Program > Instructions for Sessions Chairs and Speakers

Instructions for Session Chairs and Speakers

For session chairs:

  1. Arrive at the room/zoom for the session 10 minutes before the session begins and coordinate with the session volunteer to prepare the session.
  2. Ensure all speakers appear in the session, ask each their presentation mode (in person, live online, or pre-recorded video), and ensure that all pre-recorded presentation videos of online speakers are ready.
  3. A PC will be available in each meeting room. All presentations should be copied to the PC before the session starts. If a personal laptop needs to be used for any reason, please test it before the session starts and be sure to connect it to the zoom of the session.
  4. Introduce the speakers during the session; the two session chairs can decide on the format/order in which they will make these introductions.
  5. Keep the presentations on the posted time-schedule. Since many of the attendees like to attend paper presentations from several parallel sessions, it is important that each paper is presented during its allocated time slot (20 minutes total, including questions and answers and transitions). Do not change the sequence of the presentations within the session unless it is absolutely necessary.
  6. Coordinate questions and answers after each presentation and ensure smooth transitions between presentations. A mobile phone connected to the session zoom will be available for questions from in person participants
  7. If there is any no-show, record on the sheet provided by the session volunteer and submit the sheet after the session is completed.

For speakers:

  1. Arrive at the room for the session 10 minutes before the session begins and report to the session chair/co-chair. If a speaker has multiple presentations during the same session time, he/she should inform the chairs in advance.
  2. A PC will be available in each meeting room. Copy your presentation to the PC before the session starts. If you need to present your paper with your own laptop (because of a live demo etc.), please inform the session chairs, test your laptop before the session starts, and connect it to the zoom of the session.
  3. Each presentation is allocated for 20 minutes, including questions/answers and transitions. Thus, it is expected that each presentation itself is finished within about 15 minutes. Make sure to share your presentation if you use your own laptop.


Presentation at CASE2021:

CASE2021 is a hybrid conference with both in person and online participation with zoom. Each paper is assigned a slot of 20 min with 15 min for presentation and 5 min for questions. Be aware that the conference uses the Central European Time (CET).

Each paper is presented either (i) in person in Lyon, or (ii) with pre-recorded video displayed by a session assistant, or (iii) by live online presentation.

The pre-recorded video upload is compulsory for all online participants and optional for the others unless exceptions granted by CASE2021. The video is a back-up of live online presentation against potential internet failures and a replacement of your live presentation for the other online participants.

In any case, ensure a high quality internet connection for online presentation/participation and be present at the beginning of your session for live presentations and/or answers to questions. CASE2021 will not alter the program for technical issues.


Presentation Video Upload:

We request you to prepare and upload:

(1) A video of your presentation. The video file must be in mp4, avi and mkv formats (more details below). Please do not try to upload PowerPoint or PDF files.

(2) A release form which grants us the permission to host the presentation video, together with other requirements from the IEEE as stipulated in the release form. The form can be downloaded from:

Follow the instructions below to upload the two files at the following external link:
by: August 15, 2021, mid-night CET.

Please use the following guidelines for preparing your video. And you can test your video with the well-known player VLC ( without any codec.

Duration: 15 minutes
File size limit: 100MB file
File format: mp4, avi and mkv
Minimum height: 480 pixels
Aspect ratio: 16:9 or 4/3

ID information to be checked: First Name, Last Name, Email, CASE2021 paper ID (same as your CASE 2021 account, CASE paper ID instead RAL paper ID)

Please note the above specifications will be checked at the time of submission and files not meeting them will be prevented from being uploaded.

Except for the above duration and digital constraints, the form of the presentation is left free (though please be sure the video includes the title of the paper, the authors, and a mention to CASE 2021).

Please start early: given that the resulting video files will be very large, they might need a long time to transfer, and you might not be able to upload them in time if you start late.


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