Presenter Instructions

  • Presenter Instructions of Technical Paper
  • Presenter Instructions of Work in Progress (WIP)
  • Presenter Instructions of Demo
  • Presenter Instructions of ToH Interactive Session

  • Presenter Instructions of Technical Paper

    Format

    All technical paper sessions at WHC 2019 will have a new organization for presentations: An oral session with 3-minute blitz pitches for accepted papers, 10-minutes talks for award nominated papers, and, an interactive session of 120 minutes for all accepted papers.

    Session chairs will keep strict time: do not overrun. There will be student volunteers in the session rooms and the Main Hall, to assist you with your blitz pitch and interactive session.

    Instructions for the oral presentation.

    Please arrive in the session room at least five minutes before your assigned session begins and be sure to let the session chairs know you are there. All speakers should sit near the podium since we will have very little time for the transitions. Please bring your own laptops and any adapters required. HDMI connection will be provided for your computer. There will be an audio interface (3.5mm stereo jack) for your computer at the podium.
    Each speaker will be allocated a total of 3 minutes for their talk (plan your talk for 2:50 to be safe) or 10 minutes talk for award nominated papers (plan your talk for 8:00 to be safe, and for 1 or 2 short questions). While the speaker before you are speaking, you will have three/ten minutes to set up your laptop. There will be a student volunteer at the podium to help you if you need it. Although there will be a sub-monitor, we encourage you to check the connection with your laptop and the projector beforehand.
    After three or ten minutes, the talk time will shift to the next speaker. There will also be a 3 or 10-minute countdown timer to aid the speaker to keep track of time. Please set the computer screen resolution for your computer to 1920 × 1080 for the best result. The recommended slide size is the widescreen format (16:9). A template for the technical paper slides is available (Template_paper.pptx)

    Preparation Suggestions

    If you are a speaker of a 3 minute blitz pitch, you will have only three minutes, but there will be no change-over time and no questions. Therefore, you should be able to get your message across effectively so that the audience will know if they want to learn more and visit your display during the interactive session. Questions and discussions will happen during the interactive sessions.

    You will need to practice a number of times to get your message across effectively in only three/ten minutes.

    • You will not be introduced by the session chairs. Give your name and the title of your paper.
    • Your presentation is an advertisement for your paper, please focus on insights rather than details.
    • Avoid spending too much time on related work.
    • Consider giving an application/motivation of your work, the main result, and one piece of technical “meat” (e.g., a theorem, a design principle, an equation, etc.) that will help the audience understand the methodology and the depth of the work, understanding that there will not be time for all the details.

    The Interactive Session

    Interactive presentations will be held in the Main Hall, which will feature 36 booths. There will be a 120 minute interactive sessions each day (July 10-12) to provide plenty of opportunity to experience the demonstration and speak to the authors. First half of the session is set as a core time for the odd numbered speakers, and the second half of the session is for the even numbered speakers. A 40 inch LCD monitor with an HDMI port (be sure to bring your adapter, if your laptop does not have HDMI connection.), a table (1,800 mm (W) x 450 mm (D) x 700 mm(H)), a poster panel, and an electrical power outlet (1.5 amps, 100 volts, 150 watts with a Type A ungrounded socket) will be prepared for each booth. – be sure to bring your own power plug adapter. The monitor will be mounted on a monitor stand behind the table. You can use the whole area on the table.

    The maximum dimension of the poster panel is 900 mm (W) x 1800 mm (H). We recommend A1 poster size to ensure that the entire poster is easily visible (594 mm(W) x 841 mm (H)). The top of each poster is well above the head height to ensure that the poster titles are clearly visible, even from a distance. There is no specific template for the posters for the presentations. All authors are free to choose the format of the poster.
    There will be a sign with the booth number fixed on the top left corner of the poster panel. The last two digits of your presentation ID indicates your booth number. This format will help you as well as the attendees find your booth easily. However, the size of the sign will be 150 mm x 150 mm. If you use an A0 poster, please make sure to this area blank.

    Front view of a booth

    Guidelines

    • If you have more than one author for your paper, we recommend you have two authors at your booth. This allows one author to walk around and talk to other authors of other papers while the second author presents your work.
    • If there are people waiting to talk to you, limit your discussion with any one attendee. Schedule a time later to get together to discuss in more detail.
    • You should have several slides prepared that introduce the details, but do not plan to give full 10-minute one-way talks. The format of the interactive session should encourage lively discussions between paper authors and audience members. The format of the interactive session is not to repeat the same one-way talk over and over until the end of the session.

    Poster Set-up Times

    Please respect the set-up (during lunch break) and removal times (immediately and within 5 minutes after each session) to help us run the WHC 2019 program on time.


