Guidelines & Information

Salient features, guidelines and operational overview of the Congress

Advanced Materials Congress

Advanced Materials Congress (AMC) will run with Hybrid Participation Setups (Attend-in-person at Onsite, Attend virtually by Online LIVE and On-Demand Web-participation based on the convenience) using integrated conference technology that generates opportunity among delegates to extend their presence with respect to exchange of research, networking, discussion, and publication more accessible than ever before. The AMC hybrid conference setup demonstrates unified hybrid participation arrangements for example a) Onsite for physical attendance at the congress venue, b) join Online LIVE through the internet and c) On-demand virtual presence using audio-video Web technology as per convenience.

Hybrid Setups of the AMC connect delegates face-to-face by attend-in-person at Onsite, virtually by Online LIVE, and Web-participation based on their convenience. The global participation from different countries of multiple locations to present, publish and attend in discussions with flexible features of interaction, broader accessibility, and easy navigation of experts. Below are the guidelines to attend this AMC assembly.

1. Salient Features and Operational Overview of the IAAM’ Hybrid Congress Setups

  1. IAAM’s Hybrid Congress Setups create a seamless fusion experience by utilizing web communication, digital recording, online and offline technologies to allow more engagement and participation than ever before.
  2. The Congress Venue will be outfitted with an online gadget such as computer, microphone, and camera with high-speed internet connections, so that participants can join live online congress and connect with speakers/presenter and other delegates.
  3. Amazing Topic-driven Experts. The right speakers can elevate congress content and motive. IAAM Hybrid Setups transformative in arranging right and diversified experts across world at single platform via schedule topic-driven congress.
  4. Digital Communications. Technology provides new communication tools that were not available before. Seamlessly broadcast live stream video available in a real-time manner to IAAM Hybrid Setups.
  5. Networking Support. Mobile-friendly interfaces generate universally available best-in-class, chat-email support to ensure round-the-clock connectivity between the participants.
  6. Analyze Congress Materials and Participants. This creates a physical and digital participation environment for real-time attending the congress, access to quality content, collaboration possibility, and publication.

2. Guidelines for Participation

To participate the congress, first you should select the mode of participation as attendee or presenter. To participate as a “Presenter”, you will need to present your idea or study to the audience. For this, you should first become a user by logging in to the delegates portal, then submit your abstract for presentation. Your abstract will be reviewed by scientific committee, and you will receive a decision with instruction for final registration.

To join the congress as an “Attendee”, after becoming user, you should send us the registration request by logging in to your account. You will then be notified with our decision with instructions for further steps.

3. General Guidelines for Lectures and Presentations

There will be several types of contributions:

  1. Keynote Talk. Presentation Time- 30 minutes; 25 minutes for the presentation followed by 5 minutes question-answer session.
  2. Advanced Materials Lecture. 20 minutes; 17 minutes for the presentation followed by 3 minutes question-answer session. This includes the IAAM Fellow, Award and Medal lectures.
  3. Invited Talk. Presentation Time- 20 minutes; 17 minutes for the presentation followed by 3 minutes question-answer session.
  4. Oral Presentation. Presentation Time- 15 minutes; 12 minutes for the presentation followed by 3 minutes question-answer session.

3.1. PowerPoint Format for Speakers and Oral Presentation

To ensure effective broadcasting, the PowerPoint presentation should be in the 16:9 format. If you are converting the presentation from 4:3 into 16:9, make sure that the figures do not get stretched. If they do get stretched, use the option in the figure-size menu to restore the original size. The presentations should be light, clear with less text, animation, and video.

