Instructions
Instruction for Oral Sessions
Time Allocation for Presentations
The total time allocated for each oral presentation is 20 minutes (15 minutes for presentation, 4 minutes for Q&A, and 1 minute buffer). The session schedule is listed in the program book.
*"No Show" papers will not be included in IEEE Xplore.
*Speaker biographies will not be introduced in this conference.
Slide Format
Presenters are recommended to prepare their oral presentation slides using the provided template.
The template includes important information and guidelines such as the recommended aspect ratio (16:9), so please review it carefully.
Bring Your Own Laptop
All oral presentations must be delivered using the presenter's own laptop. Each session room is equipped with a video projector with an HDMI interface.
Slide and Laptop Check
Presenters are encouraged to check the connection to the projector before their session.
Presentation Procedure
- Please attend the Authors' Breakfast Meeting starting at 7:20.
- Arrive at the session room and inform the staff at least 20 minutes before the session begins.
- When it is your turn, bring your laptop to the podium and begin your presentation after being introduced by the chairperson.
Authors' Breakfast Meeting
The Authors' Breakfast Meeting will be held from 7:20 to 8:20 at Event & Exhibition Hall 1F. All oral presenters and session chairpersons are requested to attend on the day of their session.
Event & Exhibition Hall 1F, Dejima Messe Nagasaki
7:20–8:20
Template
Instruction for Poster Sessions
Poster Session Overview
Poster sessions will be held at the Event & Exhibition Hall (1F), Dejima Messe Nagasaki. Each presentation is assigned one poster board.
*"No Show" papers will not be included in IEEE Xplore.
Poster Preparation
Presenters are encouraged to prepare their posters using the provided template.
Please follow the template and include the presentation number, title, author name(s), and affiliation(s).
Institution logos may be placed at any position on the poster.
Please print your poster in A0 size (portrait) and bring it to the venue on the day of your presentation.
Poster Setup
- Presenters are required to mount their posters on the assigned board during the setup period.
- Posters should be mounted in portrait orientation (A0).
- Pushpins will be provided at the venue.
- No electrical power or audiovisual equipment will be available.
Presentation Guidelines
- At least one author must be present at the poster board during the core time and start the presentation at the beginning of the session.
- Session chairpersons will confirm the presentations during the core time.
- If only the poster is displayed without an actual presentation, it will be treated as a "No Show."
Schedule
| Poster Set-up | Presentation | Poster Removal | ||
|---|---|---|---|---|
| Poster Session 1 | June 2 (Tue.) | 10:15–12:20 | 12:40–14:00 | 14:00–16:20 |
| Poster Session 2 | June 3 (Wed.) |
Posters must be removed promptly after the session. Any posters remaining after the removal time will be removed and disposed of by the Secretariat.
Attendance
All poster presenters are required to check in at the "Poster Speaker's Desk" with their name badges before presentation core times.
Presenters must present at their boards at the beginning of the scheduled core time to arrange their posters and check that all necessary supplies are available. During the assigned core time, at least one speaker in the authors' list of the paper must be present at the poster board for explanations. Session chairpersons have the responsibility to determine/confirm whether papers have actually been presented.
The papers without check in and presentation during the core times will be handled as "No Show Papers" and not be included in IEEE Xplore.
Poster Template
Instruction for Online Sessions
General Information
Online Session presenters are requested to adhere to the time schedules for the online technical sessions.
■At least 20 minutes before the online sessions start, presenters should access the Zoom meeting room. The Zoom link will be provided one week before the session on the Confit program.
No Poster Presentations
No poster presentations are available for online presentations.
All presentations should be oral ones.
Time Allocation for Presentations
The total time allocated for each oral presentation is 20 minutes (15 minutes for presentation, 4 minutes for Q&A, and 1 minute buffer). The session schedule is listed in the program book.
*"No Show" papers will not be included in IEEE Xplore.
*Speaker biographies will not be introduced in this conference.
Slide Format
Presenters are recommended to prepare their oral presentation slides using the provided template.
The template includes important information and guidelines such as the recommended aspect ratio (16:9), so please review it carefully.
If you are unable to join the Zoom session due to security or other restrictions, please contact the secretariat in advance.
Slide and Laptop Check
Presenters are encouraged to check the connection to the Zoom meeting room before their session.
Presentation Procedure
- Make sure you have access to the Zoom meeting room at least 20 minutes before the session begins.
- When it is your turn, please begin your presentation according to the chairperson's instructions.
Zoom Display Name:
For Presenters: Presenter (presentation code)_First name [space] Last name
For Chairs: Chair (presentation code)_First name [space] Last name
Instruction for Chairpersons
General Information
Session chairpersons are requested to adhere to the time schedules for the technical sessions.
■At least 20 minutes before the oral sessions start, chairpersons should be seated in the chairperson's seat located on the right of the front row.
■At least 20 minutes before the beginning of the poster sessions, they should verify that the correct poster boards have been assigned to their sessions and confirm that all posters have been set up.
* "No Show Papers" will not be included in IEEE Xplore.
Time Management — Oral Presentations
The total time allocated for each oral presentation is 20 minutes (15 minutes for presentation, 4 minutes for Q&A, and 1 minute buffer). The session schedule is listed in the program book.
*"No Show" papers will not be included in IEEE Xplore.
*Speaker biographies will not be introduced in this conference.