    Presenter Instructions of Work-in-Progress (WIP)

    Format

    All WIP presentations at WHC 2019 will have a 20 seconds teaser and 90 minutes interactive or poster sessions.

    Teaser Session

    WIP presenters are asked to participate in a poster teaser session. Presenters should prepare and send in advance a single teaser slide, which will be displayed for 20 seconds during one teaser session. Authors should deliver during this time an oral teaser to interest attendees in their work. Note that the idea is to attract attention, not to tell all.

    The teaser slides will be advanced automatically. Also, no user interaction for presenters will be possible. Thus, the slides have to be prepared accordingly. Note that videos are not permitted. Animations are possible, but not recommended. Any animations should run automatically and be completed in the available time.

    A template for the teaser slides is available (Template_teaser_WIPnumber.pptx) but you are free to prepare your own. The slides should contain at least the WIP number on the upper right side (e.g. WP1P.01), as well as title, authors, and affiliations. Please employ 16:9 format. For organizational reasons only a current PowerPoint format will be accepted. The slides will be compiled into one file and be run using a Microsoft OS laptop. In case the slide is prepared with a different software and/or in a different OS, please make an effort to test in advance that the formatting is maintained when transferring the file to a different environment.

    Each teaser file has to be submitted before the conference: deadline is June 30, 2019, 23:59 PDT. The file has to be named teaser_.pptx. Using as subject line [WHC Teaser file] , please upload it through PCS.

    In case of difficulties with large file sizes please get in touch with the organizers via the same email address.

    For the teaser session at the conference, one poster author per paper is requested to line up in front of the podium (facing the audience). Teaser presenters should form a line next to each other, lining up by number as specified in the program (and below). A microphone will be provided and should be passed from one speaker to the next. Please note that authors do not walk up to the podium, but remain at their location during this process.

    WIP Interactive Session

    A subset of WIP presentations (Please check program) will be held as the interactive session in the Main Hall. Booth equipment is same as the interactive session for technical paper. A 40 inch LCD monitor with an HDMI port (be sure to bring your adapter, if your laptop does not have HDMI connection.), a table (1,800 mm (W) x 450 mm (D) x 700 mm(H)), a poster panel, and an electrical power outlet (1.5 amps, 100 volts, 150 watts with a Type A ungrounded socket) will be prepared for each booth. – be sure to bring your own power plug adapter. The monitor will be mounted on a monitor stand behind the table. You can use the whole area on the table.

    WIP Poster Session

    The poster presentations will be held in the concourse. Booth equipment is a poster panel (no LCD monitor).

    Poster Size

    The maximum dimension of the poster panel is 900 mm (W) x 1800 mm (H). We recommend A1 poster size to ensure that the entire poster is easily visible (594 mm(W) x 841 mm (H)). The top of each poster is well above the head height to ensure that the poster titles are clearly visible, even from a distance. There is no specific template for the posters for the presentations. All authors are free to choose the format of the poster.
    There will be a sign with the booth number fixed on the top left corner of the poster panel. The last two digits of your presentation ID indicates your booth number. This format will help you as well as the attendees find your booth easily. However, the size of the sign will be 150 mm x 150 mm. If you use an A0 poster, please make sure to this area blank.

    Poster Set-up Times

    Please respect the set-up (after teaser presentation) and removal times (immediately and within 5 minutes after each session) to help us run the WHC 2019 program on time.


    Presenter Instructions of Demo

    Registration

    Registration is located at elevator hall of 2F. Collection of badges will be located here. You should have already registered yourself online. Badges are to be worn at all times to assist security and to enter demonstrations area during set-up, event days and tear-down.

    Location and Allocated Space

    Please see the floor plan below and find your booth number. Hands-on Demos will be held in the Room B and Room C at 1st floor, which will feature 33 booths.

    Front view of a booth

    Day 2 (10 July) Day 3 (11 July)
    Room C DM1.01-17 DM2.01-17
    Room B DM1.18-33 DM2.18-32

    Furniture & Electricity

    The standard space allocation for each demo will include one table (1500 x 450 mm or 1800 x 450 mm), two chairs, a poster board, and one 100V outlet (Max. 500W). Please refrain from using strong sticky tapes such as duct tape and double-sided tape to prevent damage to the venue and the furniture. If you need any special items and extra power supplies that you did not mention them in your submission, please let us know immediately. Requirements requested on-site, without any prior contact, are subject to availability and we are unable to guarantee to meet your last-minute request.
    Note: Japan voltage runs on 100 volts, Japanese plugs have two non-polarized pins. Please prepare your own international adaptors if needed.

    Schedule

    Here is an extracted schedule of demos. There will be 90-minute hand-on demo sessions on July 10 and 11 to provide demo experience to the audience. Demos will be replaced daily. Therefore, it is necessary to setup, exhibit and moveout promptly.

