Presenting at a tutorial or concurrent session? Here's what to do.

  1. Submit your final paper(s) by Monday, September 10.
  2. Let us know who will present at the conference as soon as you know.
  3. Check our guidelines for presenting.
  4. Upload a PDF of your final slides no later than Friday, October 19.

Presenting a poster? Complete details are at the bottom of our Call for Participation page.

1. Submit Your Final Paper(s)

Accepted papers must be uploaded to, where they will be displayed as part of the Gateways 2018 Proceedings portal. Slides can also be added to your figshare item/entry after the conference.

Step 1: Before uploading prepare your “camera-ready” version.

  • Be sure you have used the IEEE manuscript template we requested.

  • Make any corrections or other edits recommended by the reviewers. LENGTH LIMIT FOR REVISIONS: You are welcome to increase the length of your paper up to a total of 5 pages to accommodate reviewer comments; however, you are not required to do so.

  • At the bottom of the first page in the footer (where the IEEE template indicates a bunch of Xs and copyright), please add the following:

Presented at Gateways 2018, University of Texas, Austin, TX, September 25–27, 2018.

  • Save your file as a PDF, including the name of the lead author(s) and “Gateways 2018” in the file name. If necessary, add another title-related word to the file name to disambiguate from any other papers you are uploading.


Step 2: To upload — Monday, September 10 deadline

Note: If you missed this deadline, you can still upload your paper (and later your presentation slides) to figshare (by Friday, October 19— see details below), and it will be pulled into the portal in October.

  • Go to and create an account if you don’t already have one.

  • Upload the PDF of your “camera-ready” paper to Figshare. Your upload should include the following items:
    • Title
    • Authors
    • Categories: Select what fits best.
    • Item Type: Mark your Item Type as “Paper” or “Fileset.” We request that you upload a PDF of your slides to the same “Item” when they are complete or after you present.
    • Keywords: Be sure to include “Gateways 2018” and “Science Gateways”
    • Description: Use your Abstract

Click the checkbox near the bottom marked "Publish" and then click the red "Save changes" button.

Note: New item entries won't show in the figshare portal until the figshare people gather everything with the "Gateways 2018" tag.

2. Let Us Know Who Will Present at the Conference

Go to EasyChair:

  • Login and choose your "Author" role.
  • For your accepted submission(s), click the "information" link at the right.
  • Click "Update authors" at the top right.
  • Select the radio button for the primary "Speaker." If more than one author will present, all presenters can indicate their participation when registering for the conference.

3. Check Our Guidelines for Presenting

Unless you have been otherwise notified, your paper or demo presentation will fit into a 20-minute or 10-minute time slot. You can confirm your presentation time and duration in the schedule. Presentations in a given session are back-to-back, so your Q&A time will allow the next presenter to set up their laptop or USB drive. Please be considerate of others and limit your presentation to the time allotted.

  • If you have a 20-minute time slot, your presentation should be 15 minutes long, allowing 5 minutes at the end for Q&A while the next presenter sets up.
  • If you have a 10-minute "lightning talk," your presentation should be 7 minutes long, allowing 3 minutes at the end for Q&A while the next presenter sets up.

General Recommendations 

This conference will be a multidisciplinary event, bringing together researchers and educators who are seeking technologies and solutions that can be applied to their specific situations. As a result, someone from a very different field may find your work to be translatable to their own project. To aid in knowledge sharing and transfer, here is some advice that came up regularly in reviews and we believe is applicable to all presentations.

  • Consider how the content of your presentation may be generalized or made useful to people outside your discipline.
  • Place your work in a bigger context; for example, how does your approach differ or learn from that used by other science gateways?
  • Identify a few “lessons learned” that would be helpful for others following in your footsteps.
  • What resources or advice can you offer that others can take home from the conference?

Wondering what size/resolution slide to use? The safest bets are 1280 x 800 px if you want a 4:3 (standard) aspect ratio for your slides and 1920 x 1080 px if you want a 16:9 (widescreen) aspect ratio. PowerPoint images will look better when downsized than when enlarged. Note that the conference center projectors support multiple resolutions.

Setup of Conference Rooms

Tutorials at Texas Advanced Computing Center (TACC, September 25)

All tutorials are at TACC, where the projectors in each of the presentation rooms are 1080i (1920x1080), which is a 16:9 aspect ratio. We are assuming that for tutorials, presenters would prefer to use their own laptops, given the demonstrations and custom setups required. If needed, however, each room has a Mac at the podium that could be used as well. 

Main Conference at Commons Conference Center (CCC, September 26 & 27)

Both of the presentation rooms at the Commons Conference Center support multiple screen resolutions, depending on the computer that is connected, and the projectors in the Commons Conference Center can display a 16:9 slide aspect ratio. 

Each room has an available PC for presenters who prefer to bring their presentation on a USB drive, but presenters may connect their own laptops as well. If you plan to use your own laptop for your presentation and, in particular, a Mac, please be sure to bring appropriate dongles, as we cannot guarantee that the right one will be available (though a variety of adapters will be provided). The available ports for connecting your laptop include:

  • VGA
  • HDMI
  • Mini-Display port
  • USB-C
Streaming of Lil Tex presentations at CCC (September 26 & 27)

Note that we will be streaming presentations that are in the Lil Tex Auditorium at the Commons Conference Center. If you use your own laptop, we would like you to connect to the live stream URL to share your presentation online if possible. We are using Zoom; you may want to check the system requirements and join a test meeting to make sure you have the app installed.

Join the live stream from PC, Mac, or Linux:

4. Upload Your Final Slides

We request that presenters upload a PDF of their final slides to the Gateways 2018 proceedings portal by Friday, October 19. You are also welcome to upload other supplemental files. Here's how:

  • Go to and login to your account.
  • You'll see a list of your items. (If not, click the "My data" link or button that should be visible.)
  • Hover over your item and click the tiny pencil icon at the far right.
  • Drag your PDF presentation file into the box (with the dotted gray outline) designated for adding files. Note that this will add your extra PDF file, not overwrite the existing one.
  • There is no need to change other details of your item.
  • Click the checkbox near the bottom marked "Publish changes" and then click the green "Save changes" button.
  • Close the edit window or type "Esc."

Note: New item entries won't show in the figshare portal until the figshare people gather everything with the "Gateways 2018" tag.