Instructions for Presenting Authors

General Information

Due to the COVID-19 situation, ICANN 2021 will be held fully online via the Whova online platform. For this reason, we kindly invite the presenting authors to prepare and upload the material associated with their oral presentations and posters into the platform.

Access the platform at ICANN 2021 Sign-up Page. You can use Whova as a web app in your browser, or install a mobile app. For signing up, please use the same email address as the one you used for the registration to the conference via the ENNS ICANN Registration form (which is paired with your registration fee payment).

Depending on the kind of your presentation, you will to need prepare and upload (please find further details in what follows):

The videos and associated slides/posters must be uploaded before August 30, 2021. The Whova platform is now open for uploading your presentation material. See instructions below.

It is required that at least one author of each paper be present online during the live session associated with her/his paper. After the presentation of the video of each author/paper, there will be a 5-minute time interval for live questions and discussions between the audience and the presenting author.

The material associated with the presentations and posters will be made available to every ICANN 2021 participant during the whole conference. More detailed instructions about this material and how to upload it are provided in what follows.

As a reminder, material that is not received by the deadline will be considered as no-show, in accordance with the non-presented paper policy.

We thank you very much for your cooperation in this endeavour.

No-Show Policy

Although ICANN 2021 is organized online, it will still be a live conference that depends on the presentations and discussions during the sessions. The conference audience will be expected to join and appreciate all announced talks, and authors who fail to present their paper leave a gap in the program, which may create a frustrating experience, and this should be avoided.

For each accepted paper, one author is therefore required to register and present the paper in the assigned session. If the author should have, or anticipates, circumstances endangering or preventing her or his  presentation, the Conference Secretariat should be contacted as soon as possible at icann2021@fmph.uniba.sk.

Instructions for Oral Presentations

We require that the authors of oral presentations prepare and upload a 15-minute video as an MP4 file and a set of associated slides in the form of a PDF file.

The files should be uploaded before August 30, 2021. The Whova platform is now open for uploading your presentation material. See the guide for uploading your files below.

Guidelines for preparing the video:

  • Duration: 15 minutes
  • Video file format should be MP4
  • Maximum file size should be 150 MB
  • Dimensions: Minimum height 720 pixels and aspect ratio 16:9
  • See suggestions for preparing your videos

Guidelines for preparing the slides:

  • The file should be in PDF format
  • The maximum size of the file should be 10 MB
  • No page limit is imposed. Nevertheless, the slides should coincide with those played in the associated video.

Please be sure that the video and slides include the title of the paper, the author’s names and affiliations, and a mention to ICANN 2021.

When you upload your files, please also fill in the field requesting a short abstract describing your work. If you wish, you may also advertise other personal contact information in the available fields, such as a web page address, phone number, and email address.

Guide for uploading files for Oral Presentation

Your presentation files can be uploaded to the Whova conference platform as follows:

  1. You will receive an email from Whova platform with a link to the Speaker Form. Note: the email is sent to the participant who has registered for ICANN 2021! This might be one of your co-authors.
  2. In the Speaker Form, you will find fields where you can fill in personal contact information, a button to upload your photo and buttons where you can upload video with your talk and the PDF file with your slides.
  3. After filling in the necessary information click on the Save button.
  4. If you have more than one presentation, the latter will be listed for editing in the form as well down below.
  5. If you want to update your info and files, please follow the link to Speaker Form from the original email. You can then delete the old version and upload the new version of files, following the same instructions.

Instructions for Poster Presentations

We require that the authors of poster presentations prepare a 2-minute video as an MP4 file together with a 1-page poster in the form of a PDF file. The presenting author should be connected during the full poster session to explain and discuss his/her work with the interested audience. 

The files should be uploaded before August 30, 2021. The Whova platform is now open for uploading your presentation material. This will be announced here shortly, along with a detailed guide for uploading your files.

Guidelines for preparing the video teaser:

  • Duration: 2 minutes
  • Video file format should be MP4 
  • Maximum file size should be 10 MB
  • Dimensions: Minimum height 720 pixels and aspect ratio 16:9
  • See suggestions for preparing your videos

Guidelines for preparing the poster:

  • The file should be in PDF format
  • The maximum size of the file should be 10 MB 
  • The poster should have only 1 page in A1 paper size
  • Dimensions: Minimum height 720 pixels and aspect ratio of 16:9 landscape recommended. Should be readable on a laptop screen.

Please be sure that the video and slides include the title of the paper, the author’s names and affiliations, and a mention to ICANN 2021. We strongly suggest that authors use vector images whenever it is possible and limit the use of raster images to photographic material.

When you upload your files please also fill in the field requesting a short abstract describing your work. If you wish, you may also advertise other personal contact information in the available fields, such as a web page address, phone number, and email address.

Guide for uploading files for Poster Presentation

Your presentation files can be uploaded to the Whova conference platform as follows:

  1. Access the Whova platform and click on Agenda > Posters.
  2. Find your presentation by your name or paper ID, click on its title, and then click on the Edit button.
  3. You will find fields where you can fill in personal contact information, a button to upload your photo and buttons where you can upload your video teaser and the PDF file with your poster.
  4. Click on the box indicating that you agree with the Whova platform terms and conditions and then click on the Submit button.
  5. If you have more than one poster presentation, repeat these steps for each.

If you want to update your files, please delete the old version first and then upload the new version of files, following these same instructions.

If your PDF file exceeds the allowed size, please consider using a PDF compression tool, such as Adobe Compress PDF. If that doesn’t help, please consider removing graphical elements from the PDF, or uploading them separately as images.

Suggestions for Preparing your videos

There are several video conferencing tools that allow you to easily record your presentation. Before submitting your video, please be sure that the sound and image quality is good and the file format is MP4. Some suggestions of the most common software are provided below: