Presentation Guideline
Tokyo Big Sight 20-23 May 2023

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

Oral Session Instructions

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IAQVEC 2023 Presentation Guidelines

IAQVEC 2023

Oral Session Room Layout

Indoor Air Quality Ventilationand Energy Conservation

Presenter

ScreenSessionChair

AV Rack
Personal device
with Zoom connectivity

Host PC

Timekeeper

Conference
Volunteer

2

Q&A Mic

IAQVEC 2023 Presentation Guidelines

IAQVEC 2023

Oral Presentation Format

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Indoor Air Quality Ventilationand Energy Conservation

ScreenHost PC

Online Attendees

For on-site attendees

Projects presentation
to screen

View and ask
questions on Zoom

Presenter

Session Chair(In-person or Online)
Share presentation screen
from personal device

Manages session andreads questions from Zoom
IAQVEC 2023 Presentation Guidelines

Oral Presentation Format

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

Hybrid presentation format⚫ The oral presentations will be done in a hybrid format using Zoom.
⚫ Each session room will have a dedicated Zoom meeting room that can be accessed from theconference website.
⚫ Each presenter will share their presentation screen using Zoom’s “Screen Share” function

from their own device when it is time for them to present.
• Please note that we will not be collecting the presentations prior to the conference.
⚫ The host PC will project the shared presentation to the screen for the audience.

⚫ Online attendees may view the presentations from by entering the Zoom meeting room.

4IAQVEC 2023 Presentation Guidelines

Presentation TimeIAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation⚫ The presentation time for oral presentations will be 10 minutes with an additional 4 minutes

to answer questions from the participants. Be mindful of the allotted time for yourpresentation and be courteous to other presenters and the session chair.
⚫ The following warning bells will indicate how much time you have left.

• The first warning bell will ring 1 minute before you are out of time.
Please consider wrapping up your presentation and summarizing your results.
• The second warning bell will ring when your time is up.
• The final warning bell will ring when the Q&A session is over.

5IAQVEC 2023 Presentation Guidelines

Presentation Slide Format

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation⚫ The format of the presentation slide is up to the presenter’s discretion.

• All text and figures should be easily visible from a distance.
• Use visual aids such as graphs, charts, and images to help illustrate your points.
⚫ If a sample presentation and format is needed, please download from the following link :• https://iaqvec2023.org/presenter_information.html⚫ IAQVEC 2023 logo should be included on the title slide.

• Adobe Illustrator File (.ai): https://iaqvec2023.org/Logo.ai• Vector Graphic file (.svg): https://iaqvec2023.org/Logo.svg

6IAQVEC 2023 Presentation Guidelines

Before your presentation

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

Arriving at the session room
⚫ The presenters must arrive at the session room no later than 5 minutes before the session

start time. Please note that the presentation order may be subject to change. If a speaker islate, an extension or change of presentation time will not be permitted.

Setting up for your presentation⚫ Please bring your own personal device that can connect to the conference Zoom meetingroom unless prior arrangements have been made with the conference committee.
⚫ Connect to the conference Wi-fi network on your device. From the conference website, enter

the Zoom meeting room corresponding to the session and keep your mic muted.
⚫ Change your Zoom display name to include your submission number with your name[ex. C000001 John Smith]7

IAQVEC 2023 Presentation Guidelines

During the Presentation

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

Presenting⚫ When instructed by the session chair, bring your device to the podium and share yourpresentation screen on Zoom. Please keep your mic muted and use the provided mic.
• 【Online Presenters】: When instructed by the session chair, share your screen on Zoom andunmute your mic. It is highly recommended you turn on your camera during your presentation.
⚫ Once your presentation is over, engage in the Q&A session and answer any questions fromthe audience.
⚫ Be mindful of the allotted time for your presentation and be courteous to other presenters

and the session chair.

8IAQVEC 2023 Presentation Guidelines

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

Joining the Conference Zoom Meeting
The following slides contain instructions on how to join
the Conference Zoom Meeting after logging in to theconference website.

9IAQVEC 2023 Presentation Guidelines

Joining the Conference Zoom Meeting

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

Choose the day of your session from the Timetable

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IAQVEC 2023 Presentation Guidelines

Joining the Conference Zoom Meeting

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

Find your session and click the Zoom icon
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IAQVEC 2023 Presentation Guidelines

Joining the Conference Zoom Meeting

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

The Zoom link can also be accessed from the “Sessions” page

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IAQVEC 2023 Presentation Guidelines

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

Poster Session Instructions

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IAQVEC 2023 Presentation Guidelines

Poster Format

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation⚫ The poster size must be on an A0 (841mm x 1189mm) paper size or smaller inportrait orientation. Be sure all text and figures are easily visible from a distance.
⚫ IAQVEC 2023 logo should be included on the poster• Adobe Illustrator File (.ai): https://iaqvec2023.org/Logo.ai• Vector Graphic file (.svg): https://iaqvec2023.org/Logo.svg⚫ Add your contact information on poster if you would like attendees to contact you for

additional questions

14IAQVEC 2023 Presentation Guidelines

Poster File Upload

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation⚫ Please upload your poster to the following submission page using yoursubmission number (ex. C000001) and email address
https://confit-vas.atlas.jp/iaqvec2023/slides/login• Acceptable file formats: .jpg, .jpeg, .png
• Name your file to match your submission number (ex. C000001.png)

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IAQVEC 2023 Presentation Guidelines

Poster Session

IAQVEC 2023
Indoor Air Quality Ventilationand Energy Conservation

Poster Setup:⚫ Prior to the conference, please be sure to come with your poster printed.

Please note that we will not be printing posters for presenters.
⚫ On the day of your poster presentation, lookup your submission number on the program tofind your room and place your poster at the designated location by 9:00 AM.

Poster Session⚫ During the poster session, be prepared to answer questions about your research andprovide further explanation of your poster.
⚫ For online poster presenters, attendees can access your poster from our conference page

may ask you questions from the contact information on your poster.

16IAQVEC 2023 Presentation Guidelines

IAQVEC 2023
Visit IAQVEC2023.org/ for more information
Email us at iaqvec2023@gmail.com for any questions