3.2. Poster Presentation

  1. Prepare E-poster. 3 minutes presentation and 2 min question-answer session. The title and authors must appear at the top of the poster.
  2. Physical Poster. The standard poster display size is A0 (Dimensions, Length * Width) (1189*841 mm or 46.8*33.1inches) double-sided Velcro covered panel. Posters need to be displayed in the specific location assigned.
  3. Poster Format
  1. Place the title at the top centre of the poster
  2. Use 72-point letters
  3. Avoid hand-drawn materials
  4. Keep it simple
  5. Do not post the pages of your paper
  6. Make sure it has a logical flow
  7. Use color, graphics, charts, and photos
  8. Key points should be in bold or in a larger font size
  9. Do not try to narrate the entire subject on the panel
  10. Save some key points for the one-on-one discussion
  11. Check the program for the setup and presentation time for your session

4. Guidelines for General Chairs & Co-chairs

General chairs & Co-chairs will be responsible for the course of the event. In the attendees’ minds, you are an extension of the congress, and your main tasks will be to moderate the presentations and discussions, and to ensure that the objectives of the sessions are met.

4.1. Key Tasks for General Chairs & Co-chairs during the Session

  1. Suggests and invite speakers for the congress
  2. Suggests and invite scientific committee members and session chairs, co-chairs.
  3. Regular meeting with the Scientific and Organising committee members
  4. Monitoring the overall preparation of the congress

5. Guidelines for Scientific Advisory Board

The Scientific advisory board members will be responsible for the course of the event in the respective assigned subject areas or a whole. The main tasks will be to assist the General chairs and co-chairs to moderate the presentations and discussions and to ensure that the objectives of the sessions are met. There are other key roles to be followed by Scientific advisory board members for the successful organisation of the congress

  1. To advise the congress organizing committee on scientific matters including suggesting topics for sub/sessions, recommend speakers, etc.
  2. To recommend for Keynote (05), Invited (10), and Oral (10) talks for the congress.
  3. To encourage students, researchers, colleagues, and collaborators to participate in the congress.
  4. To track developments of virtual congress activities.
  5. To assist to make grand success of the online congress, as appropriate, through public speaking, professional work, and outreach to contact networks.

6. Guidelines for Session Chairs & Co-chairs

Session chairs & Co-chairs will be responsible for the course of the session in the respective virtual or physical session. In the attendees’ minds, you are an extension of the congress. During the meeting, they will be responsible for ensuring that proper discussion takes place and that the time schedule is followed. They will also prepare summary statements to be used in the concluding session.

6.1. Key Tasks for Session Chairs & Co-chairs during the Session

  1. Introduce speakers
  2. Moderate any subsequent discussions and timekeeping
  3. When appropriate and if time allows, present a summary at the end of the session
  4. Draft a summary for the concluding remarks

6.2. Further Details of Preparations

The chair and co-chair should try to familiarize themselves with the work being presented in their sessions. This includes review of the corresponding abstracts presented in the session.

  1. Introduction of speakers. The chair should introduce each speaker briefly, giving the presented title of the presentation, the name of the author, and their parent organization. Datasheets for each speaker will be provided for this purpose. Please keep the length of these introductions to a minimum.
  2. Moderating the Discussion and Time Keeping. The congress program has an ambitious schedule. There is little scope for catching-up if the programme falls behind schedule. Chairs and co-chairs are asked to ensure that the scheduled timing for the sessions is rigorously enforced. The detailed schedule will be provided. It shows the times that have been allotted to each speaker in your session. The presenters are aware of their allotted time. If an oral presentation is exceeding its allotted time the chair/co-Chair should exercise its authority to invite the speaker to bring their presentation quickly to an end. The same applies to discussion periods.
  3. Summing Up. If appropriate and if time allows, the chair/co-chair is asked to provide at the end of the session a summary and/or a statement (2-3 min) of the main points that have arisen during the session.
  4. Drafting a Summary for the Congress Proceedings. After the session, the chair and the co-chair should draft a written summary of their session. This should cover the main points/themes brought out in the papers together with those raised in any subsequent questions and discussions. The written summary should be in bullet form, and no longer than one page. Please provide a copy of the written summary to the organizing secretary as soon as it is available. The highlights of all the sessions will be published in the congress proceedings.

