Guidelines
Test sessions directions
- The ZOOM invitation for all test sessions (level 1 and 2) is available here
- The first level of test sessions will be held 02.10. at 17h-18h CEST, and 03.10. 10h-11h CEST. You can join any of these two first level test sessions. We expect that you register (pdf manual available here and explore ZOOM platform hearing the audio guidance (audio available at home page http://poincare.matf.bg.ac.rs/~dmarceta/zoom%20tutorial.mp4). You can login each day as an attendee (without permission to share any content) and test ZOOM functionalities based on audio guidance. We encourage you to see the list of Attendees, to rise virtuel hand, to see Chat box etc. The invitation is given here .
- The second level of test sessions will be held 05.10. 18h-19h CEST; 06.10. 15h-16h CEST; 07.10. 10h-11h CEST. In these three test sessions we will simulate the Conference, the moderators will be present, all attendees will test rising hands, lecturers will test sharing of their presentations. You can join any of these three test sessions by link given here .
- The last test session will be held 08.10 at 14h-14.30 CEST and this is only for Chairs of Conference sessions. Chairs can join this session also via link given here .
Basic session structure
- Each session will have a Host1, a Host2 , a Session Chair, a presenter and participants. Host1 and 2: This will be the LOC staff with a special icon by the side of the profile. This person facilitates the use of the technology and could be the same person as the Session Chair in some sessions. (NAME: Host). Session Chair: This person is present to coordinate the session and manage Q&A.
- The chat among Participants will be allowed, based on request of some participants, thus please be aware of Code of conduct Hosts will disable chat until the end of Conference if the Code of conduct is violated.
- 20 minutes before the Session: The Host will start the designated ZOOM meeting and session recording.
- 15 minutes before the Session: Chair and All Presenters for the session are logged in. All presenters are checking their presentations.
- 1 minute before the Session: The Session Chair introduces himself and the session.
- Beginning of the Session: The Session Chair will introduce the presenter. Presenter turns on the camera (if possible) and shares the presentation.
- Chair should turn off his microphone during the lecture to avoid possible background noise.
- We recommend that Chair turn on video to engage the attendees during the session introduction. After introducing the session and the first presenter, we recommend Chair to turn off the video so that the attendees can focus on the talk. Chair can manage the attendee by clicking on the “View all attendees” link under the Participants panel. Chair and Presenters should take care of the allocated time slots due to differences in the internet band stability and possible band dips.
- A live Q&A Session will follow each talk moderated by the Session Chair. Participants will be unmuted at Q&A when raising hand to ask question or submitting through chat to the *All Panelist* ONLY.
Posters can be presented as 5min talks, so poster presenters are kindly asked to follow instructions for Presenters. Chair will announce Poster Presenter, while Host will open the pdf of poster, so the Poster presenter can give a talk without sharing own screen. After hearing all posters you can ask questions.
ZOOM INVITATION FOR THE CONFERENCE
You will receive an invitation for the Conference on Monday 12.10. You will receive also time updates of the invitation for the each day of the Conference.
PDF tutorial for Conference registration and session login here
The audio tutorial for Conference attendees and presenters can be downloaded here
Code of conduct
SAC19 aims to provide a safe, welcoming and inclusive experience for participants following the IAU diversity commitment.
Participants, including organizers, speakers, volunteers, and other attendees are expected to keep the following code of conduct based on good practice of other European astronomical conferences (European Astronomical Society Annual Meeting, EUROPLANET).
Professional conduct
- SAC19 is a professional event and all attendees, including speakers, organizers, volunteers, should be kind to, and respectful of, all persons.
- SAC19 provides equality of opportunity and ensure prohibition of discrimination against any person on the basis of their gender, disability, ethnicity, religion or belief, sexual orientation, marital status, age, nationality or socioeconomic background, or other protected characteristics not related to scientific merit.
- SAC19 expects a diversity of views and opinions to be welcomed by open and constructive discussion of ideas, while personal attacks (verbal or otherwise) on individuals will not be accepted.
- Harassment, bullying or intimidation will not be tolerated, and anyone asked to stop unacceptable behaviour is expected to do it immediately. Harassment comprises (but is not limited to) inappropriate or intimidating behaviour and language, inappropriate jokes or comments, unwanted attention, offensive images, sharing digital information without permission, and online stalking. Any kind of harassment undermines the integrity of the meeting.
