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Best Practices for Live Presentation and Pre-recorded Presentations

For ALL Archiving 2020 Authors

For Interactive (Poster) Authors

Best Practices for Live Presentation and Pre-recorded Presentations

The following are recommended best practices, but we understand if all recommendations are not possible in individual cases.
Please review the list and implement as many suggestions as you can.

    a. Maximize your local internet:
        i. Make sure your modem is accessible (i.e., not buried in a closet or room on the far side of a house)
       ii. Hardwire your computer to your modem
      iii. If you cannot hardwire, locate yourself as close to the modem as possible
      iv. Close all other programs on your computer and turn off notifications.
      v. Turn off all other devices that have access to the internet (other computers, tablets, smart TV’s, game systems, etc.). Keep your phone connected so that you can contact IS&T staff should you need to do so during the class.
    b. Be prepared in case you have a problem:
        i. Have a backup computer ready
       ii. Be ready to dial in on your phone
    c. If possible, select 5G in both directions (input and output)
    d. Keep your laptop plugged in so you are not running on the battery.
    a. External microphone is best
    b. Plug-in headphone set is next best
    c. Laptop microphone will work – but try to eliminate or reduce all surrounding noise (see e. under Video)
    d. Consider getting background noise suppression software
    a. Organize your background so there is no clutter or mess; a blank wall is fine. Do a test run to see how you look against your background. (TIP: Do not wear clothing that matches your background color.)
    b. Position yourself so you are lit from the front and/or above.
    c. Do not have a window in the background. If it is your only option, then please close the blinds and curtains to minimize the light.
    d. Dress code is business casual.
    e. Eliminate sounds and distractions during your presentation time. Put up an “ON AIR” sign, so family members or roommates know not to disturb you!

    a. Use images, keywords, or brief phrases instead of large chunks of text– you want the attendees to be listening to you, not reading a slide.
    b. This may mean more slides but it will visualize your content to make a more engaging impression.
   Engage your audience
    a. You should try to engage your audience every ~5 minutes
    b. Remember moments during your research where you got excited — share these with your audience 
    c. And don’t forget to share the challenging moments and how you got past them
    d. Where are you going next with your work — reach out to attendees for suggestions and encouragement
    a. Know your material
    b. Practice and practice again
    c. Anticipate questions and have answers ready 

    Final Submission Directions
    4-6 page proceedings manuscripts

    • Check you acceptance e-mail for further details.
    • Deadline: April 3, 2020
    • Use the reviewer comments to revise and finalize your submission.
    • Use the Word or LaTeX template to format your submission.
    • Final documents should be print-ready PDF files. Be sure that all fonts and graphics are embedded.
    • Use the OpenConf system to upload the abstract and the appropriate, completed copyright transfer form.
    • Note: IS&T does not edit or proofread papers. We publish the final version that you provide.

    Presentation Length

    • Interactive (Poster) Paper Previews: 2 minutes; no time allotted for questions and answers (Q&A).
    • Oral: 20 minutes; this includes 1 minute for chair introduction; 15-16 minutes for your talk; and 3-4 minutes Q&A
    • Invited Focal: 30 minutes; this includes 1 minute for chair introduction; 25-26 minutes for your talk; and 3-4 minutes Q&A
    • Keynote: 50 minutes; this includes 1-2 minutes for chair introduction; ~42 minutes for your talk; and 5-7 minutes Q&A

    What to do on the Day of your Presentation

    • Either day of or prior to, test your computer on the actual AV equipment in the room—during a coffee break or lunch—to make sure your presentation runs smoothly.
    • Meet with a Session Chair to review any changes to the program, etc. Session chairs are listed in the final onsite program; registration desk staff can help you contact your chair.
    • Report to the meeting room 5-10 minutes before the session is scheduled to begin.
    • The session chair will announce your title, the author(s), affiliation(s), and speaker. If you are a substitute speaker, state your name and the author’s.
    • Please help keep the session running on time. Your session chair will signal you when your speaking time is almost done.
    • Q&A is permitted only if there is time remaining for your talk. To be fair to the next presenter, do not take any questions if you have used up your allotted time. Repeat each question into the microphone before answering it.
    • Please note that personal belongings such as briefcases, computers, backpacks, coats, book bags, etc. should not be left unattended in meeting rooms.

