Guidelines for Presenters

Thank you for agreeing to participate as a speaker at the 2023 Astechnova International Energy Conference. Each paper accepted to the conference must be presented by the registered author during the hybrid conference. Presentation can be given live in the hybrid conference room at the scheduled time.

The following guidelines will provide you with important information and instructions to prepare your presentation.

  • For offline participation, please come to the venue based on the time schedule in this link.
  • For online participation. The video conferencing platform chosen is Zoom. If the presenter’s internet connection quality might be an issue to run a live presentation, a pre-recorded video of the talk must be played. In any case, the speaker is required to participate live in the Q&A session to be held after the presentation. Questions will be asked through the Zoom chat feature and will be read out by the session chair. For presenting author who will present online, please upload your recorded presentation video and presentation files (ppt) through your Edas Account before 2 October 2023.

Any participation issue or change of presenter must be notified immediately to the conference chairs at astechnova@ugm.ac.id.

The duration for the live presentation is 15 minutes, then followed by 5 minutes Q&A session after each presentation.

Deadlines

Power Point presentation submission: 2 October 2023

Prior to the Conference

  • For offline participation, please use polite dress. We also provide a facility to take your luggage.
  • For online participation, please make sure that you have stable internet connection. Wired Ethernet is recommended over using wireless (Wi-Fi).

To participate in the conference online, you need the following system requirements:

  • An internet connection
  • Speakers and microphone – built-in, USB plug-in, or wireless Bluetooth
  • A webcam or HD webcam – built-in, USB plug-in, or Zoom supported devices.

For an optimal experience in conference online, the recommended bandwidth are as follows:

  • For high-quality video: 1.0 Mbps/600kbps (up/down)
  • For screen-sharing with video thumbnail: 50-150kbps
  • For audio VoiP: 60-80kbps

Instructions for Presentations

  • PowerPoint
    1. General
      1. Keep your message clear and brief
      2. Use light colors for the background
      3. Keep to color scheme consistent
    2. Text
      1. Use dark primary colors
      2. Lettering to be at least 0.7 cm (minimum font size: 14)
      3. Use an easy-to-read typeface
      4. Try to avoid ALL CAPITALS text
    3. Graphics
      1. Try to make the graphics as clear and detailed as possible
      2. Limit the use of clip art
      3. Be careful with the use of screen shots – the quality might suffer when viewed full-screen
    4. Layout
      1. Try to limit the amount of words per line to six (6) to eight (8)
      2. Try to keep all text horizontal
    5. PowerPoint Video Recording (for online presentation)
      1. Follow these instructions to add audio/video to your slides.
      2. Follow these instructions to generate a MPEG-4 (.mp4) file from your slides and audio/video

Video file format for online presentation

The presentation video must be in MP4 format, with maximum resolution of 720p HD. Please use the following naming convention: PTN-presenter-last name.mp4, where PTN is your parallel session track number which you can find in the conference program. You must not exceed the time given for the video presentation, and the file must be under 200 MB of space file.

  • Tips for recording
    1. Try to achieve a good quality voice recording by making it in a quiet setting and by speaking clearly
    2. Avoid areas that have echo
    3. You can use good headset with microphone close to mouth but try to avoid direct line of mouth to reduce noise. Avoid using default built-in microphone on computer
    4. Do a test recording for a couple of minutes to be able to review the sound and picture quality, MP4 format, size, resolution, and bitrate. Make adjustments if needed.
    5. Review you video and watch several times to make sure everything is fine.
  • Instructions for Video Uploading

Video upload through EDAS for online presenter

To upload your video (.mp4 format) to EDAS, you will need to do the following:

  • Log onto EDAS and click on your paper
  • Click the cloud icon in the “Presentation upload” below the submitted final manuscript
  • Follow the instructions above then upload your video by September 9th, 2023

For the pre-recorded video upload, you have two options:

  1. Upload the file if it was below 200 MB. Upload using “Choose File” button, then click upload
  2. If you have trouble uploading please send your video to the committee. The video must be sent by email to astechnova@ugm.ac.id either by attachment or by sharing the video through Dropbox, Google drive, or another platform.

At the Conference

The conference will be held hybrid. We will have panel sessions and parallel sessions throughout 2 days of the conference (4-5 October 2023)

  • Testing your presentation

If, during the conference, you want to test your presentation or having a technical question related to testing audio, camera, and presentations screen sharing, you can directly message the conference organizer help desk by the name of ASTECHNOVA – Help (Host) on Zoom chat. You will be redirected to a break out room to be able to test your presentation. Preferably try to avoid the busy hours during the conference.

  • Panel Session

All the participants will be given the link to the Panel Session Zoom Meeting. Please note that except the panelist, all participants will be muted. Please keep your microphone muted whenever other speakers are presenting or a video presentation is being played. Please join on time.

  • Parallel Session

Once in the Conference Main Zoom Meeting Room, you will be redirected to your specific conference track. You will be able to activate your microphone and camera when it is your turn to present. Please notify the organizer through email if you want to do a real-time presentation during the conference. Please keep your microphone muted whenever other speakers are presenting or a video presentation is being played. Please join the main conference Zoom link at least five minutes before the start of the session. 

Each session will have a chair that will manage times and moderate questions and answers. Please raise your hand if you want to pose a question to the presenter (if you prefer, you can pose a question by sending a chat message that will be read out by the session chair).

Changes to your presentation

Speaker substitutions are allowed. In this case, you need to notice us before 3 October 2023. If for some reason, you need to cancel your presentation, please let us know as soon as possible and ensure that you provide a recommendation for a replacement. Please note that any presenter changes or withdrawal of oral presentation can be made no later than 1 October 2023.

Please consult with the organizer in the case of cancellation or inability to attend the conference. In the case of no-show, there will be no refund.

If you have any issues with uploading your presentation, please contact the conference chairs at astechnova@ugm.ac.id. As a reminder, presentation or videos that are not received by the deadline will be considered no-shows.

We look forward to making ASTECHNOVA 2023 a success in this hybrid conference format. We sincerely thank you for your cooperation.