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Remote Participation

This Guide should help tutorial presenters prepare their tutorials and submit required tutorial materials. It is a supplement to the Tutorial Presenters Financial Policy Document, which describes the specific SC and tutorial presenters’ agreements and commitments. If you have additional questions that are not answered in this Guide or the Financial Policy, please contact the appropriate team.

Deadlines & Forms

Preparation Instructions

Travel Instructions

Help


Deadlines & Forms

Materials Deadlines

All deadlines are final. All materials (excluding W8 and W9 forms) must be submitted via the SC submissions website.

August 20, 2021: Program Materials

The Lead Presenter (LP) must confirm the tutorial’s final title, abstract, presenter information, infrastructure needs, etc. During this stage, the LP also confirms whether the tutorial presenters will provide a promotional video.

August 27, 2021: Honorarium, Support, Promotional Video, & Presenter Designation

The LP must finalize the tutorial’s presenter information, specifying honorarium distributions; individual travel expectations; travel support requests; how individual payments are to be received; individual SC Video Consent & Release forms; and in-person or online tutorial presentation designation (based on overall presenter travel). During this stage the LP must also provide a URL to any promotional videos.

Please Note: SC and ACM policy requires submission of the appropriate IRS Form W9 for U.S. participants, or the corresponding IRS Form W8 for non-resident aliens to SC Accounting by September 17, 2021.

September 17, 2021: Instructional Video

The LP must upload the tutorial’s pre-recorded video content. This content is mandatory for all online tutorials and optional for in-person tutorials.

October 29, 2021: Handouts

The LP must upload all tutorial handouts and materials. This content is mandatory for all tutorials and will be made available for electronic download. Failure to complete this step by the deadline may result in your tutorial (and any associated compensations) being withdrawn.

Forms

Preparation Instructions

Presentation Modes

Tutorials are expected to be delivered in-person at SC, with presenters and assistants in attendance in St. Louis. However, we understand that conference travel may not be possible for all presenters (and attendees). Therefore, SC also will support online tutorials using the SC21 HUBB remote participation infrastructure. All tutorials have a fixed full- or half-day time scheduled on Sunday, November 14, 2021 or Monday, November 15, 2021 for interactive presenter/attendee engagement in-person or online, depending on the tutorial type.

In-Person Tutorials

For in-person tutorials, a majority of the presenters must be in-person. While not a hard and fast rule, we expect at least three in-person presenters for full-day tutorials and two in-person presenters for half-day tutorials. In-person tutorials can accommodate online (aka remote) presenters. In-person tutorials will not be live-streamed and will not accommodate online attendees.

A tutorial is either in-person or online: there are no hybrid (in-person/online) tutorials. However, one or two of an in-person tutorial’s presenters tutorial may present from a remote location into the physical conference room. The majority of the presenters must be physically present, and there must be sufficient in-person presenters and assistants to support in-person attendees as needed. Also, the remote presentation logistics must be arranged and managed by the tutorial organizers.

While not required, we encourage organizers of in-person tutorials to consider pre-recorded, on-demand videos for presentation and lecture components. This facilitates self-paced learning experiences, and the video artifacts can be accessible to a broader audience for whom in-person attendance is prohibitive. In this self-paced, “lab-style” mode, the in-person presenters and assistants still would be accessible to the attendees for the entire tutorial session for live, hands-on interaction and help. (This modality does not preclude having some live, whole-group sessions, e.g. for Q&A.)

Online Tutorials

For online tutorials, all presenters and attendees engage remotely via the SC21 HUBB. Tutorials without enough expected in-person presenters will be relegated to present online. Pre-recorded instructional videos must be provided for online tutorials. This will reduce the chances for technical or logistical issues during tutorial sessions. Additionally, the SC21 HUBB provides an interactive experience that supports fully online presenters and attendees, presenter/attendee interaction, and integration of other remote collaboration technologies, including Slido and Zoom.

