Participating in-person at ICAIS 2024 maximizes the conference attendee’s experience through:
- direct interaction with speakers, poster presenters, and exhibitors;
- networking with others in formal and informal settings;
- participation in social events, pre-conference and post-conference tours; and
- experiencing all that Halifax has to offer as a culturally diverse city.
The ICAIS 2024 organizers recognize that for many people the option to travel to participate in-person is not an option due to economics, employment restrictions, and many other reasons and have provided the option of virtual participation in a limited capacity.
ICAIS 2024 will not be a hybrid event as it was in 2022, with all presentations live-streamed in real-time as well as being available online for viewing when convenient to participants in different time zones around the world. This means that although we will be offering knowledge sharing opportunities for people joining virtually, there will be several aspects of the conference only available to in-person attendees.
The attendee guidelines below are also available in a PDF.
PLENARY SESSION PRESENTATIONS
- All plenary session speaker presentations will be recorded and live-streamed in real-time (Atlantic time), according to the published schedule in Fourwaves.
- There will be a question and answer period following each plenary presentation.
- The session moderator will accept in-person and virtual questions after the presentation.
- Virtual participants will be able to participate in the live Q&A session by typing their questions into Fourwaves,
- In-person and virtual participants will be able to ask questions of plenary speakers through the feature in Fourwaves. See below “How to submit questions to presenters”.
- Recorded plenary session presentations will be available online within one hour of each session concluding (Atlantic time) according to the published schedule in Fourwaves.
- The recorded presentations will be available for viewing online until November 1, 2024.
CONCURRENT SESSION PRESENTATIONS
- All speakers in concurrent sessions (in-person and virtual) are required to provide a pre-recorded version of their presentation.
- There are three to five concurrent sessions each day, so there may be several presentations of interest to in-person participants that are scheduled at the same time in different sessions. This approach provides the opportunity for all conference participants to view recorded presentations at their convenience, until November 1, 2024.
- For virtual and in-person participants, the recordings of all presentations will be available on Fourwaves within one hour of each session concluding (Atlantic time), according to the published schedule in Fourwaves.
- It is up to each speaker to submit the recording as they choose and could be:
- a video (MP4) of the slides with just the speaker’s voice over, with captioning, or
- a video of the person presenting their slides, with captioning using Google Meet, Microsoft Teams, Zoom meeting, Vimeo.
Virtual Presentations
- The recordings submitted by virtual presenters will be played for in-person participants, during the sessions in real-time (Atlantic time) according to the published schedule in Fourwaves.
- There will be no real-time question and answer period with virtual presenters. Instead, anyone who wishes to ask them questions can do so:
- through the function in Fourwaves. See below “How to submit questions to presenters”, or
- by contacting the virtual presenter by email.
- The online recordings will remain available for viewing until November 1, 2024.
In-person Presentations
- In-person speakers will present, and take questions from the on-site audience, according to the published schedule in Fourwaves.
POSTER PRESENTATIONS
- ICAIS 2024 is switching from using traditional poster boards with static materials to digital format that will display on touchscreen monitor kiosks.
- This approach reduces environmental impacts by:
- eliminating the need for printed materials (paper, ink, lamination).
- reducing waste as posters are often disposed of post-conference.
- the digital approach allows more flexibility for how the content is presented.
- Poster presenters can submit their materials in a format they choose and could be:
- PowerPoint slides only with transition timing pre-set.
- a video (MP4) of slides with the presenter’s voice over, with captioning.
- a video of the person presenting their slides, with captioning using Google Meet, Microsoft Teams, Zoom meeting, Vimeo.
- multi-media presentation with captioning.
- a static image as a PDF file.
In-person Poster Presentations
- This is a photo of the touch screen monitor taken during the poster session for a different conference.
- The poster session is on Monday, May 13 from 17:30-19:30 (Atlantic time) in room C5 at the Halifax Convention Centre.
- There will be five poster kiosks distributed around the room and each will be labelled with a kiosk number.
- Each kiosk will have 8-10 posters pre-loaded into the units.
- Poster presentations will be scheduled at specific times during the poster session and there will be two presentation times for each poster during the poster session.
- In-person poster presentations are scheduled for 7 minutes:
- five minutes for the presentation, and
- two minutes for questions and answers.
- In-person poster presenters may arrange additional times to be at their assigned kiosk to discuss their poster with attendees who reach out to them through the chat function in Fourwaves.
- All poster presentations will remain on the kiosks until end of day Wednesday, May 15, so that people can browse through them during networking breaks, lunches or other times when they aren’t attending sessions.
Virtual Poster Presentations
- For virtual presenters, the pre-recorded presentation will be played in real-time during the poster session (Atlantic time), according to the published schedule in Fourwaves.
- Virtual poster presentations are allocated 7 minutes.
- There will be no real-time question and answer period with virtual presenters. Instead, anyone who wishes to ask them questions can do so:
- through the function in Fourwaves. See pages 4-6 “How to submit questions to presenters”, or
- by contacting the virtual presenter by email.
HOW TO SUBMIT QUESTIONS TO PRESENTERS THROUGH FOURWAVES
- Log in to Fourwaves using the link provided in the confirmation of your registration. If you cannot find the link, contact icais@invasivespeciescentre.ca
- At the top of the screen, click on the “ICAIS 2024 Schedule” link. Navigate to the session in which the speaker is presenting.
- Click on the numbered link in the session to see the presentations and speakers.
- Click on the “message” icon in the bottom right corner.
- Where it indicates “Ask a question”, input the text of your question and a “Submit” prompt will appear. Click “Submit”.
CONTACT
Should you have any questions or require clarification of any details, send an email to icais@invasivespeciescentre.ca.