The conference will be both taking place on the spot as well as online. The online part is open access, using the EXARC website, YouTube and the Discord Platform. The website is the central point, YouTube is where all videos will be broadcasted, and Discord is for the interaction.
PR images of your presentation
We will post speaker intros on social media for each presentation. Please send us for each presentation a few relevant images which we will use in social media, the website et cetera. We need to have them before March 1. Please ensure that anything you share with us is copyright-safe. We will return these images to you when they are formatted, so you can share them on your own social media accounts announcing your presentation. Our hashtag is #EAC13.
All presentations, even if you attend the conference in person, will have to be prerecorded and shared with us. You will send us your pre-recorded video presentation which EXARC will then process. We will spend about 5 hours on every video presentation before it is ready to go online. To make it run as smoothly as possible, please adhere to the following guidelines. The video of the open-access part will be shared on YouTube and remains available after the conference. This means that not a single bit of copyright-sensitive material should be included.
Papers should be a video of maximum 15 minutes, posters maximum 5 minutes, and sponsor presentations maximum 10 minutes. Presentation files should be sent to firstname.lastname@example.org by March 15 in order to be included in the conference. These must be sent as links via a download service (wetransfer, dropbox, onedrive, google drive, etc.) and not as attachments.
The official language for the conference is English, and that should be the language you use in your video. If you feel your English is not good enough, you can ask somebody to be your voice over, or we can find somebody who will lend their voice. We will include subtitles in English and for that we require you to deliver an exact transcript of your spoken text. Inaccuracies (especially extra speech) complicate the formatting of subtitles, so please make sure your transcript matches your spoken text verbatim. We can also include subtitles in other languages, but if you want to use that service, we need (a) a script in your own language and (b) a volunteer from your side who understands that language.
Creating pre-recorded presentations
Please understand that any material you share should be copyright-safe as the conference will be open access and the video presentations will remain on YouTube after the conference.
To create a video presentation, Powerpoint has a built-in recording system which is very straightforward, see https://support.microsoft.com/en-us/office/record-a-presentation-2570dff5-f81c-40bc-b404-e04e95ffab33
If you are comfortable with creating a video of your paper yourself, please refer to the guidelines recommended by YouTube, available here: https://support.google.com/youtube/answer/4603579?hl=en.
EXARC has previously hosted a conference using this format. If you would like to have a look at the papers, they can be found at: https://www.youtube.com/playlist?list=PLqWUT1pOFU1Ox4MlTYdIm6QtckcE69uz-.
Your online presence required
EXARC will broadcast a live Q&A between the authors of each session and the public. Each paper will be released on YouTube according to the presentation schedule, and when it is time for question and answer sessions attendees will be able to pose their questions to you in a dedicated text channel. For this purpose, you need to be present and ready. Our Q&A moderators will read questions aloud on the audio channel where the respective author can respond. We will schedule one-on-one sound checks with each author during the weeks before the conference in order to ensure you are comfortable with the platform and ready for your Q&A session.
Publication of conference proceedings
We will be publishing proceedings of the conference in the EXARC Journal, a peer-reviewed open access journal. It will look something like this: https://exarc.net/journal/proceedings-EAC11. We will have a deadline of mid-July, and another mid-November for manuscript submissions, publication is foreseen for four months after each deadline.