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Information for Presenters

Important Information for Poster and Video Submission

Make sure your SfNIRS and fNIRS 2024 accounts match

In order to submit your poster along with a blitz video presentation, attendees MUST have an account on the SfNIRS website https://fnirs.org (membership is not mandatory) that matches the SAME email address they used for submitting their abstracts https://submissions.fnirs.org.

The SfNIRS website where record of memberships is kept and the conference’s abstract submission site are separate sites, and hence they do not share information. Accounts in each site are therefore not linked.

  • If you already have an account in the SfNIRS website, and the mail address matches that one in your submission account, then you are ready to continue.
  • If you already have an account in the SfNIRS website, but the mail address does not match the one in your submission account, then you are requested to either update your mail address in the SfNIRS account (strongly recommended so your membership permissions are kept under the same roof), or create a new account (beware! your memberships permissions won’t be transferred among accounts). See instructions below for how to update your email information.
  • If you do not yet have an account in the SfNIRS website, please start by creating your account as a member or just subscribe to the newsletter.

After your accounts are matched, log into the https://fnirs.org site using the SAME email address they used for submitting their abstracts to submit your poster and video.

Updating Email Information

If you need to update your email address or want to verify the current address, follow these simple steps:

  1. log into https://fnirs.org/login
  2. go to https://fnirs.org/login/my-account/ select Edit Profile
  3. scroll down and locate the Email field under Contact Info,
  4. and, update the information!

Co-authors can submit files too!

It is also possible that one of the Authors or Presenters already has an account at ww.fnirs.org as long as their accounts are matched as afore explained. They can also log in and submit the poster and the video presentation. If you need further assistance with the poster and video presentation submission, please contact virtual conference chair, Samuel Montero-Hernandez (s.montero[AT]bham.ac.uk) and provide 1) Abstract ID, 2) Title of the abstract, and 3) Leading author.

Oral presentations

In-person

  • All in-person presenters will be required to use the conference computer system to minimize setup time and, most important, to allow virtual attendees to see presentations via zoom, without relying on personal computers wi-fi connection.
  • You’ll need to submit your slides at least one day before your scheduled talk day. We will contact you soon via email with instructions on how to submit your slides.
  • The file name of your presentation should start with the session_abstract ID #s followed by the presenting author name as entered when you submitted the abstract: [Session]-[Abstract ID#]-[PresentingAuthor_last_name]-[PresentingAuthor_first_name].pdf example: OS1-06-Babbage-Charles.pdf
  • The filename will consist of four parts: [Session]-[Abstract-ID#]-[Author_last_name]-[Author_first_name].pdf (for example: OS1-06-Babbage-Charles.pdf) and using the following codes for the sessions:
    • OS1 – Neurodevelopment
    • OS2 – Hardware
    • OS3 – Cognitive I- General
    • OS4 – Analysis and Modelling
    • OS5 – Clinical
    • OS6 – Neuroethics
    • OS7 – Cognitive II – Methods and other topics
  • We strongly encourage bringing a copy of all the files including movies on a USB key.
  • Please prepare the slides either in power point .pptx or in portable document format .pdf
  • If you are including videos in your presentation, it is highly recommended you use a standard codec to avoid playback issues. Exporting the presentation using the Package for CD option from PowerPoint will ensure that all media files are copied into one location and file paths are adjusted inside the presentation.
  • At the conference before your presentation, we recommend you to check with the technical moderator assigned to the session to ensure the slides are displayed correctly by the conference computer.

And some final suggestions:

  • Widescreen or 16:9 layout is recommended.
  • Please ensure that your presentation sticks to the length that you have been allocated. Session chairs will be strictly ensuring that talks do not exceed the allotted time.

Virtual

Although the fNIRS 2024 Conference will not include Virtual Oral sessions, we strongly encourage In-person Oral presenters to create a short version (3 min or less) of their talk and upload it along with their slides using the Virtual Presentations website (https://fnirs.org/events/conferences/fnirs-2024/sfnirs-2024-poster-submission/) following the Virtual Poster presentation guidelines (see below). In this case, you’ll need to submit your short video at least one week before your scheduled talk day.

The uploaded talks will be available online during the conference days and can receive comments and/or questions from the virtual attendees.

Poster presentations

All posters, whether in-person or virtual can be complemented with a companion short video recording. Virtual posters will only be available in the Poster Blitz, whereas in-person posters will be available both, online and in situ.

Whether, in-person or virtual, the deadline for submitting your presentation is by September 2, 2024, AOE by using the following link https://fnirs.org/events/conferences/fnirs-2024/sfnirs-2024-poster-submission/.

