EVTeC 2021 Presentation Guidelines(in red: updated on April 30, 2021)

Introduction
Given the current situation as pertains to COVID-19, where we have yet to foresee theresolution of the pandemic, EVTeC 2021 will at the very least be held online. If
circumstances permit, a hybrid event will be held with both in-person and online
options. The Pacifico Yokohama will serve as the on-site venue as planned, with Zoom
meeting participation also available.
Due to COVID-19 developments, the Japanese government declared a state ofemergency for a pandemic in the greater Tokyo area on April 25th, and the on-site
conference was canceled, unfortunately. As a result, EVTeC2021 moved from hybrid tofull online conference.
The EVTeC 2021 Executive Committee has decided to have all presentations prerecorded in order to ensure that registered attendees will be able to view all of thepresentations, a decision that has been made in light of potential hardware and/ornetwork connection issues. For this reason, we ask all of our presenters to submit videos
files of their presentations.
The objective of EVTeC 2021 is to provide a productive opportunity for researchers andtechnical personnel working in the field of electromobility to interact and shareinformation.
1. Presentation Requirements
Regardless of whether they will be presenting in person or online, Presenters are
required to: Attend Zoom meetings corresponding to their presentation session
 Pre-record videos of their presentations (presentations will not be live) Submit their presentation video by the deadline; May 10
 Attend live question-and-answer sessions/discussions as their talk is presented
 Make presentation videos available to EVTeC 2021 registered attendees during
the period noted in (5) below.
Presenters who do not follow the requirements above may withdraw their presentation
prior to the deadline for final manuscript submission (March 24, 2021).
2. How to Attend / Recommended Remote Environment
Two options will be available for attendance: in person and remote. Presenters are asked
to select their mode of attendance (onsite or online) by March 24th, 2021, on thepresenter Web page.
Information on hardware requirements for Zoom connection will also be provided by
mid-March.

3. Session Implementation
Sessions will be made available for viewing in accordance with the timetable to bereleased at a later date.
Presentations will be made via pre-recorded video instead of live. Presentation videos
will be played/shared by session staff. Zoom session attendees will all watch the session
simultaneously, and pre-recorded presentations will be followed by live question-andanswer sessions/discussions.
4. Video File Requirements and Making Guidelines/How to Submit Files
Presenters will be provided with the following information by mid-March: required file
type, recommended resolution, recommended data size, video-making guidelines,submission guidelines, and submission deadlines. The data upload/streaming platform
will be a third-party system called “InfoVaya.” Information on how to access InfoVaya
will also be provided to presenters by mid-March.
5. Video Presentation Availability Period
May 21st–June 21st, 2021
Presenters may choose to remove their video files from view as of May 28th.
After the availability period, EVTeC 2021 organizers take responsibility for disposingof remaining video data.
6. Data File Protection
Video files uploaded to InfoVaya cannot be downloaded. In accordance with the rulesof participation, no copying whatsoever is permitted.
7. Disclaimers
EVTeC 2021 organizers are exempt from responsibility for any damages incurred as aresult of the following.
There is the possibility that network and/or hardware issues may disrupt thepresentation timetable, which could potentially result in the suspension of the live
question-and-answer sessions/discussions.
Despite technical measures to prevent copying, there remains the possibility that copiesof videos could be made illicitly, for example using a video camera to record video
playing on a PC. Though EVTeC 2021 rules prohibit such actions, they cannot bestopped by technology.