7. Guidelines for Oral and Poster Jury

The Oral and poster Evaluation Jury will be responsible for the course of the respective sessions. The key role will be

  1. To access the overall synopsis of each presentation.
  2. Effective question and answers (Q & A) sessions.
  3. Evaluate and nominate the “Best Oral Presentation” and “Best Poster Presentation”.
  4. Drafting a summary for the congress proceedings.

8. Special Guidelines for Onsite Delegates

The onsite congress is going to organize onsite at the venue. For details about the congress venue, please visit https://www.advancedmaterialscongress.org/baltic-spring/pages/location. Please follow the below guidelines for attending the onsite congress.

  1. The onsite conference will run as per the Current Location Time
  2. You will get Congress Name Batch, Cruise Ticket (Cabin Access Key) together with the conference materials from registration desk at the venue.
  3. The delegates must wear their Name Batch (which you will get during the congress registration) and Face Mask all the time during the conference.
  4. Please read COVID guidelines and instructions at https://www.msccruises.com/en-gl/MSC-Health-And-Safety-measures.aspx.
  5. Please make sure that all presenter's/speakers don't forget to upload their presentation (PowerPoint or PDF) in the computer present in respective session, 30 minutes prior to session starts.
  6. Notepad and pen will also be provided in session during the conference. Poster sticks will be available at the conference helpdesk.
  7. Sightseeing session will be carried out in Helsinki and Stockholm, based on the pre-booking.

9. Summary Guide for Onsite

Time to go for the congress

3-5 days

15-30 min

0

 

After the talk

After the 1st session

After 07-15 days

After 15-30 days

Before publication deadline

Instruction and Guideline

Check out the program and abstracts

Enter the conference hall, the speaker should load their presentation on the described laptop.

Session chair will commence the start of the session and will introduce the speaker to start his/her lecture.
Speaker should keep in mind the time limit set by the Session Chair.
Other panelists & attendees will listen to the lecture and can ask questions during the “Q & A” session.

Once the talk finishes, a Q & A session will follow.

Join other sessions

Certificate of attendance will be sent to the registered email id.

The speakers may receive the comments and proof of their lecture video for publication in VPOAM

Submit your full article in the IAAM official journals: Advanced Materials Letters and Advanced Materials Proceedings.

10. Special Guidelines for Online LIVE Setups

IAAM’ Hybrid Congress Setups create a seamless fusion experience by utilizing the web communication, digital recording, online and offline technologies to allow more engagement and participation than ever before. All the presentations and lectures will run with Online LIVE set up, where the speakers, session chairs, and attendees will be live during the congress.

10.1. Technical Requirements

All the lecture/oral Sessions will take place on Web meeting platform. For the proper functioning of the Sessions, the participants will require the following things:

  1. A computer
  2. A functioning webcam
  3. Headphones with microphones
  4. A prepared PowerPoint Presentation (for speakers)
  5. A high-speed internet connection

10.2. General Guidelines for Online LIVER Delegates

  1. The conference will run at Central European Summer Time and the conference web link will start 30 min prior to the conference schedule. Being ready sooner is always better!
  2. All the speakers and sessions chairs requested to check their scheduled sessions and follow the instructions as per described in the Program.
  3. Keep your device charged and ensure your internet connection is stable.
  4. Please download the Zoom meeting application before the meeting.
  5. All the lectures will be recorded and will be available on-demand after the congress.
  6. To ask a question during any session, please use the “Q & A” button and type your query. All the queries should be scientific and relevant to the lecture. Once the talk finishes, a Q & A session will follow. Then, the questions will be selected by the organizer, and he will read them out loud for the speaker to answer them.
  7. Whenever possible, try to reduce the number of devices connected to the internet when you attend to the event, as well as avoid having too many open windows taking up your bandwidth. These measures can make all the difference in the quality of video and sound you’ll receive and avoid the most typical difficulties of internet calls.

