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

  1. Let us know who will present.
  2. Submit your final version(s) by Friday, October 2.
  3. Check our guidelines for presenting.
  4. Upload a PDF of your final slides no later than Friday, November 6.

Did we forget something? 

Please email us at, and we'll happily clarify for you and update this page!

Presenting at a Concurrent Session?

Jump to the information for how that works!

Presenting a poster?

Details are posted on the Poster Showcase page.

1. Let Us Know Who Will Present at the Conference

Presenters of papers and demos: At least one author from each paper has already let us know who is presenting in a Google Form that we sent earlier in the summer.

If you have a change of presenters, email us at If a co-author does not plan to present but would like to be part of the live Q&A portion of the session, that person is welcome to attend.

It is requested that at least one author of each accepted submission attend the conference and register by Friday, September 18, 2020.

2. Submit Your Final Version(s)

By Friday, October 2, accepted papers must be uploaded to OSF Meetings, where they will be displayed as part of the Gateways 2020 Proceedings. Slides can also be added to your entry after the conference. (You have two weeks to add the slides.) Note that accepted Short Papers will also be invited to submit an extended version of the paper to a special issue on science gateways, Details about the special issue will be sent directly by the special issue editor(s) after the conference.

Demos, tutorials, and workshops 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 address 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 2020, Online, USA, October 12–23, 2020.

  • Save your file as a PDF, including the name of the lead author(s) and “Gateways 2020” 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 — Friday, October 2 deadline

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

  • Follow OSF's instructions for uploading your document. 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 account to update the file and add slides later.

3. Check Our Guidelines for Presenting

There's a lot in this section, so here are some quick links:

Setup of Conference (Overview)

Main Conference Track (October 19–23)

The conference will begin each day at 1:00pm Eastern/10:00am Pacific. Read a complete overview of the schedule in the Program section.

Concurrent Session format

Concurrent sessions are scheduled in sets of three themed short papers and/or demos. The schedule lists the order and starting time for each presentation, as well as an overview placeholder demarcating the length of the entire session. Presentations start every fifteen minutes, so we ask presenters to keep their presentation time to no longer than 10–12 minutes. Brief or clarification questions are welcome while the next presenter sets up, and the final 15 minutes of the hour is open for a Q&A and discussion in which all presenters and participants may engage.

Each session will have a Session Chair to introduce each presentation and field questions and a Technical Host to manage any technical issues and stream pre-recorded video. More details about how you should prepare for your session are provided below.

Useful Information for All Online Presenters

Please visit the “Welcome/Help Desk” at least 30 minutes before you attend the conference for the first time. The “Welcome//Help Desk” is conveniently open one hour before the conference sessions start each day (October 12-16 and October 19-23) and throughout that day’s program, and we’ll have a pre-conference social hour to welcome and orient you on Friday, October 9, if you’d like to get started early. This first visit will allow you to verify your connection, ask questions, and test any unfamiliar technology. 

The conference will be hosted in QiqoChat, which provides a unique meeting space for each session, with a Zoom meeting associated with each space. As long as you are familiar with presenting in Zoom, you should have no difficulties, but attending the welcome sessions will make sure you have no questions.

Best Practices for Any Online Presentation

Whether your presentation is live or pre-recorded, we recommend you consider the following while preparing for your presentation.

  • Find a quiet space. Remove audio distractions like cell phones (including vibration alerts) and notifications for email or text messages on your computer. We realize that you may be presenting from home, but try to find a spot without background noise from other people, radios, cooking, etc. 

  • Avoid wearing a busy pattern (especially stripes) as they can cause distracting visual effects. Solid, medium-toned colors are the safest. 

  • Give us a good view. Center your webcam so that you are looking at the camera straight on and not up or down at the camera. A virtual background can be used if your device and bandwidth support it, but make sure that your clothing (black or white) or lighting doesn’t make parts of you disappear into the background. Moving virtual backgrounds are distracting to viewers.

  • Pay attention to lighting. Make sure your lighting is in front of or over you and NOT behind. Backlighting can make your face dark or silhouetted. A lamp behind your camera can make all the difference.

  • Check sound. Make sure your microphone is close enough that you can be heard clearly. If possible, use a microphone or headset, not your computer’s built-in microphone. You can test sound in Zoom by clicking the menu arrow next to the Mute button (microphone icon) and selecting “Test Speaker & Microphone...”

  • Don’t get too worked up. Glitches and distractions happen. Don’t worry if someone walks through the room, your cat or dog (or child) visits, or if your background isn’t beautiful.

Slide format guidelines

Because you will be sharing your screen, any slide size is acceptable. Note that Zoom recordings will display the active speaker thumbnail in the top-right corner. Make sure your slides do not contain important content in this corner, and/or use a 16:9 (widescreen) aspect ratio to give you more room for your slide content.

We encourage presenters to consider basic accessibility considerations for their slides such as using plain fonts with good contrast and speaking clearly and slowly. Small charts/graphs are not easy to view in an online presentation format. 

See these guidelines for accessibility and inclusion from the Association of University Centers on Disabilities.

Getting Ready for Concurrent Sessions

This section outlines how to prepare for live or pre-recorded presentations as well as how to show up and what to expect on the day of your presentation.


Your presentation time and details of the other presentations during the same concurrent session are available in the Schedule. Each one-hour concurrent session includes three paper or demo presentations plus 15 minutes at the end for general discussion of all three papers. You should plan to arrive at your session 20-30 minutes before the start time for a pre-session tech check.

