also have the posters printed in Lisbon. You can find more information about this below.
Printing Posters in Lisbon
As it may be more convenient to have posters printed locally, the following print shops nearby the venue may be of interest.
Imaginação Impressa
Website
Location: Rua Braamcamp 15 A, 1250-049 Lisboa (350m from the venue)
Opening Hours: Open from Monday-Friday 10AM-6PM, closed on the weekend.
Prices:
- A0, Eco paper 150 gr, matte: 22.50€
- A0, Coated paper 180 gr, matte: 24€
Delivery Time:
- 1-2 hours, depending on the paper and ink used, and workload of the printers at the moment.
Ordering process:
- In-person or online. The PDF file of the poster should be sent to info at imagi.pt
- This can be done in advance and it is possible to schedule a day for order pick up
- Payment must be made when ordering, via bank transfer
Arco Iris - Centros de Copia
Website
Location: Rua Nova da Trindade 5, Rua da Misericórdia 14 loja 10, 1200-301 Lisboa (1500m from the venue)
Opening Hours: Open from Monday-Friday 9AM-7PM, closed on the weekend.
Prices:
- A0, Coated paper 180 gr, matte: 20€
Delivery Time:
- 1-2 hours, depending on the paper and ink used, and workload of the printers at the moment.
Ordering process:
- In-person or online. The PDF file of the poster should be sent to lojaonline at centrosarcoiris.pt
- This can be done in advance and it is possible to schedule a day for order pick up
- Payment must be made when ordering, via bank transfer
Copianço
Website
Location: Av. Dom Carlos I 118, 1200-651 Lisboa (1600m from the venue)
Opening Hours: Open from Monday-Friday 9AM-8PM, Saturday 9AM-6PM, closed on Sunday.
Prices:
- Coated paper 180 gr, matte: 16€
- With delivery to a Lisbon address: 16€+5€ = 21€
Delivery Time:
- 24 hours or more, depending on availability
- Add transportation time if applicable
Ordering process:
- In-person or online. The PDF file of the poster should be sent to santos at copianco.com.pt
- Payment must be made when ordering, via bank transfer