EXPO 2021 - Information for Oral Presentation (Talks in Theme Sessions)

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Talks will be arranged as parallel sessions in their own virtual meeting rooms:

• Presenters with similar presentation topics will be grouped by theme in the same session and in the same Zoom virtual meeting room. These parallel sessions will fall between 28 and 30 July 2021.

• Each session will last around 75 minutes and each speaker will be given 15 minutes to present.

• An open floor discussion on the theme will be held after all presentations in each theme at the end. Speakers are required to stay for the whole session and attend the open floor discussion. ​

 

NOTES ON PREPARING THE TALK

 

1. Arrangement of the talk sessions

• Details of your assigned session e.g. information about the assigned Zoom virtual meeting room, will be confirmed at least 1 week before the event.

• Presenters in the same session should arrive at the Zoom virtual meeting room 15 minutes ahead of the session start time (regardless of whether you are the first one to present or not), and change your display name as the following:

  • Presenter - [Your Full Name (Submission Number - Affiliation)] 
    e.g. Presenter - John WONG (18 - CUHK)

• Please manage your time well and make sure you do not exceed the 15-minute presentation time. The session facilitator/ helper will give you a signal when there are 5 minutes left before the end of your presentation slot. If your talk overruns, it is possible that your screen will be stopped, and/or your microphone will be muted.

• The virtual room will be closed at the scheduled time for participants to attend other sessions.

• Please prepare a spare device (such as laptop, mobile or tablet) with the latest Zoom Client installed to join your session in case of connection or technical problems.

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2. Designing your presentation materials

• The presentation materials can be in any type (slides/ poster/ notes, etc.) that can be shown on the computer screen using the ‘share-screen’ function of the Zoom platform.

• Make sure you include information about the presentation topic, name of the author(s) and their affiliation, and the acknowledgement of the source of funding (if applicable) in the presentation materials.

• It is suggested to prepare your materials in a more concise manner by focusing on a few main points and using clear and sufficient graphics.

 

3. Facilitation

• You can authorise your colleague(s) to facilitate your presentation(s) if you are unable to attend. In this case, you are recommended to inform the Expo team about the arrangements as soon as possible.

• Presenters will be given control over the shared screen and move through the slides themselves using the ‘share-screen’ function of Zoom during their presentation.

 

4. Submission of backup presentation materials to the Expo team

• It is strongly encouraged that presenters send a copy of their presentation files (e.g. ppt, .doc, .pdf, .jpg) to the working team at expo@cuhk.edu.hk prior to the event. If your files are bigger than 15MB, we suggest you sending us a shareable link of the files via your cloud storage platform (e.g. Office 365 OneDrive, Dropbox, Google Drive, etc.). In case you encounter any technical problem, our team will help move through the slides if we have received a copy from you.

 

5. Recording of presentation/ use of presentation materials

• All presentations, open floor discussions and Question & Answer (Q&A) sessions conducted via the Zoom platform (camera view, shared computer screen and audio) will be recorded and may be published as event archive on the Expo website.

• If you do not want to have your video or photo published, please contact expo@cuhk.edu.hk at least a week prior to the event.

 

 

NOTES ON PREPARING THE SHORT INTRODUCTION VIDEO

 

I​t is OPTIONAL for talk presenters to submit a 3-minute (max.) video, to provide basic information about their work. All submitted videos will be housed in the Expo website and made available to the public prior to the event day.

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1. Length and content

• The video should be within 3 minutes and in MP4 format.

• The purpose of the video is to give viewers a quick introduction of the work done.

• Make sure you include the information about abstract title, name of the author(s) and affiliation in the video.

• No video editing services will be provided to presenters.

 

2. Submitting your video

• Upload the video file to your cloud storage platform (i.e. Office 365 OneDrive, Dropbox, Google Drive…) and email us the shareable link at expo@cuhk.edu.hk by 27 June 2021.

• To facilitate our follow up, the video file should be named with your submission number. Please also state your submission number, as well as the abstract title in the email.

•  All late submissions might not be released to the participants by the event day.

 

NOTES ON SUBMITTING A SHORT PAPER

 

It is OPTIONAL for successful applicants to submit a short paper. All submitted papers will be housed in the Expo website and made available to the public prior to the event day.

 

1. Format

• Written in English and prepared as word doc.

• Within 4-7 pages including diagrams and references.

• Single line spacing and in normal margin.

• Font in Times New Roman of 12-point font size.

• Make sure you include information about the paper title, name of the author(s) and affiliation in the paper.

 

2. Submitting your video

• The digital copy of the paper in word format (.doc or .docx) should be emailed to expo@cuhk.edu.hk by 27 June 2021.

• To facilitate our follow up, the paper file should be named with your submission number. Please also state your submission number, as well as the abstract title in the email.

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