For more details about the SC21 HUBB, see: Remote Participation FAQ

Designating a Presentation Mode

By August 27, 2021 tutorial co-presenters will choose a presentation mode based on the team’s willingness and ability to commit to travel to St. Louis in November. We understand that travel planning entails significant uncertainty at this time. If you designate an in-person tutorial and later circumstances preclude your team from fulfilling that commitment, you must notify the Tutorials Chairs as soon as you know of those circumstances. We will then work with you to ensure the successful presentation of your tutorial despite them.

Tutorial Videos

Your tutorial videos must adhere to the following requirements:

  • Video format: .mp4
  • Resolution: 720p or 1080p, preferably 1080p
  • Bitrate: between 4-8mbps
  • Audio bitrate: between 160-256kbps
  • Video file size: 1.5GB or less

Handouts

Handout materials should stand alone as much as possible, so that they are understandable without having to hearing your verbal explanations. It is particularly helpful if your materials include a bibliography of useful books, papers, and websites that supplement the material in your slides. If possible, provide an index of your slides at the end the can be uses as true reference material.

All handouts much conform to the following requirements:

  • Presentation file format: Only PDF files are accepted – place one slide per page.
  • Fonts: Use only common, non-proprietary fonts of at least 18-point size for the major points in the slides as special fonts may not be available on other computers, or may not translate well to PDF.
  • Charts and graphics: Make charts and graphics as large and readable as possible, with a clear explanation of results, paying close attention to legends and labels to make sure they are actually readable both on a presentation screen and on attendees’ computers.
  • File size: Keep your PDF file(s) to a reasonable size to facilitate electronic downloads – in particular, watch the size of illustrations.
  • Other materials: You may submit a small amount of material in addition to your presentation slides, with the following conditions:
    • A non-binary format, e.g. PDF, ASCII TEXT, is required.
    • File(s) are labeled clearly and meaningfully.
    • You have permission to use and to distribute the data or materials.
    • The SC Video Consent & Release form also covers this material.
    • Reasonable file size restrictions may be imposed.
  • Submit a single package: You must package multiple files into a single tar, zip, or gzip file. If you provide only one file containing your slides, it may be uploaded as a PDF.

Breaks & Meals

On Sunday, November 14, 2021 and Monday, November 15, 2021 the following catered events will be provided for tutorial participants:

  • 7–8:30 am: Breakfast (for presenters only)
  • 10–10:30 am: Morning break (for presenters, assistants, and attendees)
  • Noon–1:30 pm: Lunch (for presenters, assistants, and attendees)
    • Please Note: Afternoon half-day tutorials start at 1 pm and full-day tutorials resume at 1 pm unless otherwise noted by the tutorial presenters.
  • 3–3:30 pm: Afternoon break (for presenters, assistants, and attendees)

Travel Instructions

This information is for in-person presenters requesting travel reimbursement from SC.

Reimbursement Eligibility

For in-person presenters, SC may provide reimbursement for transportation for as many as four tutorial presenters for a full-day tutorial and for as many as two tutorial presenters for a half-day tutorial. This eligibility is explicitly limited to presenters and is not available to assistants.

SC will reimburse the associated travel costs for airfare or the use of a personal vehicle up to $600 USD per presenter for travel originating within North America, and $1,000 USD for travel originating outside North America.

Travelers are expected to seek the lowest cost airfare for reasonable trip times and itineraries. If the traveler elects to drive a personal vehicle to the Conference, the SC conference may reimburse the lesser of actual mileage at $0.545/mile or coach airfare. In this circumstance, the approval of the Tutorials Chair must be obtained at least 21 days prior to travel. This method of travel requires the tutorial presenter to file a request for reimbursement that includes total mileage.

Airline Ticketing Process

Air tickets must be obtained at least 21 days prior to travel using Travel Leaders, the SC-contracted travel service. This service and timeline must be used unless a special exception has been arranged in advance with the Finance Chair. The Finance Chair will provide Travel Leaders with the traveler’s name and contact information, the SC account to be charged, and the person who will authorize the ticket. First-time Travel Leaders users should complete an online profile form. To obtain a ticket, the traveler submits desired dates and times of travel using one of these options:

Travel Leaders will provide choices to the traveler, verify the approval, purchase the e‐ticket, and send to the traveler. All tickets are non‐changeable and non‐refundable, so it is advised to be sure of plans prior to making a reservation. If a ticket is not used, the traveler must reimburse the conference for the cost of the ticket.