    Interactive Paper Author FAQs
    Interactive (poster) papers offer the unique opportunity for authors to make a 2-minute oral presentation during a technical session PLUS have a poster of their work displayed during the entire conference + get direct feedback from other attendees during the Interactive Paper Session.

    Interactive Paper presenters need to prepare 3 things:
    1. Proceedings manuscript (see above)
    2. Poster for viewing
    3. Presentation slides for your 2-minute oral preview. Refer to your acceptance letter or the Program for the day and time of your preview talk.

    Prepare your Poster: Posters must fit within a 1-meter x 1-meter space. Suggestions for how to prepare a good poster are below.

      Poster Preview Slides
      We recommend you prepare 3-5 slides; keep your 2-minute presentation concise and focus on the key points:

      • What problem did you want to solve?
      • What was your approach/methodology?
      • What are your results?

      The goal is to entice people to come talk with you about your work during the Interactive Paper Session. (Don't forget to include a slide with the name and authors of the paper!)

        Poster Set-up
        Begins Tuesday morning. Please bring your poster with you when you register onsite and pick up your badge.

        • Your poster location will be identified by a sign with your photo, name, and paper title.
        • Materials will be supplied for hanging the poster.
        • Proximity to an electrical outlet is not guaranteed given the space so please plan accordingly

        During the Interactive (Poster) Paper Session: It is important that you stand by your presentation during the entire scheduled time of the Session so that you are available to discuss your work with attendees. We hope you will enjoy the lively interaction that this direct contact provides.

        Author Resources

        1. Packaging your Powerpoint Slides
        Detailed instructions can be found in the Package Your Power Point Slides pdf. Here is an overview:

        • In Powerpoint, select FILE –> EXPORT –> Package Presentation for CD.
        • Be sure to check the boxes to "include linked files and embedded TrueType fonts".
        • Check "Inspect presentation for inappropriate or private information" if you have concerns about this.
        • No need to add a password.
        • Select "Copy to Folder".
        • We recommend creating a new folder to hold the entire package; it will contain the PPT and any associated files. Give the folder a unique name, easy to identify, and compact. (hint: YearMonthSurnameInitial, ie. 2020NovYeeM).
        • Confirm that you really do want to copy all the linked files to your computer; this  includes any files that might be on company servers.
        • After you click "Yes", a package is created and placed in the location you specified above. It will contain the PPT presentation with all of the fonts and graphics embedded. Put a backup copy on a USB drive and bring it with you to the conference.

        2. How to Update/Edit Author Information in OpenConf

        • Go to the OpenConf homepage.
        • Click Edit Submission.
        • Enter your OpenConf Submission ID number and password: If you have forgotten your password, there are measures to change your password on the OpenConf site.
        • Click Edit Submission.
        • Review the submission and correct any information that has changed.
        • Click Submit Changes.

        3. How to Upload your Files to OpenConf
        • Go to the OpenConf homepage.
        • Click Upload File.
        • From the pulldown menu, select your upload type: (i.e., manuscript, photo, copyright).
        • Enter your OpenConf Submission ID number and password.
        • Click Choose File to select the file you want to upload.
        • Click Upload File.

        4. How to Prepare a Good Poster

        • Posters must fit within a 1-meter x 1-meter space.
        • Remember: people will read your poster materials from a distance of ~ 3 feet/1 meter, so text should be large and legible.
        • Don't include too much information. Details are best presented in a form that is easy to interpret visually, without requiring a lot of time spent reading.
        • Strong visuals—images, figures, graphs—are ways to draw others to your work.
        • Each section of the poster  should have a descriptive heading; display the material in a logical sequence.
        • We discourage the use of multiple pieces of paper; a large-format print is preferred.
        • Simply affixing copies of your paper from the proceedings to your poster board is not acceptable.
        • Consider the “Better Poster” guideline and templates to assist you in preparing your poster. (These templates were created by Mike Morrison, a doctoral student in Psychology at Michigan State University.  If you want to know more and have time, his YouTube video is an entertaining exploration of some of the problems with scientific papers and his ideas for improvements.  Fast forward to 10:40 for his explanation of the template). 