- SAC19 expects anyone that may observe, or be subject to, any violations against these rules to follow the reporting procedures (details of reporting procedures to follow).
Recording by photo, film, or other means
- It is prohibited to retain or share scientific material shown in any oral or poster presentations if they have been marked as ‘private' and/or include the ‘no sharing’ icon.
- SAC19 follows the guideline for content related to pictures of a person in a public space under the EU General Data Protection Regulations.
Social media
SAC19 encourages open discussion on social media (Twitter, Facebook, etc.) and blogs during the conference. The following rules help participants to use social media while at the same time remain respectful of presented contributions:
- It is prohibited to retain or share any scientific material at the conference if it has been marked as 'private' and/or includes the no sharing' icon. Never post any images or video online without the authors’ explicit permission.
- The default assumption is to allow open discussion of SAC19 oral and poster presentations on social media. However, please respect any request from authors to not disseminate the contents of their presentation if it has been marked as private and/or if they display the 'no sharing' icon.
- The professional conduct outlined in this Code of Conduct is expected to be applied to social media.
The 'no sharing’ icon
The following may be downloaded for inclusion on slides or posters to clearly express when an author does not give permission to have their results shared via any social media networks, blogs or by any other communication channel.
Attendees
Zoom Requirements
- An internet connection – broadband wired or wireless (3G or 4G/LTE).
- Internet parameters: minimum bandwidth is 1-2,5kbps (upload/download) or
4-5 Mbp (upload/download). Check your Internet bandwidth
using Speedtest:
- click the link Speedtest
- click GO
- wait unitl speed test is finished and display your upload and download speed
- A microphone – built-in to your computer or USB plug-in or wireless Bluetooth. Built-in headset jack from laptop or desktop. Even if your laptop or desktop has speakers, you must plug in a headset so that the sound from the speakers does not cause an echo in the Zoom meeting. Any headset with a 3.5mm plug will plug in.
- Verify the time of the session in your time zone.The Conference will take place at CEST-Central European Summer Time. Please make the proper time zone conversion to determine the start time in your city.
In the meeting room:
- Set your full name in Zoom.
- Join early to allow time to troubleshoot and resolve any potential issues with equipment.
- All talks are being recorded and will be posted online as was mentioned. If you do not wish for your voice or image to be captured, please keep your camera and microphone muted, questions can be asked in the Zoom chat or by rising hand in zoom.
During the meeting:
- Keep video and microphone muted until the Q&A. This will prevent unwanted noises, such as coughs, rattling papers, or chair squeaks from interrupting others.
- Ask questions through the Zoom chat or by rising your zoom hand. When you asking your question by rising hand please start by stating your name.This helps other attendees identify who is speaking.
- Give questions an uplift by giving a "thumbs-up" emoji; questions with more thumbs up may get priority.
- Feel free to applaud at any time but especially at the end.
Oral presentation guidelines
Verify the time of the session in your time zone.The Conference will take place at CEST-Central European Summer Time. Please make the proper time zone conversion to determine the start time in your city.
Zoom Requirements
Accessibility and readability
Archival settings for oral presentations
Verify the time of the session in your time zone.The Conference will take place at CEST-Central European Summer Time. Please make the proper time zone conversion to determine the start time in your city.
Zoom Requirements
- An internet connection – broadband wired or wireless (3G or 4G/LTE).
- Internet parameters: minimum bandwidth is 1-2,5kbps (upload/download) or
4-5 Mbp (upload/download). Check your Internet bandwidth
using Speedtest :
- click the link
- click GO
- wait unitl speed test is finished and display your upload and download speed
- A microphone – built-in to your computer or USB plug-in or wireless Bluetooth. Built-in headset jack from laptop or desktop. Even if your laptop or desktop has speakers, you must plug in a headset so that the sound from the speakers does not cause an echo in the Zoom meeting. Any headset with a 3.5mm plug will plug in.
- Your oral presentations should be in English/Serbian and cover the same material as your abstract.
- Please keep your talk within your allotted time slot.
- The recommended presentation format is 16:9.
- Include an introductory slide with your title/name/affiliation/contact details.
