EMS2022 Hybrid: preliminary information on the format of the EMS Annual Meeting 2022
Here we compile some preliminary information about the format for the session programme we aim at. Naturally, many details will still need to be discussed, worked out and decided, and technical issues investigated. Update information will be provided here.
STATUS: 10 June 2022
For onsite participation we will follow the then-valid regulations on travelling and access to large events, enforced by Germany, North Rhine-Westphalia, the City of Bonn and the University of Bonn, and these might impact at short notice how we run the onsite event. Please carefully check which entry restrictions may apply with regard to your home country. For details, see the German regulations on travelling and large events below. As these regulations are susceptible to change, the organizers suggest that you visit these sites regularly if you plan to attend the event as onsite participant.
Mode of the meeting
- We plan the 2022 EMS Annual Meeting as an onsite event at the University of Bonn with an online component.
- However, should the pandemic situation turn to be challenging in September 2022, we will prepare to be flexible and may have to switch to a full online mode.
Online access practicalities
- For all oral presentations – onsite and online – zoom will be used.
- ALL oral presentations – onsite! and online - need to be uploaded to the conference platform at least 24hours in advance of the start of the session. Note that no upload onto the laptop in the lecture room will be allowed for hygiene reasons.
- In addition to following the oral sessions in zoom online we plan to use gather.town to a) stream all talks (plenary & session orals) as well as displaying all posters – onsite and online – electronically online.
- To streamline the running of sessions, online presentations within one session will be grouped and scheduled together.
- We will consider to use e.g., Sli.do (or another easy-to-use suitable platform) for questions by online and possibly also onsite participants, in order to avoid the need to disinfect audience micros constantly.
- All chairpersons of sessions will be required to be at the meeting in Bonn; online chairing opportunities will not be provided. Two chairpersons need to be nominated by conveners for any one time of the oral session.
- For all abstracts the decision on the presentation type will be taken by the respective session conveners during the SOIII – Presentation selection phase
- Oral presentations: oral talks will follow the standard format (12 min + 3 min Q&A), while strictly selected solicited talks (one per session) are longer (25 min + 5 min).
- Posters: Onsite poster boards will only be available for onsite poster presentations; due to space limitations and to keep larger distances onsite posters will have to be changed each evening. Poster sessions (i.e. Poster-authors-in-attendance times) will be run on site, and are scheduled as parallel session. For some of the sessions, in particular large ones that last one full day or more, the poster session will thus be on a different day, in some cases preceding the oral session.
- However, we aim to provide the opportunity for all posters – online and onsite – to be displayed in an online poster-area in gather.town. Considerations whether to schedule additional online poster session opportunities are currently explored.
- Poster pitches: Independent of possible poster pitch times during oral sessions, all poster authors are invited to upload pre-recorded pitches before the conference to the conference page.
- SPARK sessions: Conveners of four sessions choose to implement the SPARK-format for their session (ES1.10, ES2.3, ES3.1, UP1.7): for these, two longer SPECIAL TRACK solicited talks of 20 min + Q&A, plus all other contributions as posters with extended lightning poster pitches (3+2) are scheduled. The decision by conveners to organise the session in the SPARK-format was taken before the call for abstracts (mid-February).
Three of these SPARK sessions are scheduled in parallel on Monday afternoon in order to keep the parallel sessions homogeneous and allow for easy switching of sessions for talks of interest.
Pre-uploading: Live presentation and Display material
Two separate types of material should be uploaded to the programme page: a Live presentation file and Display material.
Live presentation upload
- All presenters (regardless of whether presenting onsite or online) are requested to upload their presentation file for the live presentation. The live presentation file must be uploaded at least 24 hours prior to your session's start.
- The live presentation file can either be uploaded by the contact author (who submitted the abstract) or the nominated presenting author of the abstract.
- Please remember that a paid conference registration (either for on-site participation or online participation) is mandatory for the person uploading the live presentation file in order to access the upload tool.
- Live presenters (regardless if presenting onsite or online) are supposed to upload their slides for the presentation. The live presentation file will only be shown during the live session. The file is not accessible publicly by participants.
- While on-site presenters must give a live presentation, online presenters are requested to present live, but have the option to submit a pre-recorded talk should they be unable to be present due to time-zone differences or an unstable internet connection. Such a pre-recorded presentation must not exceed the scheduled time duration for the talk.
- The live presentation files can be in *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, *.jpg, or *.mp4 format. The file sizes of live presentations are limited to 50 MB per abstract for *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, and *.jpg files, and to 200 MB for *.mp4 video files.
Display materials and commenting
Pre-uploading display material is highly recommended for all types of presentations, irrespective whether they are presented onsite or online. This aims to enable better preparation of sessions by conveners and all interested, and also Q&A and discussions through the commenting tool.
- All authors are encouraged to upload display materials to accompany their abstracts. These can be uploaded from 9 August and will be made available to registered conference attendees during a 2-month period from 9 August to 9 October 2022. Modifications are possible throughout this 2-month period.
- Display materials can be in *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, *.jpg, or *.mp4 format and hosted on the EMS2022 server, or they can be a *.html linked on the EMS2022 website and programme, but hosted on the author's own infrastructure. If *.mp4 files are uploaded, these will be submitted to the EMS2022 Vimeo channel accessible for registered attendees.
- In addition to the display materials, authors can provide a DOI or URL linking to a presentation they have pre-recorded and submitted to portals like YouTube.
- The file sizes of display materials are limited to 50 MB per abstract for *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, and *.jpg files, and to 200 MB for *.mp4 video files.
- If authors opt for the open-access Creative Commons Attribution License (CC BY), their display materials become openly accessible one month after the conference ends.
- Registered conference attendees can comment on uploaded display materials through the conference platform during the 2-month period from 9 August to 9 October 2022, unless the abstract authors have opted out of the commenting feature.
The standard day programme will be from 9:00 to 18:00 (CEST); the sessions on Friday, 9 September 2022 will end by 15:30 (CEST).