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GS21 Participant Guide

We are looking forward to your participation at the SIAM Conference on Mathematical & Computational Issues in the Geosciences (GS21). We have prepared this guide to explain how the presentation format will operate.

Please click here for a walkthrough of SIAM’s 2021 virtual conference platform from the point of view of an attendee.

Follow the links below to learn more:
Instructions for Contributed Poster Presenters
Invited Plenary (IP) and Special/Prize (SP) Sessions
Minisymposia (MS) 
Contributed (CP) Sessions
Minitutorials (MT) 
Training Sessions


Instructions for Contributed Poster Presenters

Preparing and Uploading Your Poster: Deadline is Wednesday, June 16 at 23:59 AoE.

Please read and follow all instructions carefully and confirm your poster information is in final form before clicking “Send” in Step 5. Once you submit your poster, you will *not* have an opportunity to edit it.

  1. Assemble your one-page poster, ideally in PDF format. Other formats, such as PPT or PPTX, will not display in the platform and will instead download and launch the browser’s default app. The orientation can be either portrait or landscape. Although there is no maximum file size, recognize that attendees viewing the poster will need to be able to efficiently load your content. To produce a thumbnail image of your poster for Step 4 below, you can use this tool by Adobe to convert your PDF file to JPG format. PowerPoint can save a PPT or PPTX file in JPG format. If you have a paper in PDF format that accompanies your poster, you will have the option of uploading that to your poster as well in Steps 4d and e below.

  2. Optional: Prepare a video walkthrough. If you wish to upload a video, complete both step 2 and step 3. If you prefer not to upload a video walkthrough, skip to step 4. Your video can be prepared using your favorite video capture tool (e.g., Zoom, OBS Studio, Kazam, Screenshot/Quicktime) or using the video capture tool provided by vFairs. You must record your video in MP4 format. We encourage you to start this as soon as you have your poster prepared. Please be sure to state your name and poster title in the video.

  3. Optional: Upload your video to vFairs. Point your browser to https://www.vfairs.com/upload and enter the information requested using the following format (do not include the “<” and “>” symbols – they simply denote information that varies by poster presenter):
    a. Virtual Event Name or URL: GS21
    b. Webinar Title: < Title of your poster>
    c. Your Name: <YourFirstName YourLastName>
    d. Your Email Address: [email protected]

    Please be sure to enter [email protected] and not your own email address in the designated spot. Your own email address will be entered in Step 4 below.

  4.  Build your e-poster. Point your browser to https://siamgs21.vfairs.com/backend/index.php/job/poster-upload. The Virtual Event Name or URL will already be completed for you. Enter the information requested as follows (do not include the “<” and “>” symbols – they simply denote information that varies by poster presenter):
    a. Poster Title: <Your First Name, YourLast Name> - <Title of your poster>
    b. Your Name: <YourFirstName YourLastName>
    c. Your Email Address: <YourEmailAddress>
    d. Handout Title: If you have a paper in PDF format that accompanies your poster, enter its title here. If not, enter N/A (for not applicable). You will not be able to submit your poster with this field empty.
    e. Handout Link: If you have a paper in PDF format that accompanies your poster, use the “Browse…” button to upload it here. Although the “All Supported Types” filter in the bottom right mentions many different formats, only a PDF file should be included as a handout.
    f. Poster Thumbnail: Use the top “Browse…” button to upload the image file of your poster produced in Step 1 above. Note that if you do not do this, your e-poster will not display on the platform without being clicked.
    g. Poster Url: This is to upload the poster itself. Use the bottom “Browse…” button to upload the PDF (or PPT/PPTX) file of your poster. If you are uploading a PPT/PPTX file, toggle the filter in the bottom right of the upload window to “All Files (*.*)” to find your file.
    h. Collateral Video URL: If you opted to record a video in Step 2, copy and paste the URL returned to you in Step 3 above to link your video to the poster. If you did not record a video, leave this spot blank.
    i. Keywords: Please enter your name and some optional comma-separated keywords here to be used in a keyword search.

  5. Click Send to submit your poster. You will receive a confirmation message with a link to your uploaded poster document (PDF, PPT, or PPTX).

The firm deadline for you to prepare your poster, record your video, and build your e-poster using the steps above is Wednesday, June 16 at 23:59 AoE.

Please note if you do not upload a thumbnail image in Step 4f above, your e-poster will display a blank image.

Presenting Your Poster

Poster Session (PP1) is scheduled for Monday, June 21, 2:00 – 3:00 p.m. Central European Summer Time (UTC+2). Poster Session (PP2) is scheduled for Tuesday, June 22, 2:50 – 3:50 p.m. Central European Summer Time (UTC+2).

During your assigned poster session, you will be expected to have your poster open to respond to questions posted in the Q&A window attached to your poster. At the top of your poster’s Q&A wall, you will see an individualized link to a group video meeting room that you can use to discuss your poster with attendees. We recommend you keep the video meeting room open for the duration of the poster session to greet attendees as they enter. As viewers post messages on your Q&A wall, you may find it convenient to periodically copy and paste the video meeting room URL to have it appear on the wall without having to scroll.

