Virtual conference format and author instructions

RSP 2021 is held this year as a virtual event, as the other associated ESWEEK events. Zoom, Whova and will be used. Whova will be mainly used to access content, such as pre-recorded lightning talks and papers before the conference. The Zoom sessions and talks will be accessible through both platforms, but Gather will be used as the main platform to interact, network and access live content including all talks.

Before the Conference

Pre-recorded 3min lightning talks and PDF versions of each paper will be available through Whova before the conference. Attendees will be able to use Whova to post questions to authors or upvote existing questions in the Q&A forums of each paper provided within Whova. In addition, Whova provides a range of features for asynchronous/instant messaging and networking among attendees before, during or after the conference. For more information on how to access content before the conference, please refer to the Whova Guide for ESWEEK.

During the Conference Week

We will use Gather as the main platform to access all live and interactive content throughout the conference week. You will be able to interact with other attendees, network, attend all talks in the ESWEEK 2021 Gather space. For more details on how to access Gather and navigate the ESWEEK space, please refer to the Gather Guide for ESWEEK.

Each live technical session will consist of 3-4 papers presented in 15min slots each. The authors will present a 12min live talk of their papers followed by 3min of Q&A via Zoom. 


Guidelines for preparing the pre-recorded video presentation (3min lightning talks)

Recommended approach to record your video from the content displayed on your computer screen and voice recorded via the computer microphone is to record the presentation using a video conferencing tool, such as Zoom. In this method, you can show your face via webcam (if you would like) and display your slides as you talk. You can use any meeting software as long as you get a good quality recording and your final file is in the MP4 format. Here are some links to instructions on recording a meeting on common platforms:

Video file requirements

  • All files must be encoded in MP4 Format
  • Recommended quality HD (High Definition)
  • Resolution: minimum height of 480 pixels
  • Aspect ratio: 16:9
  • Please use the following naming convention: “RSP2021_XXXX.mp4” where “XXXX” is the name of the speaker.

Tips for Recording

  • Use as quite an area as possible
  • Avoid areas that have echo
  • Strong Wi-Fi connection
  • Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”. Avoid using default built-in microphone on computer.
  • Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Make adjustments if needed.

Upload your video

Please upload your pre-recorder video presentation to any online storage system (local to your institution, or others such as Google Drive, Dropbox, OneDrive) and send an accessible link to Amer Baghdadi (

We will then upload this video to the Whova platform to make it accessible to RSP and ESWEEK attendees.

If you have uploaded or plan to upload your video to Youtube or Vimeo, then we can simply indicate the video link in the Whova platform.

Please send your video before October 4, 2021.