- Text on slides should be clear and concise with correct spelling. Please use fonts that are clear to read (e.g. Arial, Calibri or Verdana), and ensure there is good colour contrast between the text and the background.
- We recommend no more than 1 slide per minute speaking time.
- Bullet points and enumerated lists are easier to digest than large blocks of text.
- Do not include third-party intellectual property (such as copyrighted imagery, music, video clips etc.) unless you have permission from that party or are otherwise legally entitled to do so. Please make sure that you include the required credits or acknowledgements in your presentation.
- Please join the conference session 10-15 minutes early to minimize last minute issues.
- Check that you know how to get onto a Zoom meeting Zoom test
- Special test sessions for presenters, attendees and chairs will be organized prior the Conference, please follow our emails with instructions which will be sent at the end of September/begin of October.
- Ensure that your device meets the system requirements for running Zoom here are links for PC, Mac, and Linux, iOS and Android.
- Please note that the conference program will only be accessible to SAC19 registered participants.
Accessibility and readability
- The minimum font size you should use for body text is 24pt or 18pt for minor text (e.g. the slide number). Use sans serif fonts such as Arial, Calibri, Verdana or Helvetica that are easier to read.
- You should ensure that there is sufficient contrast between your text and the background and try to use colour schemes suitable for participants with colour vision deficiencies (e.g. red-green colour blindness). Use online tools to check e.g. at: link1 and link2 .
- Make sure that you speak clearly and not too quickly.
Archival settings for oral presentations
- If your presentation contains material that you do not wish to be shared publicly, you can choose the ‘no sharing icon’.
- Oral presentations will be recorded and archived as a digital legacy.
Poster presentation guidelines
You must upload your ePoster by Wednesday, October 7th 11:59PM (CEST)
The platform will be available to upload your ePoster in the coming weeks. More detailed instructions will be available when the platform goes live. In the meantime, we encourage you to being working on your presentations.
Creating and Uploading your Presentation
Steps and Specifications to Create Your ePoster These instructions are written for PowerPoint but are applicable to any other software you may wish to use.
Creating an ePoster:
To set your slide dimensions:
Save your poster as 2 files:
Requirements & Guidelines
Following these guidelines will ensure that your ePoster is readable and effective.
You must upload your ePoster by Wednesday, October 7th 11:59PM (CEST)
The platform will be available to upload your ePoster in the coming weeks. More detailed instructions will be available when the platform goes live. In the meantime, we encourage you to being working on your presentations.
Creating and Uploading your Presentation
Steps and Specifications to Create Your ePoster These instructions are written for PowerPoint but are applicable to any other software you may wish to use.
Creating an ePoster:
- Number of pages (slides): one (1)
- Set the dimensions of your poster to 43.6" (110.7 cm) width x 24.5" (62.2 cm) height in landscape orientation or start with this template.
Note: You are not restricted to the colors shown in the template. The intent of the template is merely to ensure the dimensions are appropriate for the display screens that will be used at the meeting.
To set your slide dimensions:
- Select the "Design" tab in PowerPoint
- Click "Slide Size" and select "Custom Slide Size"
- Fill in the abstract title, author names, and institutional affiliations of the authors at the top of the poster.
- Fill in content as appropriate.
Save your poster as 2 files:
- a PDF file not larger than 5MB: AuthorSurnamePosterNumber.pdf (e.g. Holmes07.pdf)
- create jpg image of your poster which width is 200 px: AuthorSurnamePosterNumber.jpg (e.g. Holmes07.jpg) When the platform on Conference site is ready upload pdf and jpg.
- All recent versions of PowerPoint and most other software applications allow you to save your poster as a PDF file from the "File > Save as" menu.
PLEASE NOTE: Using the "File > Print > as .PDF" option may make your poster blurry. If you created the pdf this way and are seeing blurriness, please try using the "File > Save as" option.
Requirements & Guidelines
Following these guidelines will ensure that your ePoster is readable and effective.
- Make sure your text and background have a large contrast (dark letters on a light background or the reverse).
- A minimum 24-28 point size (or bigger) for body text is used to ensure optimal legibility.
- For embedded images we recommend using .jpg or .png file formats in a resolution of 72 or 96 dpi.
- Do not use animated effects, "animations," or videos.