There will also be a poster session chatroom in the conference platform chat feature accessible via the navigation bar at the top of the platform window. The poster session chatroom is to facilitate discussions, via text and group video, among the poster presenters and attendees.


Invited Plenary (IP) and Special/Prize (SP) Sessions

Session Chairs and Speakers

Invited Plenary (IP) and Special/Prize (SP) Sessions will be run using Zoom’s webinar format. Session chairs and speakers will be sent Zoom links by email in advance of each talk. If, by the morning of your session, you have not yet received the link, please let vFairs/local organizers know using the tech support chat room within the platform and they will provide you with the appropriate link. 

All IP and SP Presentations are live by default. It is recommended, but not required, that speakers send slides to the session chair in advance of the session. In the event bandwidth issues arise, the speaker can proceed via phone, as the session chair advances the slides. The vFairs tech can assist with the Zoom phone option, if necessary. If you are an IP or SP speaker, please provide the session chair with a telephone number where you can be reached when you send your slides.

IP and SP session chairs and speakers are required to join via the link mentioned above 15 minutes prior to the posted start time of the session. Please introduce yourself as a chair or speaker to the vFairs staff in the Zoom, and that person will assist you with testing audio, video, and screen share capabilities. Session chairs are responsible for ensuring that speakers stay within their allotted time.

The session itself will be recorded and made available for viewing on demand by registrants through the virtual conference platform. If SIAM decides to put any talks on YouTube after the conference platform closes, we will collect permissions from speakers.


Minisymposium (MS) Sessions

Minisymposium Organizers and Speakers

Minisymposia will take place during their scheduled times in a live* and interactive format (using Zoom’s meeting format). Minisymposium organizers and speakers are required to enter their Zoom sessions 15 minutes in advance of the posted start time of the session to get set up. You will not be sent links to the Zoom by email; you will simply enter the session by clicking the “join” button from the program within the platform and identify yourself to vFairs staff as an organizer or speaker. The vFairs staff person will assist you with testing audio, video, and screen share capabilities. If an issue arises during the session, and a vFairs support staff person is no longer in the room, please report it in the technical support chat room and you will be assisted immediately.

Minisymposium organizers will introduce each speaker. Twenty (20) minutes have been allotted for each talk, plus an additional five (5) minutes for questions. Determining a protocol for when and how questions are received and answered is the responsibility of the organizer. Please do not deviate from the schedule, even if a speaker finishes early. 

Session organizers are responsible for adhering to the posted schedule. It is imperative sessions conclude at the scheduled end time. 

*To minimize disruptions in the event of a dropped internet connection, we recommend speakers send the session organizer a copy of their slides with a phone number where they can be reached during the session. Session organizers can alternatively opt to play a prerecorded talk over Zoom screen share in exceptional circumstances. Just ask the vFairs staff in the Zoom for assistance.


Contributed (CP) Sessions

Session Chairs and Speakers 

Contributed Sessions will take place during their scheduled times in a live* and interactive format (using Zoom’s meeting format). Session chairs and speakers are required to enter their Zoom sessions 15 minutes in advance of the posted start time of the session to get set up. You will not be sent links to the Zoom by email; you will simply enter the session by clicking the “join” button from the program within the platform, and identify yourself to vFairs staff as a session chair or speaker. The vFairs staff person will assist you with testing audio, video, and screen share capabilities. If an issue arises during the session, and a vFairs support staff person is no longer in the room, please report it in the technical support chat room and you will be assisted immediately.

Session chairs will introduce each speaker. The session chair is responsible for making sure that talks run on time. Fifteen (15) minutes have been allotted for each talk, plus an additional five (5) minutes for questions. Session chairs should be prepared to moderate the Q&A period for each speaker. Please do not deviate from the schedule, even if a speaker finishes early.

Session chairs are responsible for adhering to the posted schedule. It is imperative sessions conclude at the scheduled end time. 

*To minimize disruptions in the event of a dropped internet connection, we recommend speakers send the session chair a copy of their slides with a phone number where they can be reached during the session. Session chairs can alternatively opt to play a prerecorded talk over Zoom screen share in exceptional circumstances. Just ask the vFairs staff in the Zoom for assistance.


Minitutorial (MT) Sessions

Minitutorial Organizers and Speakers

Minitutorials will take place during their scheduled times in a live and interactive format (using Zoom’s meeting format). Minitutorials are allotted a two-hour time slot. 

Session organizers and speakers are required to enter their Zoom sessions fifteen (15) minutes in advance of the posted start time of the session to get set up. You will not be sent links to the Zoom by email; you will simply enter the session by clicking the “join” button from the program within the platform and identify yourself to vFairs staff as an organizer or speaker. The vFairs staff person will assist you with testing audio, video, and screen share capabilities.

Determining a protocol for when and how questions are received and answered is the responsibility of the session organizers.

Session organizers are responsible for adhering to the session time limit in the posted schedule. It is imperative sessions conclude at the scheduled end time. 


Training Sessions

The session for IP and SP session participants was held on Thursday, June 17 at 10:00 a.m. EDT (UTC-4, 4:00 p.m. CEST).

Click here to view the recording.

The session for CP, MS, and MT session participants was held on Friday, June 18 at 10:00 a.m. EDT (UTC-4, 4:00 p.m. CEST).

Click here to view the recording.

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