Technical Guidance for Associated Events, Tutorials, and Workshops

The VIS 2020 Tech Committee will be managing streaming of your event to Youtube and scheduling of Zoom calls for live components (e.g., question and answer sessions paper chairs and speakers, panels, keynotes). To help us manage streaming of your event, we will need detailed information about the event’s schedule.

In general, your event will consist of playback of prerecorded videos (paper presentations or other presentations) and live interaction for Q&A with speakers or panels. Questions will be asked over a chat application (Youtube Chat and Discord) which the chair can relay to the speaker(s) in the Zoom call. Only those answering questions or facilitating the session will be in the Zoom call, those watching the session will view it on Youtube and interact through chat. It is possible for some presentations to be given live, though we advise this only be done for special scenarios (e.g., a keynote presentation, short opening or closing by the chairs). The majority of talks and sessions should be prerecorded to avoid potential issues impacting the event (e.g., networking, time zones, etc.).

Terminology used in this document:

  • Session Chair: an individual who keeps presenters on time and moderates Q&A
  • Contributors: individuals who are speaking and presenting in the Zoom call
  • Attendee: individuals viewing the event via the Youtube stream. Attendees can post questions through a chat application (Discord, Youtube chat) which can be monitored by the Session Chair and relayed to the Contributors.
  • Time Slot: A time during your event where something happens that requires Zoom and Youtube, e.g., a live or recorded presentation is given, an interactive panel, etc.
  • Session: A session consists of one or more time slots, e.g., a set of paper presentations, a single keynote talk. Longer events may consist of multiple sessions, separated by breaks. Each session will have its own Youtube stream, Zoom call, and Discord channel.

Scheduling your Event

Please fill out information for your event following the templates provided. The tech committee will reach out the organizers of each event to collect this information. All times should be in 24-hour format in the Mountain Time zone, and formatted as HHMM (H: hour, M: minute). If you do not have the specific presentations set for each Time Slot, please provide the schedule and Time Slots for the event so that we can begin setting things up. We can fill in the videos and speaker information for the Time Slots when they are ready, but the sooner this information (e.g., videos, speaker contact information, etc.) is available, the better.

For each Session in your event, we need a schedule that defines a sequence and duration of Time Slots in the Session and what will occur in each Time Slot:

  • Live Zoom presentations
  • Replays of prerecorded video presentations (e.g., paper presentations, short talks)
  • Question and answer or other interactions with Contributors (e.g., panels, questions to paper authors)

For each Session we also need:

  • The number of Contributors (including the Session Chair) who will be in the Zoom call and their contact information (names and emails)

Note that Attendees do not count toward the number of Contributors, as they view the stream on Youtube and interact via chat.

For each presentation (live or recorded) in a Time Slot we need:

  • Presenter’s name(s)
  • Presenter’s email(s)
  • The prerecorded video to play for the presentation, if applicable. Presentation videos must follow the encoding and naming conventions discussed below.
  • If there is a Q&A, and if so when:
    • At the end of the live/recorded talk
    • At the end of a group of talks
    • Concurrent with the talks (i.e., people interrupt a tutorial with questions)

Presentation Videos

Prerecorded videos played during your event (e.g., paper presentations) must be formatted and named following the VIS talk recording guidelines.

  • 1920x1080 resolution at 30FPS
  • MPEG-4 using H.264 encoding (file extension is .mp4)
  • Files must be named following the <shortname>_<uniqueidentifier>.mp4 convention
  • Each video must include an .sbv or .srt subtitles file to provide subtitles during the stream
  • Each file must be associated with a specific Time Slot during your event via its unique identifier so that it can be played at the appropriate time

Each video provided must be named following a <shortname>_<uniqueidentifier>.mp4 convention. The short name is assigned to your event by the Tech Committee to help us organize your event’s content, and can be found here for your event. If your event is submitting through IEEE Xplore follow the naming convention on the submission site. The unique identifier is used to uniquely associate a video with a Time Slot during your event in which it should be played. While the choice of this is up to the organizers of each event, it must be unique! Good options are: a number corresponding to the time slot, paper submission ID (if applicable), talk title (if unique during the event).

Virtual Conference Webpage

The virtual VIS conference webpage will be created using Mini-Conf, and managed by the web committee (web@ieeevis.org). If you would like, the Mini-Conf webpage can provide a virtual conference presence for your associated event as well, e.g., embed each session’s Youtube stream and chat channels, PDF links, calendar information, etc. Please let the web and tech committees know if you would like your associated event to be hosted on the VIS conference webpage as well, or would prefer to receive the Youtube and chat information to provide this information separately through your event’s webpage. It is also possible to do both, if you would like to include links to each session’s Youtube stream on your webpage, but also take advantage of the calendar and other features of including your event in the main VIS virtual conference page. Whichever option you choose, the tech committee will manage the streaming infrastructure for your event (Youtube, Zoom, chat).

For questions or more information, please email tech@ieeevis.org.

Technical Committee

  • Will Usher, SCI Institute, University of Utah
  • Alexander Bock, Linköping University
  • Martin Falk, Linköping University