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Presenter Guidelines

Ready to prepare your presentation? Individual emails were sent to all Speaker and registered attendee Email addresses from the Secretariat ( informing attendees of how to log in to Whova. If you have not received an email with the subject "[AASP 2023 at EdUHK] Whova is Ready for AASP 2023 @EdUHK!", please email the Secretariat with your Submission ID.

All presentations will take place and be viewable on our conference site Whova as well as in-person. Because any speakers/audience may unexpectedly need to join online, we recommend that all attendees make sure they can log in to Whova, and also update their Zoom client on the device you intend to use. All conference content events (with the exception of poster presentations) will be viewable and joinable from within the Whova platform.

Online presenters/Audience: For speaking presentations (papers and symposia), online presenters should go to their Whova session at the correct time and click on the "screen" above their session title 10 minutes ahead of time to join your session. SPEAKERS will be shown 2 options, including the option to join via ZOOM, which is recommended. After you click this option, your own Zoom client will open the room like a normal Zoom meeting. (For audience members, you will only see the option to join via zoom on Whova, and will also be able to view and participate inside the Whova platform.) Please note that because each Zoom room corresponds in real time to an in-person Hall, you may find the previous session finishing up in your Zoom room; please be aware and considerate.

      Note that Plenary sessions will be in "webinar style" with online audience not showing on-screen. Paper sessions and symposia will look like a normal Zoom room event.

      For online poster presenters, the Day 3 interactive poster session will take place on Gathertown. Please see the Logistics page on Whova for the Gathertown Guide and link to the conference Gathertown:

Please also see our previously provided information on Hybrid Mode (for both in-person and online participants) and Online Participation (for online participants) for more details!

Overall arrangements and timing information:

Symposia and Paper Sessions have been arranged into thirteen timeslots of eight parallel sessions. Posters have been arranged into three groups of approximately 50 posters each, with in-person posters displayed on Day 1 or 2 and online posters on Day 3.  Please see the schedule Overview and Programme for the overall schedule and the Whova site for details.

  • Symposia: The 34 Symposia have been assigned to either a 60-minute or 75-minute timeslot depending on number of speakers and discussants. A symposium consists of three to four individual presentations, and one or two discussant(s) may also be included. Symposia can include a mix of online and in-person speakers. The Symposium Chair is encouraged to discuss with presenters and discussants how to use their time, and how to arrange Q&A time.

  • Single paper sessions: The 294 Single Paper presentations have been grouped into 69 Paper Sessions on a given topic, each of which includes four to five presentations; a Chair will also be assigned for each paper session. Each paper presenter should expect to give a 12-15-minute oral presentation of their research. The total time for each Paper Session will be either 60 minutes for 4 papers, or 75 minutes for 5 papers. We recommend that speakers restrict their presentation time to <12 minutes to allow time for at least one question. In discussion with your session Chair, the speakers for the session can decide if they wish to save all Q&A time for the end of the session (recommended!), or take one question for each paper. Presenters may be online or in person.

  • Poster presentations: The 161 Poster presenters have been assigned to a lunchtime timeslot on Day 1 or Day 2 (60 minutes for in-person posters), or Day 3 (70 minutes for online-only posters on Gathertown). Poster presentations provide time for interactive, informal discussions between presenters and attendees. Thus, authors should expect to be present at the poster session during the designated time, and looking forward to interacting with the general audience as well as other poster presenters.

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