Guidelines on Online Oral Presentations

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All online oral presentations will fall between 15 and 16 December 2022, and will be arranged as parallel sessions:

• Presenters with similar presentation topics will be grouped by theme in the same session, and in the same Zoom virtual meeting room.

• Each session will last around 75 minutes. Each speaker will be given 15 minutes to present.

• An open floor discussion on the theme will be held after all presentations in each theme at the end. Speakers are required to stay for the whole session and attend the open floor discussion. ​

 

 

NOTES ON PREPARING ONLINE ORAL PRESENTATION

 

1. Arrangement of the themed parallel sessions

• Details of your assigned session, e.g., information about the assigned Zoom virtual meeting room, will be confirmed at least 1 week before the event.

• Presenters in the same session should arrive at the Zoom virtual meeting room 15 minutes ahead of the session start time (regardless of whether you are the first one to present or not), and change your display name as the following:

  • Presenter - [Your Full Name (Submission ID - Affiliation)] 
    e.g. Presenter - John WONG (18 - CUHK)

• Please manage your time well and make sure you do not exceed the 15-minute presentation time. The session facilitator/ helper will give you a signal when there are 5 minutes left before the end of your presentation slot. If your talk overruns, it is possible that your screen will be stopped, and/or your microphone will be muted.

• Please prepare a spare device (such as laptop, mobile or tablet) with the latest Zoom Client installed to join your session in case of connection or technical problems.

• The virtual room will be closed at the scheduled time for participants to attend other sessions.

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2. Designing your presentation materials

• The presentation materials can be in any type (slides/ web-based tool/ notes, etc.) that can be shown clearly on the computer screen using the ‘share-screen’ function of the Zoom platform.

• Make sure you include information about the presentation topic, name of the author(s) and their affiliation, and the acknowledgement of the source of funding (if applicable) in the presentation materials.

• It is suggested to prepare your materials in a more concise manner by focusing on a few main points and using clear and sufficient graphics.

 

3. Facilitation

• You can authorise your colleague(s) to facilitate your presentation(s) if you are unable to attend. In this case, you are recommended to inform the event team about the arrangements as soon as possible, preferably 3 weeks prior to the event.

• Presenters will be given control over the shared screen and move through the slides themselves using the ‘share-screen’ function of Zoom during their presentation.

 

4. Submission of backup presentation materials to the event team

• It is strongly encouraged that presenters send a copy of the presentation files (e.g. ppt, .doc, .pdf, .jpg) to the event team at expo@cuhk.edu.hk prior to the event. In case you encounter any technical problem, our supporting staff will help move through the slides if we have received a copy on hand.

• If your files are bigger than 10MB, send us a shareable link of the files via your cloud storage platform, e.g., Office 365 OneDrive, Google Drive.

 

5. Recording of presentation/ use of presentation materials

• All presentations, open floor discussions and Question & Answer (Q&A) sessions conducted via the Zoom platform will be recorded (including camera view, shared computer screen, audio and name). The event host will publish the recordings as event archive .

• If you have any concerns and/or do not wish have your recording or photo published, please contact the event team by email to expo@cuhk.edu.hk at least a week prior to the event.

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NOTES ON SUBMITTING A SHORT PAPER [OPTIONAL]

 

It is OPTIONAL for successful applicants to submit a short paper. All submitted papers will be housed in the Expo website and made available to the public prior to the event day.

 

1. Format

• The short paper should be written in English and prepared as word doc.

• Within 4-7 pages including diagrams and references.

• Single line spacing and in normal margin.

• Font in Times New Roman of 12-point font size.

• Make sure you include information about the paper title, name of the author(s) and affiliation in the paper.

 

2. Submitting your video

• The digital copy of the paper in both PDF and word format (.doc or .docx) should be emailed to expo@cuhk.edu.hk two weeks prior to the event.

• To facilitate our follow up action, the paper file should be named with your submission ID. Please also state your submission ID, as well as the abstract title in the email.

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