    Front view of a booth

    Setup

      Demos 1: Jury 10th (Day 2), 9:00-16:00
      Demos 2: Jury 11th (Day 3), 9:00-16:00

    Note: Once setup has been completed even during the setup time, we strongly recommend that the presenters tell that to the Demo Chair as soon as possible. Soon, award juries will appear in your booth. This allows the juries to spend enough time to experience your demo in a state before being exhausted (or broken) by a large number of attendees. Thanks in advance.

    Moveout

      Demos 1: Jury 10th (Day 2), 18:00-18:30 and Jury 11th (Day 3), 9:00-11:00
      Demos 2: Jury 11th (Day 3), 18:00-18:30 and Jury 12th (Day 4), 9:00-12:30

    Presenters are reminded not to overrun the exhibition time and moveout time. After the exhibition slot, please start to packing your exhibits quickly. If you cannot withdraw your materials on the day of the exhibition, please moveout all the materials by the next morning so that the next presenters can start setting up. For presenters of Demos 2, you can start the setup when your former presenters have finished packing there exhibits. Please be aware of accidents, injuries, and baggage confusion.
    Thank you for cooperation.

    Shipping

    If you want to send equipment or exhibits, please use the following address. On the shipping label, please specify your name and phone number as contact information, and specify the arrival time in the AM of July 8, 2019.

    Postal Code: 101-0062
    Country: Japan
    City: Tokyo
    Address: 4-6 Kandasurugadai, Chiyoda-ku, Ochanomizu sola city Conference Center. World Haptics 2019 DM?.?? (*your demo number*)
    Name: (*your name*)
    TEL: (*your phone number available in Japan*)
    Delivery date: AM of July 8, 2019

    〒101-0062
    東京都千代田区神田駿河台4-6 御茶ノ水ソラシティ1F
    sola city Conference Center
    World Haptics 2019 DM*.** (ブース番号)
    名前: (*your name*)
    TEL: (*your phone number available in Japan*)

    着日指定:7月8日 AM

    Return shipping

    If you want to return your package overseas, we are so sorry but please arrange it by yourself. We cannot keep your luggage at the venue, so please keep it by yourself until you hand it over to the transport vendor.

    Yamato transport co., ltd.

    If you want to send your equipment somewhere in Japan, we can hand you cash-on-delivery invoices (Yamato or Sagawa). Please ask the organizers.

    Guidelines

    • If you have more than one author for your demo, we recommend you have two authors at your booth. This allows one author to walk around and experience other demos while the second author presents your work.
    • f there are people waiting to talk to you, limit your discussion with any one attendee. Schedule a time later to get together to discuss in more detail.
    • It is better to prepare several slides that introduce the details, but do not plan to give full 10-minute one-way talks. The aim of the hands-on demo is providing experience to other paper authors and audience members. Show your demos, talk later.

    Presenter Instructions of ToH Interactive Session

    • The ToH interactive session will take place during a reception in the Main Hall from 18:30 to 20:30 on Wednesday, July 10. This session will not be held in parallel with any podium or demo sessions, and only ToH articles and industrial exhibitions will be presented during this time.
    • Please set up your poster and prepare for the interactive session in the 30 minutes preceding it, from 18:00 to 18:30. You may leave your poster at the cloak room on floor 2F when you arrive in the morning. Please take down your poster as soon as the interactive session is over.
    • You will have access to a poster board, a 40” LCD monitor, and a table on which a laptop computer can be placed. You may choose to use the poster board, the LCD monitor, or both. If you choose to use the poster board, you will be expected to prepare and print your own poster and to hang it at the conference site.
    • The 40” LCD monitor has an HDMI port, a resolution of 1920 x 1080, and an aspect ratio of 16:9. Please bring an adapter if your laptop does not have an HDMI port.
    • The table measures 1.8 m (W) x 0.45 m (D) x 0.7 m (H). You can use the whole area on the table. The monitor will be mounted on a monitor stand behind the table.
    • You will have access to an electrical power outlet with a Type A ungrounded socket (1.5 amps, 100 volts, 150 watts). Please bring your own power plug adapter if necessary.
    • The maximum dimension of the poster panel is 900 mm (W) x 1800 mm (H). We recommend a poster of size A1 to ensure that the entire poster is easily visible (594 mm (W) x 841 mm (H)). The top of each poster is well above the head height to ensure that the poster titles are clearly visible, even from a distance. There is no specific template and you are free to choose the format of your poster.
    • There will be a sign with the booth number fixed on the top left corner of the poster panel. The last two digits of your presentation ID indicates your booth number. This format will help you as well as the attendees find your booth easily. The size of the sign will be 150 mm x 150 mm. If you use an A0 poster, please make sure to leave this area blank.

    Front view of a booth