• Technical Conference & Virtual Exhibits:  14 – 17 September 2020

Virtual Meeting Frequently Asked Questions

Presentation Tips l Withdrawals l Virtual Program l Posters l Registration

Presentation Tips

How do I record my presentation? 
Refer to the Introduction to Zoom for step-by-step instructions using Zoom Technology.

How can I present effectively if I don’t have a stable internet connection?
We recommend you prerecord your presentation. You can record your presentation using the Zoom platform locally. During your scheduled presentation, we will play your recorded presentation, and you can respond by phone to any questions.

For more information on recording with Zoom:
https://support.zoom.us/hc/en-us/articles/201362473-Local-Recording

How do I upload my presentation?
Refer to the virtual presenter resources for instructions.

You will receive an email at least two weeks before the meeting with specific instructions. Do not wait to record your presentation until you receive this email. If you have not received this email by this timeline, please contact cstech@osa.org and provide/confirm which email address should be used to send these instructions.

Will my paper still be published if I present live without a video recording, but my internet connection drops?

In order for your paper to be published, you are required to present. As such, it is preferable for you to also prerecord your presentation, which could be used as a real-time back-up.

I can’t present live. Will there be a way for participants to ask questions?

To promote the interactivity and immersive experience so desired by meeting attendees and speakers, we encourage you to participate live if possible. If factors prohibit your live participation, please be sure to place your email address prominently on your final slides, and encourage viewers to reach out directly with questions.

Can I practice my presentation before I give it?

Prepare for your Zoom presentation in a stress-free environment. Use the Zoom Practice Room to rehearse, including sharing your screen, giving your presentation, advancing your slides and testing your mic and speakers for optimum participation during the meeting. OSA staff will be available to assist and answer questions. 

Hours of Operation:

Friday, 11 September

15:00 - 17:00 EDT

Monday, 14 September 06:00 – 09:00 EDT
15:00 - 16:00 EDT
17:30 - 19:00 EDT
Tuesday, 15 September 06:00 – 09:00 EDT
15:30 - 18:00 EDT
Wednesday, 16 September 06:00 – 08:00 EDT
15:15 - 16:00 EDT
Thursday, 17 September 06:30 – 08:00 EDT

 

Access the Zoom Practice Room at any time during operating hours:
https://osa.zoom.us/j/97309876634?pwd=c3VaSWhCd0x2VzhVekcrZ044TFpjZz09

Withdrawals

If I withdraw my presentation, can I just present the next time the meeting is held?

We encourage your participation in the meeting. If you are not in a position to participate and would like to withdraw, you may submit to present at a future meeting. Please note, though, that your submission will be reviewed by the respective committee for decision.

If I withdraw my presentation, will I still have access to watch other presentations?

You may register for the congress regardless of your participation as a speaker. However, we encourage you to present and share in this innovative conference.

The Virtual Program

Will there be Q&A for live, oral contributed presenters? If yes, how is it handled? 

Every oral contributed and invited presentation will include a Q&A segment, provided the speaker is participating live. The virtual audience will have the ability to enter questions into the “Q&A” box and also vote on submitted questions to assist the presider in selecting questions to ask. At the end of the presentation, the presider will read the questions to the speaker, who will then respond live.

How will I be able to watch other presentations?

Technical sessions will be presented live in the time zone indicated for the meeting with a recorded archive available later for on-demand viewing. To access the presentations, you must first register for the meeting.  All registrants will receive instructions on how to participate in the meeting on the Friday before its start date.

What if my company or institution does not allow me to use the Zoom web conference platform?

As a presenter or attendee, when you first connect to a Zoom room to participate in a session, you will be presented with the option to download and use the Zoom client. OSA recommends using this full client version for the best viewing experience. However, we recognize that some organizations may prevent staff members from downloading and using it.

As an alternative, participants can opt to join via a web browser only. If choosing this option, you should use the latest versions of Google Chrome, Firefox, Microsoft Edge or Safari. Internet Explorer is not supported.

