During-Conference Presenter Instructions
Congratulations! You are presenting at AIED 2022. The hybrid structure can be confusing, so this page is intended to be a one-stop shop on what presenting at AIED 2022 will be like. Most sessions at AIED are organised thematically, meaning that for each session some presenters will be remote and some will be in-person.
The first thing you should do is double check the date and time of your session in the schedule (https://aied2022.webspace.durham.ac.uk/programme-overview/). We suggest you place the day and time into your personal online calendar along with a reminder. AIED2022 uses Time Zone UTC+1. If you need assistance converting time zones, please use https://www.timeanddate.com/ or similar type website.
- FOR REMOTE PARTICIPANTS: Prepare and upload the slides and backup video as instructed (https://aied2022.webspace.durham.ac.uk/instruction-for-presenters/). You will use Zoom for your actual presentation. Please download the Zoom app if you have not yet done so. As a presenter, this is the most important system with which to be familiar. You will be able to share the screen and present (preferred); alternatively, you can ask one of the volunteers to upload your presentation from the EDM-AIED’22 Google drive and play the PowerPoint or equivalent for you, whilst you speak (you will have to say ‘next slide’ every now and again). For Poster presentations online, see information below.
- FOR IN-PERSON PARTICIPANTS: Prepare and upload the slides and backup video as instructed (https://aied2022.webspace.durham.ac.uk/instruction-for-presenters/). You will present from the front of the room as in regular conference presentations. The Session Chair or volunteer will help you open your PowerPoint presentation from the EDM-AIED’22 Google drive, to show on the overhead projector, and also will ensure that your presentation is transmitted in Zoom for the online audience. For Poster presentations face-to-face, see information below.
- FOR ALL PARTICIPANTS: All of you are expected to present live. The live schedule of the conference will be in WHOVA. You will be able to access your Zoom links from within the system. Information will be sent to all registrants.
The programme of AIED2022 is rich with presentations and opportunities for discussion. To enable smooth participation experience, it is important to keep all sessions on time.
Long Papers: Each presenter should finish their presentation within 20 minutes, leaving 5 minutes for Q&A and change over.
Short Papers: Each presenter should finish their presentation within 10 minutes, leaving 5 minutes for Q&A and change over.
Practitioner Track: Each presenter should finish their presentation within 10 minutes, leaving 5 minutes for Q&A and change over.
Industry Track: Each presenter should finish their presentation within 20 minutes, leaving 5 minutes for Q&A and change over.
Journal Track: Each presenter should finish their presentation within 10 minutes, leaving 5 minutes for Q&A and change over.
Best Paper from Partner Societies: Each presenter should finish their presentation within 20 minutes, leaving 5 minutes for Q&A and change over.
Presenter Instructions for Livestream (remote + in-person)
- Each livestream session should have the presenters and moderators present prior to the start, at least 15 minutes.
- Every Presenter must be registered for the Conference.
To Access Your Session (Remote Participation)
- The only way to access the livestream session is by utilising the Zoom Link that the AIED Virtual Team will send out. This important email will be sent to you in advance of your session.
To Access Your Session (In-person Participation)
- Please navigate to the meeting room at the conference venue (the Teaching and Learning Centre, Durham University) at least 15-minutes prior to the start of the session.
- Retrieve your presentation slides that you have uploaded to the platform by 11 July 2022.
Day of Session Timeline
Check-in 15 minutes prior to the start of your session for last minute instructions and tech check with your Session Chair and volunteers. Once the livestream begins, there will not be an opportunity to do a tech audio/video check as the livestream will be in-progress.
- 15 minutes – 0 minutes before session time
- Remote Presenters click into the Zoom link that was sent out a few days before.
- In-Person Presenters arrive at the meeting room.
- The Session Chair supported by the in-room volunteer will do a last-minute audio/visual check of presenters and review any last-minute details.
- At the session start time
- The Session Chair supported by the online volunteer will ask for anyone who is not presenting to turn the video off and to mute as they start the livestream.
- If multiple presenters are going to speak at once (panel format) all presenters will turn on camera and unmute, including the moderator.
- The session chair/moderator should start the session with an introduction.
- To ensure the livestream is not interrupted, if you are not speaking, please mute yourself.
- During the session
- Each presenter will present their slides and then take questions from the audience.
- The Session Chair can (or ask the online volunteer to) view questions from attendees from the Zoom chat and read them to the presenter, and alternate with questions from the room.
- Time reminders before the end of the session
- The Session Chairs will give presenters a 5-minute/2-minute warning for Long/Short Papers, as well as a final 1 minute warning. When hearing the 1 minute warning, you will round up your talk.
During the Livestreamed Q&A
- The Session Chair will review all the questions submitted for each paper, and will ask the most relevant question verbally to the authors during the Live Q&A, or may ask face to face or online participants to ask questions directly, depending on the time available.
- During your paper’s LIVE Q&A, we ask that you turn on your video to assist attendees that are lip-readers.
- In physical larger rooms, where there are microphones, the volunteers will bring the microphones to you if you have a question.
Presenting Your Poster
- Please note the schedule when you are expected to be near your poster to present during the dedicated Poster Sessions, either fully online, or fully face-to-face, see https://aied2022.webspace.durham.ac.uk/programme-overview/.
- The face-to-face space has been allocated as the open plan space in the second floor of the conference venue (the Teaching and Learning Centre, Durham University).
- The online space has been allocated on VTogether. You shall receive separate information on how to log into the platform separately, which is sent to all registrants.
See more information on accessibility at Accessibility Guide (educationaldatamining.org).