        Authors are invited to submit abstracts describing original work in technical areas related to 2D, 3D, and AV materials
        PLEASE NOTE: IS&T Publication Policy

        • New developments in digitization technologies and workflows
        • Advanced imaging techniques and image processing, e.g., multispectral imaging, 3D imaging
        • Large scale/mass digitization and workflow management systems
        • Quality assurance and control of digitization workflow, e.g., targets, software, automation, integration
        Preservation / Archiving
        • Formats, specifications, and systems
        • Management of metadata
        • Standards and guidelines
        • Archival models and workflows
        Access of 2D, 3D, and AV materials
        • Dissemination and use of digitized materials, e.g., rights management, crowdsourcing, data mining, data visualizations
        • Formats for preservation and access
        • Deep learning algorithms to improve search results; AI, machine learning, etc.
        • Open access and open data strategies
        • Integration of linked open [usable] data (LOD/LOUD)/Open source solutions/APIs (automated programming interface, e.g., IIIFs)
        Management and Partnerships
        • Policies, strategies, plans, and risk management; repository assessment
        • Business and cost models
        • Collaborations and partnership best practices/lessons learned/case studies

        All submitted proposals are peer reviewed by the program committee to assure that the program provides significant, timely, and authoritative information. All papers presented at Archiving 2020 are published in the conference proceedings, indexed with various services, filed with the US Library of Congress, and made available as downloadable PDFs through the IS&T Digital Library. Papers presented at the conference should be authoritative and complete in regard to advancing the state of knowledge in the area of digitization and archiving. The conference language is English.


        Authors have the option to submit either a traditional conference paper, published in the proceedings, or a paper that first appears in the Journal of Imaging Science and Technology (JIST) and then as a reprint in the Archiving 2020 Proceedings. Accepted JIST-first papers are automatically given an oral talk at the conference; JIST-first submissions that are not accepted or require major revisions are transferred to the conference committee for independent consideration. See details below for each option.

        How to Submit a Conference Paper

        Prospective authors are invited to submit extended abstracts (1-2 pages) describing original work for presentation at the 2020 conference in any technical areas related to the program topics. Only abstracts submitted according to the IS&T guidelines and template will be considered.

        Authors may request a 20-minute oral presentation (includes Q&A) or poster presentation format; both are considered of equal value, importance, and merit. The Interactive (poster) option enables presenters to engage with other conference delegates and get more feedback. Prospective authors should:

        • use the Archiving Review Abstract Template;
        • clearly identify the technical content of the paper, including how the material is new or distinct from previously presented/published work on the same topic;
        • list author and all co-authors with a maximum 50-word bio for each; and
        • provide complete contact info (address, phone, e-mail) for the primary author, and indicate the format preference (oral or poster).

        Conference paper submission deadline: 1 December 2019—CLOSED
        Notification of acceptance/rejection: early-January 2020

        Upon notice of acceptance, authors are sent detailed instructions for submitting the full text of the paper for publication in the conference proceedings, including forms for “transfer of copyright.” Please note that each author is responsible for obtaining appropriate clearance as necessary. Final manuscripts due: 3 April 2020

        How to submit a JIST-first Paper

        Journal papers differ from conference papers in that they meet the standards of the journal in terms of scope, originality, relevance of topic, completeness of background/reference to prior work, completeness of results/discussion, and quality of language. Refer to JIST-first Author Guidelines  for detailed instructions.

        JIST-first Archiving 2020 papers are submitted directly to the journal submission portal:
        Deadline: 1 November 2019

        Accepted papers are published in the JIST, appear in the Archiving proceedings as reprints, and are presented at Archiving within the technical papers program. Provisional decisions and requests for minor revision, if required, will be sent to authors in late December. Revisions of provisionally accepted papers are due within 10 days following the decision letter and no later than 20 January 2020 unless otherwise noted by the editor. Upon acceptance of papers, JIST-first authors must register for Archiving.

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