One day PRIOR to travel, the traveler should visit the airline website to confirm their flight and obtain a boarding pass. If an emergency arises during travel and/or assistance is needed for re-routing, the traveler may contact Travel Leaders (available 24 hours). If it is after normal business hours, please call the daytime numbers (240-387-4200 or 800-701-5195) and follow the prompt to connect to the after-hours agent.

Note that there is a $25 charge per after hours call, so please call only in an emergency.

Help

Tutorial Presenter FAQ

*Updated September 9, 2021

How final was the deadline for designating tutorial presentation mode?*

We designated the default presentation modality as “in-person”, expecting presenters to designate travel expectations in good faith with maximum optimism. However, we are prepared to be as flexible and accommodating to changes in travel plans as possible — if necessary and as possible we will support previously-designated in-person tutorials that have to go online.

Who qualifies for SC travel reimbursement?

As specified in the Tutorials Finance Policy, only presenters for in-person tutorials (i.e. not assistants) qualify for travel reimbursement. If a previously designated in-person tutorial is relegated to online, presenters of that tutorial no longer qualify for travel reimbursement.

What if my previously designated in-person tutorial has to move online (or vice versa) due to changes in travel allowances?

We will handle these exceptional scenarios on a case-by-case basis primarily considering timeliness, resource constraints, and other residual impacts.

Can we do an entirely live/real-time online tutorial?*

We appreciate that technically and logistically it may be possible to deliver an online tutorial completely in real-time via zoom. SC21 has decided that except as an unavoidable fallback, e.g., due to last minute travel plan changes, online tutorials will require pre-recorded videos for lecture and presentation components.

Are we able to update our videos after the Stage 4 submission deadline?*

All mandatory pre-recorded videos for online tutorials (and optional ones for in-person tutorials) must be uploaded by the Stage 4 deadline. As time and resources allow, we may be able to update video files beyond this deadline, but such updates are not guaranteed.

What will the SC21 HUBB remote participation platform be like?*

Your tutorial session will become a Hubb event webpage. Your tutorial Hubb event page will have the schedule of your tutorial events, with accompanying links to appropriate pre-recorded videos, slides or other materials. Embedded in your event page will also be a sli.do widget for text-based Q&A, polls, etc. and a link to the tutorial’s zoom session.

The tutorial’s lecture and presentation components are pre-recorded, and you will use zoom for your interactive components, including live discussions, breakout rooms, presenter or user screen sharing, etc. As presenters, you will prompt attendees as to where they are expected to be in the session, e.g. watching a particular video, doing a hands-on activity, engaging an interactive zoom session, etc.

What are some tips for how a full-day online tutorial can keep remote attendees engaged for the entire session?*

We hope and expect that organizers will organize online tutorials to simulate the in-person experience as much as sensible. Just as the in-person experience would not be a full day of uninterrupted presentations, we do not expect the online experience simply to be eight hours of pre-recorded videos. We expect that organizers will integrate interactive sessions, for components live Q&A , demos, hands-on activities, etc.

How flexible is the tutorial session’s “event schedule”?*

Since the pre-recorded video components allow for self-paced learning experiences, the event schedule provides a pace expectation, intermediate synchronization points and specified start times for interactive components. Consider adding a buffer for viewing pre-recorded videos (e.g. a 60 minute event for a 45-50 minute video).

I have a series of short “follow-along exercises”, e.g. a sequence of five short lecture/exercise. Do you recommend one long video followed by one long hands-on session or a series of short video/exercise sessions?*

For something like this, we recommend one on-demand session long enough for the video and hands-on exercises, e.g. a 50 minute event with a 25 minute video broken up into explicit parts: view part 1, do part 1 exercise, view part 2, do part 2 exercise … As users watch the videos and completing the exercises, the live zoom session could be used for group or one-on-one engagements as constructive.

We may not be able to sign the Video Consent and Release Form we are required to sign. What should we do?*

Each tutorial presenter must sign and submit the ACM’s Video Consent and Release Form. If you or your company has any issue with this requirement, please contact ACM Permissions.

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