10.3. Guidelines for Online Speakers

  1. All the lectures will be recorded and may be published in the open access video journal of IAAM,
  2. “Video Proceedings of Advanced Materials” after the peer-review. After the proofread by the presenting author, the lecture may be published online as an audio-video article.
  3. The IAAM office circulates the open access video article to leading researchers and members of the association.
  4. As the lecture may be published for open science under “Live knowledge at Web”, you are advised to not use any confidential information in the presentation.
  5. Kindly ensure your focused face towards the camera and effective sound quality for better recording.
  6. The speakers need to open their PowerPoint presentation at least 5 minutes before the start of their lecture and when the session chair will ask them to share it, they need to use the “Share Screen” button in the Zoom platform and select the PowerPoint window.
  7. The speakers are always bound to respect the allotted time and listen to the instructions of the session chair to ensure the smooth functioning of the program.

10.4. The following is the time limit for various presentations (including Q&A)

  1. Keynote Presentation: 30 min (25 min for presentation and 05 min for Q&A)
  2. Invited Presentation: 20 min (17 min for presentation and 03 min for Q&A)
  3. Oral Presentation: 15 min (12 min for presentation and 03 min for Q&A)
  4. Poster Presentation: 05 min

10.5. Guidelines for Session Chairs

  1. The session chair should join the respective session at least 15 min prior to starting to avoid any technical issues.
  2. Session chairs will be responsible for the course of the session.
  3. In the attendees' minds, session chairs are an extension of the congress and should be knowledgeable of the basics relating to the online event.
  4. Session chairs should gather some brief about the respective speakers of the session.
  5. If there are any co-session chairs, the introduction of the speakers should be done by their mutual discussion. For this, they can use the “Chat” option in the zoom platform and use “Private message”.

10.6. Guidelines for Attendees

  1. All the attendees should join the respective session at least 15 min prior to the starting to avoid any technical issues.
  2. Their mike should be always mute during the presentation.
  3. To ask a question during any session, they should use the “Q & A” button and type his/her query or raise their hand in zoom platform.

10.7. Technical Requirements

All the lecture/oral Sessions will take place on Web meeting platform. For the proper functioning of the Sessions, the speakers will require the following things:

  1. A computer
  2. A functioning webcam
  3. Headphones with microphones
  4. A prepared PowerPoint Presentation
  5. A high-speed internet connection

The speakers are advised to use the web meeting application beforehand in order to get used to the interface and the functioning. During the presentation, they are also advised to be extra careful when connecting or disconnecting the camera or muting the microphone. If a speaker is not speaking, the microphone should preferably be on mute during the sessions.

10.8. Summary Guide for Online LIVE

Time to go for the congress

3-5 days

1-2 days

15-30 min

0




 

After the talk

After the 1st session

After 07-15 days

After 15-30 days

Before publication deadline

Instruction and Guideline

Check out the program and abstracts

Run-through the connection test

Connect and get ready

Session chair will commence the start of the session and will introduce the speaker to start his/her lecture.
Speaker should keep in mind the time limit set by the Session Chair and share your screen to play the slides for the presentation.
Other panelist & attendee will mute their microphone and will listen to the lecture. To ask a question during any session, they should use the “Q & A” button and type the query.

Once the talk finishes, a Q & A session will follow. Then, the questions will be selected by the organizer, and he will read them out loud for the speaker to answer them.

Join other sessions

Certificate of attendance will be sent to the registered email id.

The speakers may receive the comments and proof of their lecture video for publication in VPOAM

Submit your full article in the IAAM official journals: Advanced Materials Letters and Advanced Materials Proceedings.

11. Special Guidelines for On-Demand Delegates

If you missed the live conference and want to catch up with recorded content, you need to register yourself for the on-demand access by sending an email to coordinator@advancedmaterialscongress.org. The on-demand access to the presentation will be available up to 06 months after the congress. On-demand access includes recordings of talks and slides, poster pitches, and posters from authors that have agreed for post-event distribution: the organizers cannot guarantee on-demand access to all presentations.