Information for participants

Registration for Live Participation

During the welcome reception, in-person attendees can register and obtain their badges. The conference welcome package can be collected since Monday morning at the Aula registration desk. The reception desk is located on the ground floor of the Aula Conference Center. The staff at the reception desk is available to the conference attendees for the on-site registration process as well as further assistance if needed. The reception desk will be open during the conference hours.

Official language and time zone

The official language of the conference is English, which should be used for all presentations, posters and open discussions. The conference program follows the Central European Time (CET) zone.

Information for presenters

ORAL PRESENTATION
– PLENARY TALKS 45 min. (40 min. presentation + 5 min. discussion)
– KEYNOTE TALKS 30 min. (25 min. presentation + 5 min. discussion)
– STANDARD TALKS 15 min. (12 min. presentation + 3 min. discussion)

The oral sessions will occur in hybrid format with some presenters live and some online. The oral sessions will be held in the Aula Conference Center at TUDelft and streamed online via Zoom. The Zoom sessions can be accessed via the Whova platform. The recording of the oral sessions will be available at the end of each day on the Whova platform. All speakers should be present at the session at least 15 minutes before its starting time (either live or connecting to the associated Zoom session in Whova). They have to inform the session Chair of their presence.

Live presenters are requested to bring the slides (.pptx or .pdf format only) on a USB device and to copy them before the session on the laptop available in the session room. Please note that live speakers cannot use their computers.

Online presenters can present their work via pre-recorded videos or in real-time with zoom connections. The presenters requesting real-time connections will be sent a Zoom link the week prior to the conference. They should notify their presence to session Chair through the Zoom chat feature. They will present their slides through the Zoom “screen share” feature. Please, test your internet, voice, and video connections in advance. All online oral presenters are asked to upload before 18 August a pre-recorder video with maximum length of 12 minutes for standard talks and 25 minutes for keynote talks and also indicate their preference mode (video/real-time) for presentation. The video will be used in case of technical problems during the sessions for real-time online presenters.

POSTER PRESENTATION
Three poster sessions in a hybrid format are scheduled. On the Whova platform, a one-page poster and a pre-recorded video description will be available during the entire week. During each poster session, all the posters will be exposed at the Aula Conference Venue. The Organizing Committee will print and display all the one-page posters. The printing cost is included in the registration fee. An interactive chat for each poster will be available on the Whova platform to enhance the interaction between live and online attendees.

The presenting authors of the poster papers should prepare:

• One page poster (A0 size, portrait orientation) as a PDF file with embedded fonts.

• A pre-recorded video description of maximum 6 minutes.

They will receive the link for uploading the poster and the video on the Whova platform with further instructions in August. The link will be sent only to registered presenting authors.

Information for Session Chairs

Session chairs should arrive in their assigned rooms ten minutes before the start of their session and check the attendance of all speakers. There will be student assistance for managing the hybrid session format. If a speaker is missing, please communicate this to the student assistant in the room. Please do not fill in the time of any missing talk by moving forward the next scheduled talk in the session. Because of the hybrid nature of the conference this year it is imperative that all talks be given in their pre-assigned time slots – no shuffling!

Policy on paper presentation for all participants

The policy of the IRMMW-THz Society is that at least one of the authors of an accepted paper must be present at the conference to present said paper (orally or at a poster session). If the author is not present at the assigned session where the paper is being presented, the paper will be removed from the final digest of manuscripts that is archived on IEEEXplore. This policy will be strictly enforced.

Photography/videography policy

Please note that photographs and footage by a professional photographer will be taken throughout the IRMMW-THz 2022. Attendees cannot record or photograph in-person presentations or posters. All the presentations will be available at the event platform. Please contact the event organiser if you have any concerns or if you wish to be exempted from this activity.