Virtual Conference Guideline – Docomomo 2020

Virtual Conference Guideline

Basic session structure（1 session =100 min. ）

10 minutes before the Session: The host will start the designated meeting.
The session chair, authors, and co-authors will join the meeting 2 minutes before the session: the host will start the recording.
Beginning of the session: A session chair introduces the session and the authors (5 min. Pre-）

The pre-recorded video presentation will be broadcasted by the host/secretariat.

15 min. per presentation x 4 = 60 minutes followed by live Q&A and discussions of 35 min.

Authors need to record their 15 minutes presentation and submit it to the conference secretariat by June 15, 2021. These videos are played in an appropriate session during the conference. Instructions on how authors can submit their video files are specified below. During the actual presentation time on August 30, 31, and September 1, 2021, authors need to be available online to answer Q&A from conference viewers moderated by the respective session chairs.

Please observe the following guidelines when preparing video files of your papers.

Duration of video files

The presentation time is 15 min. We expect you to make your video longer than 14 min. and no longer than 15 min.

Do not send multiple short-time videos per paper. Even if the total video duration is 15 min, we only accept 1 continuous movie clip per paper. Pre-edited 1 video is acceptable. An author and co-author(s) must make the video together.

The first author must take responsibility for submitting the video on time in the right manner.

File Format

MPEG-4 (.mp4) file (use the normal H.264 video and AAC audio codecs)

Video Size: Minimum size requirement HD (1,280px w ×720px h) Audio Quality: please double-check your files before submitting them to make sure the audio is clear and audible.

Instructions for video recording

Videos should contain a prominent view of the presentation slides such as PowerPoint or Keynote, or Google Slides, along with audio of the spoken presentation. Optionally videos may contain a shot of the speaker's head for increased engagement. (This shot should be thumbnail-sized and overlayed on the slide images.) Please make sure your whole face is in the angle of view. You should not be on the back of window or light source. A study or a university laboratory, classroom background is preferable. Many presentation software allows recording audio and video directly in the application and can export appropriate video files.
Please see the notes below for detailed instructions for recording with Zoom or PowerPoint. If you use a different application, please see the notes under Other Options.

Please make sure you record under good lighting in a quiet place. The submitted video must be unpublished.

NOTES:

Zoom recording

1.
Open the zoom and begin the meeting by yourself.
2.
You can start the meeting together with your co-author, if a co-author takes part in the presentation.
3.
Begin recording. Confirm where the file is going to be saved.> Finish recording.
4.
Follow these instructions to add audio (and optionally video) to your slides.

PowerPoint recording

1.
Follow these instructions to add audio (and optionally video) to your slides.
2.
Follow these instructions to generate a MPEG-4 (.mp4) file from your slides and audio/video.

Other Options

1.
Record your screen (and microphone) while giving the presentation. There are effective and free options to do this on Linux, macOS, and Windows.
2.
As a last resort, and only if you are comfortable directly editing video, you can export your slides as images, record an audio track, and combine the two using software like Kdenlive, iMovie, or others.

Recording layout

Follow these instructions (zoom)We would like to have a standardized recording layout for everyone. Please select the layout to show your active speaker on the upper righthand corner.

Do not turn off your video completely. Audience would like to see you speak.
When you are speaking, please make sure your whole face is showing.

The deadline for all video submissions is June 15, 2021!

Instructions for submitting your video file

We are finalizing the method of uploading your video file.
We will send you an email notification once it is ready. The upload must be done between June 8th and June 15, 2021

We set up the Dropbox link below for you to upload your Video.

Dropbox link

File Format
MPEG-4（.mp4）file（use the normal H.264 video and AAC audio codecs）

Recorded presentations will be available first for the participants within a particular session by July 1. After the session chair viewed all four presentations, he/she will record 5 minutes introduction that can stimulate the post discussion for the session by July 10th. All the videos will be available for the authorized participants at the end of July 2021 for authorized persons.

After the virtual conference, these session-by-session videos are stored and become available for authorized view until the end of December 2021.

※ If you do not know your registration number, please contact the Docomomo 2020+1 secretariat. (info @docomomo2020.com)

Papers and posters will be documented in the conference proceedings.

Here are the editorial schedules for the papers/posters to be included in the conference proceedings:

What is expected Deadlines
Papers of 1st Call for Papers Papers of 2nd and 3rd Call for Papers
STEP1 The first formatted copy (PDF) will be sent to the authors for review. Authors are responsible to gather and consolidate comments from co-author(s) if any. In progress… In progress…
STEP2 Return the manuscript after the final check by authors. May30, 2021（in progress…） June22, 2021
Proceedings will be completed and will be accessible by early August. It will be available on the website at this time. The digital publication date will be the first day of the conference, August 29, 2021

* A printed version of the proceedings of your session will be sent to you via post after the conference at the conference cost.

REGISTRATION FEES and POLICIES

Authors and Co-authors
  • Access to all programs during the entire virtual conference period including 2 keynote speeches with simultaneous translation and a symposium.
  • If the condition allows, one can participate in actual conferences on August 29th and September 2nd.
  • 1 volume of the printed Proceedings sent via post.
 ✫
payment closed
General participants
  • Access to all programs during the entire virtual conference period including 2 keynote speeches with simultaneous translation and a symposium.
  • If the condition allows, one can participate in actual conferences on August 29th and September 2nd.
  • 1 full set (5 volumes) of printed proceedings sent via post
 ✫
payment closed
Online participants
  • Access to all programs during the entire virtual conference period including 2 keynote speeches with simultaneous translation and a symposium.
  • Access to live discussion and Q&A sessions.
  • Registration will begin from early of June, 2021.
 Docomomo International members 80 € (JPY10,000）
non-members120 € (JPY15,000)

✫ Actual paid fees are different depending on the timing registered and membership status.

Cancellation Policy