GENERAL INFORMATION

You can download the PDF Version of General Information Here : Download Me


  1. A. GENERAL INFORMATION
  2. ANV2020 will be held in the form of a virtual conference using Zoom meeting. Each session will have a host, a moderator (for keynote speeches) or session chair (for paper presentations), presenters, and attendees. The host will be the person that facilitates the use of technology. The moderator or session chair is present to coordinate the session and manage Q&A. The presenter is a paper author that will present their paper during a parallel session while attendees are the audience

    The display name format in zoom meeting are listed below:

    • Host: Host_ANV2020 Committee
    • Moderator: Moderator_Full name
    • Keynote Speaker: Keynote_Full name_Affiliation
    • Presenter: Presenter_Session Code_Full name_Affiliation
    • Attendees: Attendees_Full name_Affiliation

    To tone up the atmosphere we recommend you to use this Virtual Background created by our Organizer Committee. To Download Virtual Backgroudn, Please Check this Link : https://bit.ly/Virtualbackgroundanv

  3. B. MAIN SESSION STRUCTURE
    • 15 minutes before the Main Session: The host will start the Zoom Meeting.
    • 5 minutes before the Main Session: The host will start the recording.
    • Beginning of the Main Session: The Moderator will Start the event, followed by a Remark from the Rector of Institute Technology Sepuluh Nopember and Head of Department of Engineering Physics Of Institute Technology Sepuluh Nopember.
    • Middle of the Session:
      • The Keynote Speakers will be Presenting their submitted paper. The talk will be presented live and followed by Q&A.
      • The duration of Keynote Speech is 1 hour.
      • Live presentation = 45 minutes
      • Live Q&A = 15 minutes
    • End of the Session: The Moderator will end the session.
  4. C. PARALLEL SESSION STRUCTURE
    • 5 minutes before the Parallel Session: The host will start the designated breakout rooms. The Session Chair, Presenter, and Attendees will be placed in their designated room
    • 1 minute before the Session: The Session Chair introduces the session.5 minutes before the Main Session: The host will start the recording.
    • Beginning of the Session::
      • The Session Chair will introduce the presenter. The talk will be presented using the video recording submitted by the presenter followed by live Q&A
      • The duration of paper presentation is 15 minutes -> Recorded presentation (video) = 10 minutes and Live Q&A = 5 minutes
    • No recording allowed during the parallel session!
    • End of the Session: The Session Chair will conclude the session and check attendance, then the host will end the session
  5. D. SCHEDULE AND TIME
  6. All-time in the program schedule are in Western Indonesia Time / Waktu Indonesia Barat (WIB; GMT+7). Please pay attention and adjust it to your local time


GUIDELINE FOR ATTENDEES

You can download the PDF Version of Guideline for attendees Here : Download Me


  1. A. INSTRUCTIONS FOR ATTENDEES
    • You are welcome to register for any session/event that interests you using breakout room button provided on Zoom meeting. Please note that each room has a limited capacity
    • All Conference attendees are muted by the organizer until Q&A session.
    • As organizers, we would like to ensure a smooth and productive virtual conference. Following the video presentation there is a short Q&A session moderated by the session chair
    • During the playback of presentation video, you are welcome to ask questions using the chat room or by raising hand.
    • The moderator or Session Chair will select and ask the questions during the Q&A session. We understand that there may be not time to ask all the questions. The Chair will make sure to ask complementary questions and hopefully according to the time they were first submitted.
    • The organizer will have the ability to unmute participants if this is needed to elaborate on their questions (please note that due to the limited Q&A duration, attendees may want to discuss with the author(s) personally or it will be answered on ANV website).
    • You do not need to announce yourself arriving or leaving a Session.
  2. B. BREAKS
  3. Conferencing, online and in-person can be exhausting! We need to take breaks. We will take breaks. Breaks are built-in to the schedule!

    • Stand up and stretch, get a snack, come back refreshed!
    • If you leave Zoom meeting on, make sure that your microphone is muted during the break

GUIDELINE FOR SESSION CHAIRS

You can download the PDF Version of Guideline for session chairs Here : Download Me


  1. A. INSTRUCTIONS FOR SESSION CHAIRS
    • General responsibility of a moderator or session chair:
      • 1. Introduce the session, explain the structure of the session, Q&A, and then introduce each speaker or presenter/paper-title before the video playback.
      • 2. Take questions from chat panel or take notes of raising hand attendee`s names during the presentation playback.
      • 3. Read the questions to the presenting speaker or author during the Q&A period or by unmuting the attendees to with absolutely no delay on the allocated Q&A slots.
      • 4. Conclude the session and check attendance.
      • 5. Make sure the time is not violated.
    • Organizer will send you an invitation link via email. Just click on the link to join the meeting.
    • Please join the session at least 10 minutes in advance, please test your microphone once joined so that the session can start on time.
    • We recommend that you turn on your video to engage the attendees during the sessional introduction.
    • After introducing the session and the presenter, we recommend you to turn off the video so that the attendees can focus on the talk video.
    • As organizers, we would like to ensure a smooth and productive virtual conference.
    • During the playback of presentation video, please keep track of the questions on the Q&A and chat panel.
    • After the video playback, unmute yourself and share your webcam. The host will also unmute and shares corresponding speaker’s or presenter’s webcam.
    • Please make sure to ask orally the questions and according to the FIFO time they were first submitted. If there are not many questions, feel free ask some of your own.
    • Sometimes the audience may need to clarify their question. In that case, it is upon the discretion of the Session Chair to unmute the attendee who placed the question to make clarifications.
    • Please be mindful of the Q&A time limits! We cannot introduce delays on the predetermined slots of each session, it will push other sessions behind.
    • After the presenter addressed a question, please indicate it is answered verbally.
  2. B. BREAKS
  3. Conferencing, online and in-person can be exhausting! We need to take breaks. We will take breaks. Breaks are built-in to the schedule!

