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INSTRUCTIONS FOR SPEAKERS AT WORKSHOPS

Instructions on this page apply to all workshop contributors (invited talks, workshop paper authors, poster authors, etc.) registered for Workshops and Tutorials at IROS 2021.

Contents

  1. Login
  2. Connection test
  3. Presenting live
    1. Live stream
    2. Poster presentations
  4. Instructions for audience
  5. Upload of materials
    1. Speakers in a streamed session & pre-recorded-only talks
    2. Poster authors
  6. Contacting technical support

Login

Once you have registered for IROS 2021 and activated your account, you can log in to gCon. To log in, follow the diagram below.

Login Diagram

Connection test

Before your active participation in a live session, check that your computer meets the technical requirements: good internet connection, supported Internet browser, and sound and video check. Make sure that you are using a supported browser. Mozilla Firefox is NOT supported. Depending on your role, there are two ways to make the check as shown in the diagram below.

Test Diagram

From the last page of the SPEAKERS READY ROOM, you can access a demo by clicking the Preview - speaker button at the bottom. The following window will display and you can explore the functionality of the individual controls on the top right. Note the difference between the Questions and Chat tabs. The former is meant for live questions from the audience during the session, while the latter serves as a communication channel between the chairs, the speakers, and the live stream operator, if need be.

Preview Speaker List

Presenting live

Live stream

Enter the live stream through MY REMOTE PARTICIPATION 10 minutes before your workshop starts. A live stream operator will be ready to give you instructions and support you during the session streaming if need be. The voice of the operator is not broadcast to the audience.

Live Stream Diagram

Once your presentation slot starts, the live stream operator will display your uploaded slides. At this moment, the broadcast of the presentation to the audience has started. You can start presenting and control the slides using the keyboard arrows or the on-screen buttons. You can use the mouse as a pointer. If you did not upload your slides, and also in panel discussions, you will be able to switch on screen sharing using the slider at the bottom. If you are using a Mac, you need to grant the browser screen sharing permissions in advance.

Poster presentations

Enter your virtual room at the scheduled time. You are expected to present your poster using the screen sharing feature and answer the questions of the audience. You will be able to choose whether to share the whole screen (recommended if you have two or more screens) or a specific window (recommended if you have only one screen). The poster rooms can be accessed via Posters as shown below. Poster Room In the information window of the presentation, the room is displayed in the Virtual rooms tab. The Enter button is enabled at the scheduled time. Poster Room Entry In the virtual room, watch the timer at the bottom. Once the scheduled time expires, the room closes automatically.

Instructions for audience

Please read the INSTRUCTIONS FOR AUDIENCE for guidelines on exploring the program and interacting with other participants.

Upload of materials

Speakers in a streamed session & pre-recorded-only talks

To upload your files, follow the diagram below:

  • Upload your on-demand materials (e.g., the pre-recorded video) using the Upload documents button. These materials will be visible to all participants immediately after upload. They can be deleted and uploaded again if needed. To provide all participants with sufficient time to explore the on-demand content, we ask all speakers to upload their on-demand materials until September 5, 2021, 23:59 PST. Workshop participants can upload any files under the on-demand materials, following the guidelines given by their workshop's organizers.
  • Upload your spotlight presentation slides (PPTX/PDF) through the Upload slides button. Deadline: September 12, 2021, 23:59 PST. Until the deadline, you can reupload your presentation if needed. After the deadline, manual presentation approval will take place, and you can no longer modify the presentation. Important: These slides will be broadcast during your live session and you will be able to control the presentation (back/forward/pointer).
  • If your talk is pre-recorded-only (0 minutes in the schedule and a REC tag), upload the pre-recorded video using the Upload documents button. Do not use the Upload slides button.
  • Subtitles for pre-recorded videos are warmly welcome. To accompany your video with subtitles in VTT (preferred) or SRT format, upload the subtitles file through Upload documents together with your video. Both the video and the subtitles file need to have the same filename to be paired correctly.

Presentation Diagram

Poster authors

  • Upload your on-demand materials, including your poster file, using the Upload documents button. These materials will be visible to all participants immediately after upload. They can be deleted and uploaded again if needed. To provide all participants with sufficient time to explore the on-demand content, we ask all poster authors to upload their on-demand materials until September 5, 2021, 23:59 PST.
  • Upload your poster (PDF) through the Upload poster button. Deadline: September 5, 2021, 23:59 PST. Until the deadline, you can reupload your poster if needed. After the deadline, manual poster approval will take place, and you can no longer modify the poster. Important: If your poster has a live virtual room session, you will be using the screen sharing feature for the live presentation of your poster. This is to ensure the best interaction with the audience. The uploaded poster serves for on-demand viewing only.
  • If your poster is scheduled as a presentation (i.e., it appears in the Detailed program and not in the Poster area), please follow the instructions for speakers in a streamed session.

Poster Diagram

Contacting technical support

The technical support is available through HELPDESK. Use the Chat or Videochat tab to communicate directly with the support team. Your question will be added to the support queue and the support team will reply as soon as possible. You can leave the chat and return to it at any time. You can have the chat open in a separate browser window while still watching the live stream or visiting other parts of the online event.

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