You have the option of presenting live or pre-recording your presentation ahead of the conference. You have indicated your preference in a survey sent in July, and you should have received a follow-up email directing you to this page of information.

How to Prepare your Presentation

If you jumped straight to this section, note the best practices for any online presentation, including slide format guidelines, above.

Live Presentations

Please prepare for the following:

  • Presentations must be 12 minutes or less in length to allow for 3-5 minutes of Q&A after. Practice your presentation before your presentation to be sure you are well within your allotted time. 

  • Test your Internet connection before the conference. Invite colleagues or friends and practice your presentation with them to test the length of your talk. Through this test, you can also check if you have adequate bandwidth for your live presentation.

  • If you are concerned about the stability or bandwidth of your internet connection, we recommend you pre-record your presentation; see below for more information.

Pre-recorded Presentations

Here are some requirements and tips:

  • Presentations must be 12 minutes or less in length to allow for 3-5 minutes of Q&A after.

  • You can record using your software of choice. We encourage you to choose a format that shows both you and your video. We have prepared a list of links to instructions for recording a meeting or presentation on common platforms.

  • When possible, record in HD. Most apps that allow for recording your presentation have a setting for recording in HD up to 720P. DO NOT use UHD or 4K.

  • You will need to submit an “mp4” format video file.

  • When you are done recording, please name your video file using this format: Your_Name_concurrent session ID.mp4 (e.g., Jane_Goodall_A3.mp4), . Your concurrent session ID will be something like A1 or C3. Find that ID easily in this list of concurrent sessions

  • Presentations must be submitted by Monday, October 12 through Dropbox. When you are ready to upload the recording, go here: If you have difficulties or delays, please let us know, and we may be able to give you extra time. 

  • Your video will be streamed by the session’s Technical Host. You should be present to participate in Q&A.

If you have any additional questions or need assistance with recording your session, you are welcome to contact us at

How to Show up for Your Presentation and What to Expect

Your presentation time and details of the other presentations during the same concurrent session are available in the Schedule. Each one-hour concurrent session includes three paper or demo presentations plus 15 minutes at the end for general discussion of all three papers. At least one author from each paper or demo is expected to attend both the pre-session tech check time and the session itself. On the day of your presentation, you’ll find your Concurrent Session “room” (Concurrent A, Concurrent B, etc.) in the left sidebar of the QiqoChat event space for that day (e.g. "Monday Conference Sessions" listed at

Presenters should join their QiqoChat “room” and Zoom meeting (linked from the QiqoChat event space) about 20 or 30 minutes before their session of 3 presentations is scheduled to begin (scheduled at either 2:30pm or 3:50pm ET) to verify that connections and screen sharing are functional. This applies to both live and pre-recorded presentations so that Q&A follows smoothly.

Note that in some cases, the same Zoom meeting account is used for both the plenary and a concurrent session, so do not join earlier than 30 minutes ahead, as you may find yourself in the plenary session.

Let the Session Chair and Technical Host know that you are a presenter. Their names are listed on the "Shared Notes" document for your session. They will make you a co-host. During this pre-session (20 minutes before the session starts), people who are presenting live will test their connections (e.g. webcam, microphone, and screen sharing). Note that your presentation (whether live or pre-recorded) will be recorded for archiving to YouTube. The Technical Host will stream pre-recorded presentations.

During the session, the Session Chair is expected to briefly introduce each presenter, and the Technical Host will play any pre-recorded video. After their presentation, presenters should be ready to answer questions that will be moderated by the Session Chair. If your presentation is kept to 10-12 minutes, you should have 3-5 minutes for Q&A, moderated by the Session Chair. Session Chairs will notify verbally you at 11 minutes, and at 15 minutes, the next presenter will be introduced.

Zoom's Chat allows participants to submit written questions, communicate with the Session Chair and Technical Host, and connect with other participants. Time permitting, participants can virtually raise their hands to pose questions or make comments audibly. The Session Chair will manage this process and "feed" you questions from Chat so that you can focus on your presentation. Chat addressed to everyone may be included as part of the video recording.

After all three presentations, the final 15 minutes is open to a general Q&A and deeper discussion about the common themes issues raised by all the presentations. This will be moderated by your Session Chair and will also be recorded.

To sum up:

  1. Your session includes 3 presentations plus discussion. Please arrive at least 20 minutes before the start so that you can do a tech check with the Technical Host.
  2. Find and attend your session as follows: 
    1. Go to
    2. Click on the schedule link for that day (e.g., Monday Conference Sessions), then click the orange "Join Now."
    3. Locate your concurrent session in the left sidebar buttons (e.g., Concurrent A) and click it.
    4. Click the orange "Join Zoom for Concurrent __" at the top left to join the Zoom meeting associated with your concurrent session.
  3. In the QiqoChat room, the "Shared Notes" Google Doc lists your Technical Host and Session Chair, who will  run the session and provide support, including streaming pre-recorded presentations. Introduce yourself to them.
  4. Presentations will happen in the same order as the Schedule. Be sure to present for no longer than 12 minutes to allow for questions.
  5. General discussion follows for the final 15 minutes.

General Recommendations for This Audience

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?

4. Upload Your Final Slides

To make sure that all slides and videos are posted not too long after the conference ends, we request that presenters upload a PDF of their final slides to the Gateways 2020 proceedings portal by Friday, November 6. Of course you are welcome to upload these sooner, but we request that you upload them no later than two weeks after the conference ends.

When you uploaded your final version of your submission, you created 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 You are also welcome to upload other supplemental files such as handouts.