Presenting a tutorial, paper, demo, or panel? Here's what to do.

  1. Submit your final paper(s) by Monday, September 9.
  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 25.

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 OSF, where they will be displayed as part of the Gateways 2019 Proceedings. Slides can also be added to your entry after the conference. (You have an entire month to add the slides!) Demos and Tutorials have the option of uploading if they wish; we encourage you to do so!

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 2019, San Diego, CA, USA, September 23–25, 2019.

  • Save your file as a PDF, including the name of the lead author(s) and “Gateways 2019” 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 9 deadline

  • Go to and click "Add your poster or talk."

  • Follow OSF's instructions for uploading your paper. If you need to revise your upload, you can update it by accessing your OSF account. When you upload your file, you should receive an email about claiming your account and creating a password on the OSF system. The subject line may be something like "Project created on OSF" sent by You can use that accunt to update the file and add slides later.

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 "Presenter." If more than one author will present, all presenters can indicate their participation when registering for the conference. We just want to make sure that one person is registered, and this lets us know who to contact if nobody registers.

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; a timekeeper will notify you when you have a few minutes left.

  • 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.

Wi-fi will be available at the conference venue, but we recommend that if you are relying on an internet connection for demos or slide access, please also have a downloaded backup or screen shots in case of technical problems. As you know, Murphy's Law says that if anything can go wrong, it will!

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. All projectors at the Catamaran will be HD resolution (1920x1080p).

Setup of Conference Rooms

Tutorials (September 23)

We are assuming that for tutorials, presenters would prefer to use their own laptops, given the demonstrations and custom setups required. All projectors will be HD resolution (1920x1080p) with an HDMI connector.

Main Conference (September 24 & 25)

Each room will have a PC available 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 (the projectors use a HDMI connector). All projectors will be HD resolution (1920x1080p).

4. Upload Your Final Slides

We request that presenters upload a PDF of their final slides to the Gateways 2019 proceedings portal by Friday, October 25. Of course you are welcome to upload these sooner than October, but we allow you a month, in case you need it. You are also welcome to upload other supplemental files such as handouts. When you upload your initial file, you'll create an OSF account with a password, and through that account you can add or edit files. If you did not claim that account when you did your first upload, look for an email with a subject line something like "Project created on OSF" sent by