In-person posters

  • Posters in Sessions 1, 2 and 3 will be presented in-person at the conference.
  • Poster boards are for vertical A0. Dimensions cannot exceed vertical A0 dimensions (841 x 1189 mm or 33.1 x 46.8 inches). You can, of course, opt to use landscape format if you wish to, as long as the width of your poster does not exceed 841mm (33.1 in) e.g. A1 horizontal.
  • Posters need to be mounted the morning of your session and removed by the end of the day.
  • Your poster location will be marked by the session and the assigned board #_# (example Fr-012). You can check your session and poster board in the conference program.
  • In-person posters must be printed in advance. We do NOT provide printing services.
  • In-person posters will ALSO be available during the virtual sessions, so you need to upload your poster file. The filename will consist of five parts: [Session]-[PosterBoard_ID#]-[Abstract-ID#]-[Author_last_name]-[Author_first_name].pdf For example, a poster accepted for the Friday session:
  • The Poster Board ID must have three digits and the assigned number will be published on the Conference website soon.

For additional information about in-person posters please contact itofficer[AT]fnirs.org, Augusto Bonilauri (augusto.bonilauri[AT]polimi.it), or Samuel Montero-Hernandez (s.montero[AT]bham.ac.uk).

Virtual Posters

  • Due to the webpage display format, the recommended virtual-only poster format is vertical with an aspect ratio of 9:16 (e.g., 1080×1920 pixels).
  • The poster must be submitted in PDF file format.
  • The file size cannot exceed 50 MB.
  • The filename will consist of four parts: [Session]-[Abstract-ID#]-[Author_last_name]-[Author_first_name].pdf For example, a poster accepted for Virtual presentation:
  • Virtual posters will not have a poster board and do not need to be printed and then no Poster Board ID will be assigned.

Companion Video recordings

  • The duration of the presentation must not exceed 3 minutes. This is a strict limit regardless of the size of your file, i.e. even if your file is smaller a video lasting 3m01s or more will not be allowed.
  • The file size cannot exceed 100 MB to facilitate smooth transmission and downloading. Moreover, the presentation should be optimized for easy sharing and viewing online.
  • The required video file format is MP4. Other common video file formats, such as AVI, will not be accepted.
  • The recommended software for recording your presentation is MS PowerPoint (see instructions below). Other software can be used to record your presentation, but they must follow the video recording requirements listed in this section.
  • The filename will consist of four parts: [Session]-[Abstract-ID#]-[Author_last_name]-[Author_first_name].pdf For example, Vi-138-Turing-Alan.pdf

Poster Blitz

The Poster Blitz will take place on September 9th 2024 (https://fnirs.org/events/conferences/fnirs-2024/fnirs2024-virtual-conference/) and content will remain accessible throughout the entire duration of the conference. The purpose of the Posters Blitz is to allow you to present a preview of your work to virtual conference attendees before the official start of the conference. These sessions require the submission of a Companion Video presentation (3 min. or less) that communicates the key points of your research quickly and effectively, hence walking the audience through your poster.

The Poster Blitz sessions shall include both virtual as well as in-person posters. The content from these sessions will remain accessible throughout the entire duration of the conference. Comments will be available for attendees to ask questions and to promote discussions with the authors.

Recording a video with MS PowerPoint

The recommended software for recording your presentation and generating the video to be uploaded is MS PowerPoint. A quick visual guide on how to use MS PowerPoint to record a presentation can be found here.

The suggested video quality for exporting your presentation is HD 720p. This option will guarantee to have a 3-minute presentation not exceeding 100 MB size limit while preserving an appropriate data quality for presentation. To save your video with HD 720p resolution, before exporting the video click on “Customize Export” and then select “HD (720p)”.

Using other software for video recording

Other software than MS PowerPoint, such as OBS, can be employed for recording the presentation. However, it is mandatory to follow the video recording requirements listed previously.
Zoom can also be used to record your presentation. Further information can be found here.

Additional notes and hints
  • Recording your presentation with a webcam turned on will increase the file size of the exported video. Using a webcam during video recording is optional.
  • Poster presentations should use ONE slide while talks can use up to 4 slides. Kindly consider that adding more than 3-to-4 slides to your presentation will increase the file size as well.
  • Keep your presentation concise and focus on key points to maximize impact within the short timeframe
  • It’s important to practice your presentation beforehand to ensure that you can effectively convey your message within the time limit.
  • Test your recording setup in advance to avoid technical issues during the presentation.
  • If you need further assistance with the guidelines for the video presentation, please contact Augusto Bonilauri (augusto.bonilauri[AT]polimi.it).