SPLASH 2023
Sun 22 - Fri 27 October 2023 Cascais, Portugal
SPLASH 2023 (series) /

Instructions for Presenters

If you are a presenter, please follow the instructions below. If you have any questions, please ask on the #talk-preparation channel on the SPLASH’23 Discord (invite link).

By default, we assume (and strongly encourage) that your presentation will be given as an in-person talk. If you need to deliver your talk virtually, please contact the organizing chairs and video chairs as soon as possible.

Contacting the Organizers

To keep everyone informed with respect to your talk delivery modality (esp. if its virtual), we recommend that while sending an email to your event organizer, you also include the video chairs (sigplan-av+splash23@googlegroups.com), and hybridization chairs (cong@c.titech.ac.jp, jonathan.brachthaeuser@uni-tuebingen.de). If you do not get a reply, please send a message on #talk-preparation channel on Discord

In-Person Presenters

If you are presenting in-person, here are some things to keep in mind:

  • You should bring your own laptop (or tablet) to present your slides from. Make sure that your slides are available offline or accessible from another computer in case your device has any issues.

  • Make sure your presentation device supports HDMI output. If it does not, you must bring the appropriate adapter.

  • We strongly recommend that your slides have an aspect ratio of 4:3, which will look nicer on our video stream/recording layout.

  • Check that your device is working before your session starts to avoid any last-minute difficulties.

    • eg. If you plan to share your computer audio, please test it before hand.

  • Arrive at your session at least 10 minutes before it starts. Take time to familiarize yourself with the room setup, let your session chair know who you are, test out your slides, and address any issues with the student volunteers.

  • You should pace your talk carefully, as time is tight and the program schedule will be strictly enforced.

    • You can find the length of your talk in the program. Subtract at least 3 minutes from the time shown to allow for questions and switching presenters.

    • Talk slots for the main OOPSLA program are 18 minutes, so presenters should aim to give a 15 minute talk, leaving 2 minutes for questions and 1 minute for setup.

  • Your talk will have no badge saying Remote or Recorded in the program, and there is no need to send the organizers any email. Your conference registration is mandatory.

  • Your talk will be recorded and live streamed to youtube,

    • It will then be released on the SIGPLAN youtube channel after minor edits, after the conference.
    • Please remember that this is a graduate student volunteer run task and we cannot provide definitive timelines as to when your edited talk will be release.

Virtual Presenters

If you plan to use the virtual option, please get a pre-approval from the organizing chairs of your event, and inform the video chairs as soon as possible. Your talk should be marked Remote in the program for it be officially treated as virtual. If it is not, please contact your event organizer. You also need to register to be able to present at the conference.

Virtual presenters will interact with session chairs and in-person participants over Discord call. This interaction includes both the talk and the live Q&A. While we also support playing pre-recorded talks, we strongly encourage virtual presenters to deliver their talk live over Discord, so that the talk and Q&A take place over the same medium.

Live virtual talks will be given over a Discord call, and followed by a Q&A mediated by the session chair. (The format is similar to giving a talk over any other video conferencing application, e.g., Zoom, Skype.) The volunteers will set up designated a Discord voice channel for each event, and add you to the call before the session starts.

Some things to expect and keep in mind:

  • You should make sure to join the Discord voice channel (e.g. HATRA-Stage under PRESENTATIONS for HATRA workshop) and be ready to present 10 minutes before the start of your session (not just before the start of your talk!).

  • Please wait for your cue in chat to start sharing your screen and presenting. You will hear a verbal confirmation from the in-room session chair to start your talk.

  • Once you have joined a right Discord voice channel, your camera and shared screen will be projected on the in-room screen, and your microphone audio will be amplified by the in-room speakers. You should be able to hear the session chair and participants’ questions via the in-room mics, though you may not be able to see the room (as we may not have enough camera equipment for that).

  • We strongly encourage virtual presenters to wear headphones while on the call, to avoid unwanted sound feedback loop and stray audio signals.

  • We will have 2 test sessions to familiarize virtual presenters with Discord. It is highly recommended that you attended one of them. If you cannot make it to either of the events please email virtualization chairs, or send a message in #talk-preparation channel on Discord to arrange for a test session.

    1. Session 1: Tuesday October 17, 23:00 - 23:30 (UTC)
    2. Session 2: Wednesday October 18, 8:00 - 8:30 (UTC)

  • The test sessions will be run in the remote-talk-testing-stage channel. Note that you will need to mark yourself as a “Presenter” to join the channel when signing up Discord. If you don’t know how to do that, please ask for help in the #talk-preparation channel or email Youyou Cong (cong@c.titech.ac.jp). After joining the channel, please accept our invitation to the stage.

  • If you need to share your laptop audio (e.g., to play a sound recording), please get in touch with the Video Chairs and test this ahead of time. Doing so over Discord is only available on macOS and Windows, and may require additional setup on presenters end

Pre-Recorded Virtual Talks

Some presenters may opt to submit a pre-recorded talk to preempt technical difficulties (e.g., unreliable internet connection, poor video call quality) or overcome timezone differences. This also needs prior approval from the event organizers. Your talk will be marked Recorded on the program schedule in such cases. If you do not see your talk marked as Recorded please contact your event organizers. You should be registered to be able to give a pre-recorded talk at the conference.

Note that you will still be expected to participate in live Q&A over Discord after we play your pre-recorded talk, unless you have made other arrangements with your event organizers.

Instructions for creating and submitting your pre-recorded talk:

  1. Prepare your pre-recorded talk as a video recording.

    • There are various tools available to record your talk. The easiest way is to use Zoom: share your screen, unmute your microphone, and record your “meeting”. You can use tools like iMovie or ActivePresenter to edit your recording.

    • Make sure your video does not exceed the allowed time limit; we will not be able to use it otherwise. The time limit for your talk is your time slot as it appears in the program, shortened by at least 3 minutes, to allow for questions and answers, and switching to the next speaker.

    • Use a compressed video file format, such as MP4. Other supported formats are MPGs, WMVs, or with the following AVI codecs: H.264, MPEG-4.

    • Your video file should be named according to the following schema: <EVENT_ACRONYM>-<SPEAKER_LASTNAME>-<TITLE_NO_SPACES>.mp4, e.g., PLMW-Vasconcelos-SessionTypesSplendid.mp4.

  2. Upload your recorded talk to a cloud file-sharing service such as Google Drive. Do not share your video using YouTube or Vimeo.

  3. Email the Video Chairs (sigplan-av+splash23@googlegroups.com) and your event organizer with:

    1. an accessible link to download your recorded talk;
    2. explicit consent allowing the video to be played at the conference; and
    3. explicit consent allowing the video to be publicly streamed and uploaded to the SIGPLAN YouTube channel.

Please submit your video recording at least 5 days before the scheduled talk slot to avoid last-minute issues. You should receive an email from the Video Chairs to acknowledge receipt of your recording.