2020 IEEE Nuclear and Space Radiation Effects Conference
Guidelines for Poster and Data Workshop Presentations

Poster and Data Workshop Presenters Guidelines
This year NSREC is going to be a virtual conference. As such, the format we normally use for displaying a poster will not be as appropriate.  Instead, a new format has been chosen that will make it easier for the attendees to view your poster.  Additionally, you will be able to pre-record a short (less than five minutes) introduction to your poster that can be played for attendees.  Haley Hartner, producer at TBX (the virtual platform company selected to support NSREC 2020), will be leading the pre-recorded poster introductions. Andrew Sternberg (Poster Chair) and Farokh Irom (Data Workshop Chair) will help facilitate the pre-recording process with TBX.

The first step in the process is to schedule a time to record your presentation. All recordings need to be completed between October 1st and October 30th. Please select your preferred date and time as soon as possible; failure to reserve a time now may result in an undesirable time slot.  Note that you cannot record your talks yourself and simply submit them to TBX. Furthermore, not all authors will be able to schedule a time to record near the end of October. Use the link below to schedule a time for your recording. Be prepared to upload your poster graphics when you record your video introduction. You will also need to upload a headshot photo to accompany your poster.


Posters
https://calendly.com/billiecrichton/ieee-poster-recording-1?month=2020-10

Data Workshop
https://calendly.com/billiecrichton/eee-workshop-recording?month=2020-10


Posters will be available for viewing December 1 to December 30, 2020.  A live Data Workshop question and answer (Q&A) session will be held on December 7 from 10:00-12:30 EST.  A live Poster session Q&A will be held on December 8 from 10:00-1:00 EST.  All presenters are expected to attend the live Q&A segment for their respective session.

Some pertinent information related to the new poster format and recording is provided below.  The following information is relevant for both the Data Workshop and Poster sessions.

POSTER INTRODUCTION PRE-RECORDING GUIDE

  • Make sure your computer is up to date with the latest version of Zoom.
  • You will need to determine if you will be able to use a virtual background through your computer or if you will need a physical green screen background at your remote location. Here is a helpful link to help determine if your computer meets the requirements: https://support.zoom.us/hc/en-us/articles/210707503-Virtual-Background.
  • Several Zoom virtual backgrounds will be provided to each speaker prior to the recording; each author will need to choose a background and then downloaded that background to your computer.
  • Using your recording platform, check your camera and audio to be sure all is working properly prior to the recording session.
  • The video introduction will only contain you talking.  There will not be any supplementary visual (slides, etc.)
  • Practice your recording or have notes available.  The scheduled time slots are not long enough for multiple re-takes.
  • The allotted time for the introduction is not long enough for you to go over your entire poster.  Instead, use this as an opportunity to point out important results, or give a big picture overview.  Remember, you will have the ability to interact with others more directly during the live session.
 

PREPARING YOUR POSTER
  • The image below shows an example of what the audience will see when they view your poster.  A few minor changes are still being made, so the final layout may be slightly different.
  • Your poster will be divided into seven sections: a section devoted to the title, author and affiliation, and abstract (35 - 50 words), and six panels that will contain the technical content of your poster.  When an attendee clicks on a panel in the poster they will be shown an enlarged version of the content.  You will be providing the individual panels for your poster.  The title area will be automatically generated.
  • Consider using a vertical layout of your poster – read top to bottom, and left to right (as opposed to a horizontal layout which would be read left to right and top to bottom).  A vertical layout is how most posters have been traditionally organized and will be more natural to the attendees.
  • Make your poster look like more than just a series of PowerPoint slides.  We recommend omitting items such as headers and footers that may break the flow of information.  Avoid using backgrounds with gradients for the same reasons.
  • We suggest using different background colors for each of the three columns as organizational guides to the viewer.
  • Panels should use all the available area to prevent unwanted borders in the layout
  • Panels may be provided as individual presentation slides or graphic image files.  Panels should use a 4:3 aspect ratio.  The resolution of any images files should be sufficient to be easily read on a typical computer screen when viewed in enlarged mode.  We recommend a resolution of 1440x1080.
  • The 6 sections of the poster need to be arranged to guide the viewer through an introduction, results, and finally conclusions and references. The poster must be self-guiding because many conference attendees will read your poster at times other than the normal session.
  • Limit posters to significant data, details, graphs, and key experimental results that help to explain the most important points of your work. Don’t try to get everything in the written paper on the poster, just the main points. Photographs can also be effective, but should be large enough to be easily viewed and address key points.
  • Lettering size is extremely important. We recommend nothing smaller than 14-point bold lettering be used anywhere on the poster. It is better to use 18 to 24 point letters for your main text and 36 pt for the title. Color graphs, and/or colored borders around black and white figures can be especially effective in making your poster easy to read. You need to be creative and present only clear, readable data tables and graphs.
INFORMATION FOR THE LIVE Q&A SESSION
  • All presenters are expected to attend their respective live Q&A sessions.
  • During the live sessions, you will be placed in a Zoom room where others may join you to discuss your poster.
  • Attendees may use the “Interaction Panel” to send messages at times other than the live Q&A.  You are not required to respond to these messages.
 
Clearance and publication:
Please note that you are responsible for securing any clearances needed for both the presentation and the complete paper from the appropriate authority, sponsoring agency or company. Clearance should be consistent with presentation and publication at an unrestricted international forum and must be obtained prior to the conference.
 
Important Dates:
October 1 – 30: Record Poster Introduction
October 30: All materials due to TBX
December 1: Posters available for viewing
December 7: Live Data Workshop Session: 10:00-12:30 EST
December 8: Live poster session: 10-1 EST
December 30: End of poster viewing
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