Instructions for Oral and Poster Presentations

General Guidelines for Presentations

A registered author can present a maximum of 2 papers. Commission Tutorials, ECR Tutorials, General and Public Lectures do not count toward this limit.

Three categories of presentations will be possible:

1. Oral presentation on-site in Sapporo + optional online pre-recorded video presentation prepared according to pre-recording guidelines + optional online PDF file with a size preferably less than 25 MB;
2. Poster on-site in Sapporo + optional online pre-recorded video presentation prepared according to pre-recording guidelines + optional online PDF file with a size preferably less than 25 MB;
3. Pre-recorded online video presentation prepared according to pre-recording guidelines + optional online PDF file with a size preferably less than 25 MB.

• Authors of Category 3 (pre-recorded video presentations) will automatically receive an invitation to upload their video, with an option to also upload a PDF file. Authors of Category 1 and Category 2 (on-site presentations) will need to write to ingeursi@ugent.be if they are interested in uploading their optional online material (video and/or PDF file).
• All Summary Papers physically presented at GASS 2023 (Categories 1 and 2) will be submitted to IEEE Xplore (unless the author opts out). Summary papers with pre-recorded presentations (Category 3) will not be submitted to IEEE Xplore, and will only be published in the URSI GASS 2023 Proceedings.
• All extended abstracts in all presentation categories will not be submitted to IEEE Xplore, and will only be published in the URSI GASS 2023 Proceedings.
• Full papers for the Student Paper Competition will not be submitted to IEEE Xplore nor published in the URSI GASS 2023 Proceedings, in order to allow the authors publishing the material in URSI Radio Science Letters, Radio Science, or in another journal.

Oral Presentations

• Speakers (presenting authors) have to meet Session Chairs before the session in the scheduled session room. Note that papers with no-shows will not be submitted to IEEE Xplore after the conference.
• The presentation time is 20 minutes for a regular presentation, including 5-minute discussion. Be punctual with your allotted time for keeping the session on schedule. The session chairs are in charge of the session schedule.
• Be seated in the designated front seat placed at the front facing the screen at least 5 mins. before the beginning of your session.
• Use the PC prepared at the convention center for your presentation. Visit the PC center to check your presentation data the day before your presentation (Morning presenters on 21st: by 8:00, afternoon presenters on 21st: by 2 hours before their sessions). Presenters who would like to use own laptops, check the connection and data at the PC center just in case.
• If your presentation slide includes links to move other files (i.e. images, movies, graphs, etc.) please save them in the same folder, and confirm in advance.

Opening Hours of PC Center

• Prepare presentation slides with high visual contrast with standard fonts such as Times New Roman, Arial, and/or Helvetica. Do not use special fonts or any local language fonts, which may cause text garbling.
• Each session room is equipped with an LCD projector and a Windows PC with Microsoft Power Point and Adobe Acrobat Reader installed. Presenters can use either the prepared Windows PC or his/her own laptop.
• Only Windows Media Player can be used to playback movie files.
• The filename should be as follows: if the presentation is scheduled at 08:20 in Session A01-1 and the speaker’s last name is Suzuki, the filename should be "A01-1_0820_Suzuki."
• Speakers who use his/her own PC should connect the PC with a projector quickly before starting their presentations. Copy the presentation data to a USB flash drive for backup.
• Both the 16:9 aspect ratio and the 4:3 aspect ratio are acceptable.
• Technical Equipment: LCS projector, front projection screen, PC, and microphone (for presenters, chairs, and questioners)

Poster Presentations

1.Poster Panel

The size of the poster panel is W900 x H1200. Prepare your poster in A0 size (W841 x H1189) portrait style.

2.Set-up/Removal

There will be two poster sessions: PST1 on Tuesday August 22 and PST2 on Thursday August 24.

• Prepare presentation slides with high visual contrast with standard fonts such as Times New Roman, Arial, and/or Helvetica. Do not use special fonts or any local language fonts, which may cause text garbling.
• The poster sessions start at 15:40 and end at 18:30. Authors are expected to stay with their posters to answer questions through the entire duration of the poster session. The poster sessions will be in Main Hall B on the first floor.
• Times for set-up/removal are as follows:

  Session	Set-up	Session	Removal Period
  PST1	After 13:00 on Aug. 21	15:40-18:30 on Aug. 22	18:30 on Aug.22 - 10:00 on Aug. 23
  PST2	After 13:00 on Aug. 23	15:40-18:30 on Aug. 24	18:30 on Aug.24 - 10:00 on Aug. 25

• Any posters left after the removal period will be disposed by the Conference Secretariat.
• Pins will be provided along with the poster board. Do not use any other material (i.e. adhesive tapes).
• The paper number of your poster paper (in the form of ‘P-A01-01’) can be found in the scientific program posted on the URSI GASS 2023 website, and will be indicated on the upper-left-hand corner of the poster board for your poster paper. The poster boards in each poster session will be grouped into Commissions and sessions within each Commission. The boards are then numbered in sequence of the papers in the session.
• Each poster should have the paper title, authors, and authors’ affiliations at the top of the poster. It is strongly suggested that the authors bring business cards to hand out to those who stop by to see the poster and are interested in further contact regarding the topic of the paper.
• Posters are not PowerPoint presentations printed out and pasted on a board. They are thoughtful combinations of text and graphics that tell the story of your work. The fonts on the poster should be large enough for the audience to be able to read everything on your poster from a distance of 1.5 m, and the basic importance and the key conclusions of the work should be understood in five minutes.
• Poster papers neither displayed nor attended by the author will be removed from the final URSI GASS 2023 Proceedings and will not be submitted to IEEE Xplore.
• Paper presentation and publication are subject to the presenting author registering for the conference and the completion of the online publication agreement.