Information for authors

The conference takes place 7-11 September 2020, in an online form.
The online proceedings will be published on 7 September 2020, including abstracts of all accepted submissions (with payment made by 25 June, see registration).
We ask authors to provide us with a pre-recorded video of their presentation slides, with audio and video. Details below. The presentations will be available to registered attendees during the conference week, and available for on-demand viewing after the session.

Important Dates

Informing authors about acceptance

Thursday, 18 June 2020

Author registration deadline
(registration with payment finished)

Thursday, 25 June 2020

Inform the EOSAM staff if you will provide a pre-recorded video Tuesday, 30 June 2020
Send the pre-recorded video to EOS Friday, 7 August 2020
Proceedings published

Monday, 7 September 2020


"NEXT STEPS" FOR AUTHORS

STEP ONE : Register and pay

Deadline: 25 June

After you have received the acceptance email from EOS (sent to you via the Conftool system),
please proceed to registration and payment through your Contool user account: https://www.conftool.com/eosam2020/

Fees and further information is available here: https://www.europeanoptics.org/pages/events/eosam2020/registration/fees.html


 

STEP TWO: Will you provide a presentation video?

Inform us by: 30 June

The authors are asked to send a pre-recorded presentation video to be shared with all registered attendees. No live presentations will be held. The reason for this is to keep the session running smoothly with minimal technical issues.
If you have not yet informed us, let us know by 30 June if you will provide the video. This information is vital for us to be able to create scheduling and reserve a slot for your presentation at the suitable session.

Let us know here.

The pre-recorded videos will be automated into sessions. Q&A is enabled for all the sessions through the chat function, so we ask the authors to be present online during the sessions (no camera or audio device needed, only internet connection is mandatory). Session times to be provided. All submitted and invited talks will be pre-recorded. We wish to minimize the technical issues and make the process as smooth as possible for everyone. Going with the pre-recordings will enable us to do so and we thank you for helping us achieve the smoothest online conference yet.

 

STEP THREE: Prepare and send us your presentation video

Deadline: 7 August 2020

We ask you to record the video, and send the file to the EOS office for preparing the sessions. Below are some technical requirements and tips to create a captivating presentation.


Timing for presentation videos


Invited Presentations: 20 minutes
Contributed (oral) Presentations: 10 minutes
Poster presentations: 5 minutes *

* Poster session held as any other session, with pre-recorded presentations. Q&A through a live chat.

 

Technical requirements

File size: We can accept a file up to 2 GB. This is the absolute maximum capacity the system will accept but most likely your video file will be much smaller than this so this should not be an issue.

File Format: MP4. Make sure your videos are in .mp4 format. Don't try to upload WAV, MKV or MOV. You can use a software like Movavi to convert your video file to MP4.
 


Possible tools

  • Microsoft Powerpoint
    • Prepare your slides first. After that, you can record your audio and video feed within the presentation
    • Save the presentation as a video file (.mp4)
    • Check for step-by-step instructions: Turn your presentation into a video
  • More suggested tools to be published soon
     

Tips for creating the video

  • Articulation! Remember to articulate so your audience will catch your message.
  • Consider an external microphone. Using an external dedicated audio recorder is the simplest and most reliable way to capture audio.
  • Lighting is key. Make sure your face is visible and you have enough light in the room (but also not too much to get over-exposed).
     

Finally, check the presentation for video, audio, slides, pointer, etc. and make sure you have the correct file format (.mp4)

When finished and happy with your presentation, send the video file here:
 

Invited*: (Link will be provided soon)

Oral*: (Link will be provided soon)

Poster*: (Link will be provided soon)
 

* Equals the acceptance status in Conftool

 

STEP FOUR: Attend the conference session during 7-11 September

We ask you to be present at the time of the session so you can answer any questions the audience has on your presentation. The Q&A will be done through a live chat window. Times of the sessions to be provided in July. The sessions will be held during 7-11 September 2020.

 

In case you have any questions, just let us know: eosam@europeanoptics.org