Presenters, please note that the web browser option is only if you are presenting your talk live. If you are using Zoom to record your content in advance, you must use the Zoom client or choose another recording method.

Posters

How will poster sessions be presented?

We are launching a new interactive Poster Session experience designed to increase presenter and attendee discussion at the Frontiers in Optics/Laser Science Conference.   All posters will be displayed in gallery view with  search features by keyword, topic category, presentation times, and a flag displaying any poster presenters available for real-time communication. Each poster will have a dedicated page that will include a 3-minute poster preview and/or poster PDF, as well as an embedded chat window displaying the chat dialog supported by the discord platform.

For more poster guidelines, visit the Virtual Poster Guidelines page.

Do you have a template for making a Poster PDF?

The A0 poster size formatted vertically is the most popular based on the usual, physical dimensions for OSA Meetings.  While we don’t have a specific template, there are a number of companies that offer free templates to assist you in creating your Poster PDF.  The following online resources can be of service to you:

How do I provide the Poster PDF for my presentation?

Please remit your poster file(s) to cstech@osa.org at least one week prior to the conference. The file name should be your presentation number followed by “-1” (e.g. JW2A.57-1). The poster will be uploaded into the OSA Publishing platform as supplemental material to the actual paper. All registrants will be able to access both your paper and your Poster PDF from your presentation listing on the mobile app. Note: your Poster PDF should be one page only.

I am providing a 3-minute poster summary.  How do I provide this summary?

The three-minute video must include a PowerPoint as accompaniment, which is limited to no more than four slides. Each slide must have your final abstract ID (e.g., JTu2B.5) and your last name. No live presentations will be given

Refer to the virtual presenter resources for instructions on recording your three-minute summary. You will receive an email at least two weeks prior to the meeting with specific instructions on how to upload.  Do not wait to record your presentation until you receive this email.

If you have not received this email by that date, please contact cstech@osa.org and provide/confirm which email address should be used to send these instructions. Upload your summary at least one week prior to the meeting.

Will there be live presentations for the poster session?

Although there will be no live poster presentions, presenters are highly encouraged to be available for real-time discussion with attendees.  Presenters will be asked to indicate if they will be available during their 30-minute designated poster presentation time.  Individuals that have indicated their availability will be flagged so that attendees may communicate directly with them to ask questions, learn more about their research, or just make a connection.  

All poster presenters are encouraged to make a Discord account to participate in real-time discussion.  While you can use Discord without creating a profile, your access may be reset every time you close the app. Check out the Discord Getting Started Guide for more information.  Presenters will be sent information directly about creating a Discord account in the coming weeks.

Will posters be published if we just provide a Poster PDF, just provide a three-minute recorded video?

Yes, providing the poster PDF and/or a three-minute recorded video will be equivalent to presenting in the Virtual Meeting. Your submitted paper will be published as well as the Poster PDF (as supplemental material).  It is recommended that you provide both as well as participate in real-time during your designated presentation time via Discord, but it is not required.   Either the PDF or the three-minute video or both MUST be provided in order to be published.

How will people be able to see my poster if I provide a Poster PDF?

All registrants will be able to access both your paper and your Poster PDF from your presentation listing on the mobile app. In addition, the Poster PDF will be published as supplemental material to the technical paper in OSA Publishing’s Digital Library.   All posters will be displayed in a gallery with easy search features by keyword, topic category, and presentation times and a flag displaying any poster presenters available for real-time communication. Each poster will have a dedicated page that will open when a poster is selected.  This dedicated page will include the poster preview and/or poster PDF, as well as an embedded chat window displaying the chat dialog supported by the discord platform.

Registration

Speakers presenting a contributed oral talk or poster will pay a US$ 100 publishing fee.  Presenters must register and pay the publication fee by 8 September.  Presenters can register on the FiO/LS Registration Page.

*Please note that registering for the FiO + LS Conference will also allow you to access all live programming, recorded/archived content, and the technical digest for the co-located 2020 OSA Quantum 2.0 Conference.