Dear delegates. AUPEC is running to a very tight schedule. Please review the instructions below for information on presenting as a keynote, panelist or author, being a session chair or being a room coordinator.

Presenting

General Papers and Extended Abstracts

  • 12 minutes presentation
  • 2 minutes questions
  • 1 minute getting on and off stage and speaker introduction

The schedule is extremely tight so if you go over time the session chair will cut you off without mercy and you will not have the opportunity to answer questions.

  • You need to bring your presentation in PowerPoint format for windows on a USB flash drive to the room you are presenting in during the meal break before your presentation. The room coordinator will help load the presentation onto the laptop and test that it runs properly.
  • You will present at a lectern from the conference laptop with a fixed microphone. Please use the microphone for the presentation and for answering questions so the whole audience (including the hearing impaired) can hear you.
  • If you are asked questions, please repeat the question at the start of your answer so the whole audience knows what was asked.
  • The conference laptop has Windows 11, the latest version of Microsoft PowerPoint and a PDF viewer. It is equipped with a Logitech presenter for slide advance. The Logitech presenter also includes a laser pointer.
  • There is no presentation template for the conference presentation.
  • There is no provision for audio out from the laptop to the room PA.
  • Presentations are not recorded or live streamed.
  • You cannot use your own laptop – no exceptions!

Panellists

  • The panels will take the format of short presentations by each panellist followed by Q&A facilitated by the panel chair.
  • Your panel chair will tell you how long the presentations can be.
  • Panellists will be seated on a stage and use the lectern and fixed microphone for presentations.
  • Presentations must be in PowerPoint (Windows 11) and must be loaded onto the conference laptop from a USB flash drive during the meal break before the panel session. The room coordinator will help load the presentation onto the laptop and test that it runs properly.
  • The conference laptop has Windows 11, the latest version of Microsoft PowerPoint and a PDF viewer. It is equipped with a Logitech presenter for slide advance. The Logitech presenter also includes a laser pointer.
  • There is no provision for audio out from the laptop to the room PA.
  • Presentations are not recorded or live streamed.
  • You cannot use your own laptop – no exceptions!
  • During Q&A there will be a wireless microphone to share between the panellists on stage. Please use it when you are speaking to ensure the entire audience hears you.
  • During Q&A there will also be a roving wireless microphone for the audience. Please guide the questioners to the microphone so you don’t need to repeat the question for the audience.

Keynotes

  • Keynote presentations are 45 minutes including setup, introduction and questions.
  • Please discuss how you wish to use your time with your session chair.
  • You will present at a lectern from the conference laptop with a fixed microphone. Please use the microphone for the presentation and for answering questions so the whole audience (including the hearing impaired) can hear you.
  • During Q&A there will also be a roving wireless microphone for the audience. Please guide the questioners to the microphone so you don’t need to repeat the question for the audience.
  • Presentations must be in PowerPoint (Windows 11) and must be loaded onto the conference laptop via a USB flash drive during the meal break before the keynote session. The room coordinator will help load the presentation onto the laptop and test that it runs properly.
  • The conference laptop has Windows 11, the latest version of Microsoft PowerPoint and a PDF viewer. It is equipped with a Logitech presenter for slide advance. The Logitech presenter also includes a laser pointer.
  • There is no provision for audio out from the laptop to the room PA.
  • Presentations are not recorded or live streamed.
  • You cannot use your own laptop – no exceptions, not even for keynotes!

Session Chair

  • Please ensure you arrive at your session at least 10 minutes before the scheduled start time.
  • The room coordinator will have collected the session sheets listing the presenters, titles and biographies. The sheet will be on the disk at the front of the room with a microphone. Familiarise yourself with your presenters. If you have any substitute presenters get their details so you can introduce them and ensure they are added to the presenter sign-off sheet.
  • Please use the microphone on the session chair desk when talking so the entire audience can hear you clearly.
  • Paper timings are:
    • 12 minutes presentation
    • 2 minutes questions
    • 1 minute getting on and off stage and speaker introduction
  • Once teh presentatin has concluded prompt for questions if necessary.
  • It is essential you keep to time and finish the session when it is scheduled.
    • If presenters do not turn up please wait the allotted 15 minutes before commencing the next paper to keep to program so other delegates to move between sessions.
    • If presenters go over time, cut them off and move on to the next presenter.
  • The room coordinator will have a presenter sign-off sheet and will get the presenters to sign it after their presentations. This must be returned to IEEE for verification of no-shows.
  • If a presenter does not turn up please ensure no-show is written on the sign-off sheet.
  • If there is a replacement presenter please write their name on the sign-off sheet and indicate if they are an author of the paper.
  • Room coordinators are instructed to walk on to stage and adjust the presenters microphone during a presentation if the presenter is not intelligible to the audience.

Room Coordinator

  • As room coordinator you are responsible for making the conference happen.
  • In the meal break before your session go to the registration desk and retrieve the Session Chair Sheet for the session (with authors, titles and biographies) and the Presenter Sign-Off Sheet.
  • At least 15 minutes before the session is due to start go to the room, leave the Session Chair Sheet on the Session Chair’s table.
  • The presenters for the session will arrive with their presentations on USB flash drives.
  • Load each presentation onto the desktop of the conference laptop.
  • Open the presentation and go through each slide to ensure it comes up on the screen properly.
  • Return the flash drive to the presenter.
  • Ensure the presenter knows how to adjust the microphone to fit their body shape and how to use the Logitech presenter device.
  • When the session chair arrives make yourself known to them as the room coordinator.
  • If the session chair has not turned up 5 minutes before the session start time go to the registration desk and we will provide a replacement session chair.
  • The session chair will run the session.
  • If the presenter is not using the microphone effectively, walk on stage and adjust the microphone for them during their presentation. Do not be shy.
  • At the end of each presentation get the presenter to sign off on the sign-off sheet confirming the presentation happened. If there is a replacement presenter write their details on the sign-off sheet.
  • A the end of the session delete all the presentations for the session from the conference laptop. Return the sing-off sheet and session chair sheet to the registration desk.
  • If there are any issues with the technology or any other problems come to the registration desk and get the event coordinator to assist in resolving the problem.