    • Stand up and stretch, get a snack, come back refreshed!
    • If you leave Zoom meeting on, make sure that your microphone is muted during the break

GUIDELINE FOR PRESENTERS

You can download the PDF Version of Guideline for presenters Here : Download Me


Thank you for your participation in the 1st Biennial International Conference on Acoustics and Vibration (ANV 2020) as a presenter and attendee.
Below is information and resources to help you prepare, record, and upload your presentation by the 22 November deadline.
Questions should be sent to [email protected]

  1. A. GENERAL INSTRUCTIONS FOR PRESENTERS
    • The Presenter is required to create a pre-recording video of their submitted Paper to ensure the presentation delivered clearly without any obstacle.
    • The presenting author of each paper must complete form that has been created by the ANV2020 Organizer to grant permission to publish their video during the event.
    • Consent Form, PPT, and video submission can be found on https://intip.in/ConsentandSubmissionANV
    • Deadline for submitting is 22 November 2020
    • The Paper can be presented by the author or co-author of the submitted Paper
    • The duration of paper presentation is 15 minutes -> Recorded presentation (video) = 10 minutes and Live Q&A = 5 minutes
  2. B. PRESENTATION TEMPLATE
  3. The format of presentation is as follows:

    • First slide of the presentation must include a header. The header consists of ANV 2020’s logo, speaker’s institution’s logo, and ANV2020 sponsor’s logo.
    • Other than the header, first slide must include ANV 2020 as the conference name, title of the topic, and speaker’s information
    • Second slide and the rest of the PowerPoint must include header that consists of ANV2020 Logo.
    • Select a legible font that is clearly visible (e.g., Arial, Calibri, and Helvetica).
    • Use a simple format and spatial layout for the presentation.
    • Use appropriate colors and avoid complicated background.
    • All Logo must clearly visible.
    • PPT template format can be found on https://intip.in/TemplatePPTANV
    • File name format: PPT_Session Code_Author Name
    • Organize your talk with introduction, body, and summary or conclusion. Include only ideas, results, and concepts that can be explained adequately in the allotted time. Four elements to include are:
      • Statement of research problem
      • Research methodology
      • Review of results
      • Conclusions
  4. C. VIDEO RECORDING
    • Videos should contain a prominent view of the presentation slides along with audio of the spoken presentation. Optionally, videos may contain a shot of the speaker’s head for increased engagement.
    • The presentation video must be in MP4 format, with minimum resolution of 720p and maximum resolution of 1080p, 30 fps, HD and bit rate less than or equal to 1 Mbps: to check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bit rate.
    • File name format: Video_Participant ID_Author Name
    • We recommend you read the following steps of How to Make Presentation Video with PowerPoint:
    • Other recording resources
  5. D. PREPARING GOOD RECORDING VIDEO
    • Select a quiet location with a pleasant background. Avoid spaces with echoes.
    • Avoid using artificial backgrounds.
    • Locate the light source in front of you. Do not sit with a window located behind you.
    • Dress as you would if you were presenting in person.
    • Ensure that there are no interruptions such as people walking behind you or pets. Turn off your phone.
    • Your eyeline should be lined up with your webcam. Look at the camera—not the screen.
    • Practice your talk. Ask someone to listen and provide feedback.
  6. E. DURING THE CONFERENCE
    • Organizer will send you an invitation link as a presenter via email. Just click on the link to join the Zoom meeting.
    • Please join at least 5 minutes before your designated time slot and be present during the video playback as well as the Q&A session.
    • Your microphone will be muted during the video playback.
    • During the replay of the presentation video, attendees will ask questions related to the presentation through the chat room or by raising hand at the end of the presentation.
    • You are encouraged to keep an eye on the questions so to answer them during the Q&A Session.
    • At the end of the pre-recorded presentation, the host will unmute your microphone and shares your webcam. The Session Chair will then ask you to answer some of the questions in sequence they were submitted and within the allotted Q&A period.
    • The Session Chair will try to cover as many questions as possible depending on the allotted time. In case, some of the questions have not been answered attendees may want to discuss with the author(s) personally or by posting your answer on ANV Websites.
    • You are welcome to stay in the session as an attendee when not presenting.
    • When you are not presenting your paper, you can also ask questions to other presenters via chat panel. Begin your text with “[ASK]” to indicate it as a question to the presenter. Send it to session chair (or all panelist if you prefer to do so), or via verbal by raising hand in zoom.
    • You are also welcomed to register as an attendee for any other session/event that interests you using room selection provided on Zoom meeting. Please note that each room has a limited capacity.
  7. F. BREAKS
  8. Conferencing, online and in-person can be exhausting! We need to take breaks. We will take breaks. Breaks are built-in to the schedule!

    • Stand up and stretch, get a snack, come back refreshed!
    • If you leave Zoom meeting on, make sure that your microphone is muted during the break