All sessions must run on time. This means chairpersons must:
- ・Start them on time
- ・Keep each paper presentation on time
- ・Cut off questions if they run too long
- ・If a speaker fails to show up, call a recess for that time slot and resume the session at the scheduled starting time for the next paper presentation
Equipment: chairpersons should familiarize themselves with the following arrangements:
- ・Each room is equipped with a video projector
- ・Speakers must bring their own PC and operate it by themselves
- ・A laser pointer is available in each room
The session chair will introduce themselves and explain how the presentation time will be managed at the beginning.
In sessions with two chairs, they will divide the roles and manage the session accordingly.
Organized Session Hybrid presentations
Some presenter of Organized Sessions hold in Room 108 will join through Zoom meeting room.
In that case, the chairperson should use the PC provided in the conference room connected to the zoom link and let share its PC screen for conference attendee in the room, when the online Chinese presenter start his/her presentation. The presenter in the room should use their own PC to make a presentation on hybrid session.
Authors' Breakfast Meeting
The Authors' Breakfast Meeting will be held from 7:20 to 8:20 at Event & Exhibition Hall 1F. All oral presenters and session chairpersons are requested to attend on the day of their session.
Event & Exhibition Hall 1F, Dejima Messe Nagasaki
7:20–8:20
Poster Presentations
All poster presenters are required to be checked by poster chairs with their name badges at the venue during presentation time.
During the scheduled core time of the presentations, all assigned speakers should be present in front of their poster boards and be prepared to explain them. The chairpersons are responsible to determine whether posters have actually been presented.
The papers without name badge check and presentation during the core times will be handled as "No Show Papers" and not be included in IEEE Xplore.
| Poster Set-up | Presentation | Poster Removal | ||
|---|---|---|---|---|
| Poster Session 1 | June 2 (Tue.) | 10:15–12:20 | 12:40–14:00 | 14:00–16:20 |
| Poster Session 2 | June 3 (Wed.) |
Before the Session
For the oral sessions, chairpersons must meet the speakers ten minutes prior to the sessions in the designated session room. They should also inform the conference staff in charge of the session room of their presence.
With the conference staff's support, review the session's procedures, demonstrate the audio equipment, and verify that all speakers have brought PCs.
During the Session
Chairpersons are responsible for adhering to the allotted time to ensure smooth operation of the entire program. Presentations may be cut if they significantly overrun. After a speaker is finished, switch to the question and discussion time. Encourage audience participation. Prepare a few questions, if needed.
If a presentation is canceled, the allocated time may be effectively used for additional discussion or break time. Please restart the next presentation at the scheduled time.
Do not alter the timetable.
Conference staff will be assigned to every session room to assist speakers with computers, turning on the lights, and supporting the chairpersons. They can solve problems.
After the Session
The chairpersons of all the sessions including the poster sessions are requested to complete questionnaires about their sessions and report no show papers. Please return them to the staff before leaving the session room.
Instruction for Online Chairpersons
General Information
Online Session chairpersons are requested to adhere to the time schedules for the online technical sessions.
■At least 20 minutes before the oral sessions start, chairpersons should access the Zoom meeting room. The Zoom link will be provided one week before the session on the Confit program.
■Online chairpersons are permitted to use the Conference Room 104, if you are on site at the session time.
* "No Show Papers" will not be included in IEEE Xplore.
Authors' Breakfast Meeting
The Authors' Breakfast Meeting will be held from 7:20 to 8:20 at Event & Exhibition Hall 1F. All oral presenters and session chairpersons are requested to attend on the day of their session.
Event & Exhibition Hall 1F, Dejima Messe Nagasaki
7:20–8:20
Time Management — Oral Presentations
The total time allocated for each oral presentation is 20 minutes (15 minutes for presentation, 4 minutes for Q&A, and 1 minute buffer). The session schedule is listed in the program book.
*"No Show" papers will not be included in IEEE Xplore.
*Speaker biographies will not be introduced in this conference.
All sessions must run on time. This means chairpersons must:
- ・Start them on time
- ・Keep each paper presentation on time
- ・Cut off questions if they run too long
- ・Confirm the attendance of online presenters and ensure that they are ready to share their screens on Zoom
- ・If a speaker fails to show up, call a recess for that time slot and resume the session at the scheduled starting time for the next paper presentation
Zoom Display Name:
For Presenters: Presenter (presentation code)_First name [space] Last name
For Chairs: Chair (presentation code)_First name [space] Last name
Flow of the Chair's Responsibilities
- Chair: Opening remarks (session number and title, self-introduction, and explanation of session procedures)
- Chair: Introduction of the first presenter (presenter's name and presentation title)
- Presenter: Presentation
- Chair & Presenter: Q&A session
- Chair: Closing remarks after all presentations are completed
Before the Session
For the online sessions, chairpersons must meet the speakers 20 minutes prior to the sessions in the Zoom meeting room.
During the Session
Chairpersons are responsible for adhering to the allotted time to ensure smooth operation of the entire program. Presentations may be cut if they significantly overrun. After a speaker is finished, switch to the question and discussion time. Encourage audience participation. Prepare a few questions, if needed.
If a presentation is canceled, the allocated time may be effectively used for additional discussion or break time. Please restart the next presentation at the scheduled time.
Do not alter the timetable.
After the Session
The chairpersons of all the online sessions are requested to complete questionnaires about their sessions and report no show papers. Please return them to the staff before leaving the Conference Room 104 or mail to the Secretariat of IPEC-Nagasaki 2026.