Guide for Online Speakers and Poster Presenters

Thank you for presenting your work remotely at NAM2022. Without your contribution we wouldn’t have a conference, let alone one with such an exciting science programme.

We have put together this guide to provide some information about the practicalities of giving your talk or presenting your poster during the conference.

Other guides are available for:

Session organisers
In-person attendees
In-person speakers and poster presenters
Online attendees
Lunch session organisers

Guides will be updated semi-regularly, so please check the date of last update to see if there have been any changes.

If you have any further questions, please check to see if they're answered elsewhere on the website. If not, the first point of contact is the LOC email This email address is being protected from spambots. You need JavaScript enabled to view it..

Last updated: 11th July 2022 23:45 with updated information aboutsession recordings, and removed reference to the platform still being built.

Talks

Preferred formats for remote presentations are PDF, Powerpoint, or Google Slides. Keynote is acceptable, but does not work very well with the streaming software used by ReAttendance.

The aspect ratio used by the projectors is 16:9, so widescreen content can be displayed; 4:3 ratio can also be displayed but will not fill the screens.

Talk durations have been sent out by session conveners, and will appear on the detailed schedule.

If possible, please ensure that you are ready before the start of the session in which you are presenting so that you can join the Streamyard ‘green room’ and ensure that everything is ready for your talk.

Please do not acknowledge any Russian funding sources in your presentation.

Presenting your talk

Remote talks will be presented using the Streamyard broadcast software. This will be operated by ReAttendance. It is a separate system to the online platform used for general remote attendance.

For information about Streamyard, system requirements, and what to expect, please visit https://support.streamyard.com/hc/en-us/articles/360043291612-Guest-instructions

You will receive a specific link to access Streamyard for your parallel session or plenary in the form of a calendar invitation containing the link. If you have not received this invitation, please check your spam folder. Once you accept the invtation, the email may disappear from your inbox, but the calendar event will be saved.

Pre-talk tech setup and testing

ReAttendance ran ‘onboarding sessions for remote presenters. In these sessions they checked sound and video setup, internet connection stability, walked speakers through the Streamyard software, and made sure that they could present effectively.

If you were not able to attend one of the onboard sessions, ReAttendance have provided some guidance for setting up and testing your remote talk using a test StreamYard studio:

With remote presentations we will not be able to hear any audio files or audio from videos unless they are in Google Slides (and the Share Audio option is selected when sharing the slides).
Please use either Chrome or Firefox as your browser. Some other browsers may work but we cannot guarantee that they will.
Please wear headphones with your device.
Please try and log in here: https://streamyard.com/tie8vfckgt - add in your camera and mic, and then once inside, click the Share button, then Share Screen. The majority of problems we see are that permissions have not been granted to share the screen. If the permissions have not been granted, please follow the onscreen instructions or Google "how to grant screen share permission" for their device and browser.
When in the above link, click the Settings button and please ensure that your mic & camera are working, that you can see yourself and the level meter moves when talking into the mic. Please try and orient your webcam so that your eyes are approximately 1/4 down the screen from the top.

Accessibility

Please consider how to make your presentation as accessible as possible. The following links have some useful guidance on how to do this:

Please note that the streaming software used by ReAttendance is not able to support automatic closed captions. If you wish to caption your talk, you will have to do so locally.

Recordings

All plenary and parallel sessions, and all talks within those sessions, are recorded as standard practice and will be available for attendees to watch back shortly after the session has finished.

If you would like your talk to be removed from the recording, please inform your session organiser and the LOC. This can't be done until the week after NAM, so the full session recording will be available until it is able to be edited - alternatively, we can take down the whole session recording until the editing can be completed, if you would prefer that.

Posters

Virtual posters should be in PDF format, with a maximum filesize of 5MB.

If you wish to provide a video instead of a static poster, it should be in MP4 format with a maximum filesize of 5MB.

Please submit your virtual poster to the LOC before Wednesday 6th July so that it can be uploaded to the ReAttendance platform. You may do this by:

Sending your poster to the LOC by email or WeTransfer (or similar)

Please name your file <surname>_<session abbreviation>_<poster number>

Posters will be grouped by session. Each poster has been allocated a number - please check your poster number in this list (Note that this is different to your abstract ID). Please also check that your poster has been correctly identified as being virtual only!

Please do not acknowledge any Russian funding sources on your poster. If you do, your poster will be removed.

Poster sessions:

The virtual posters will be available in a gallery on the ReAttendance platform, organised by session, from which Attendees will be able to download your poster to view it locally.

We have two dedicated poster sessions scheduled this year. There are no plenaries or parallel sessions coinciding with these sessions, so all attendees are encouraged to explore the online poster gallery.

The poster sessions are on Tuesday 12th July from 12:15 to 13:00, and then on Thursday 14th July from 16:00 to 18:00.

During these sessions, we encourage all virtual poster presenters to have their networking option enabled so that attendees interested in their poster can contact them to discuss it either over text chat or video chat. (see the Guide for Online Attendees for more information about networking on the ReAttendance platform).

Poster prizes

The RAS are awarding poster prizes in two categories:

Winton Prize (for postdocs) - Cash prize of £350 for the winner, and £150 for the runner-up.

Oxford University Press Prize (for students) - £150 worth of OUP books for the winner, and £100 worth of OUP books for the runner-up.

In addition, the UK-Solar Physics and UK-MIST communities award their own prizes. Those eligible for these prizes should have been advised by their communities.

There are stickers available at the main reception desk to indicate all four poster prize categories - please come to the desk and request a sticker in the appropriate colour (gold for students, silver for postdocs, a sun for UKSP, a coloured star for UK-MIST).

For online poster presenters,your student/postdoc status as recorded at registration will be checked and a list provided to the RAS with a list accordingly. If any of those intending to bring physical in-person posters are now online-only, please contact the chair of the SOC.

Accessibility

Please consider how to make your poster presentation as accessible as possible. Below are some links which might be helpful in achieving this:

ReAttendance platform

All in-person attendees have full access to the ReAttendance online platform. You should have received an invitation from ReAttendance containing your personalised link to join the platform; if you have not received this email, please contact the LOC and we will investigate.

For information about some of the features of the platform, please see the Guide for Online Attendees