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Instructions for Presenters




Papers are organized into 50-minute sessions of 8 papers. All technical paper sessions at IROS 2018 will have the same organization: a brief 3-minute spotlight talk for all papers in the session, and immediately after the last spotlight speaker, an interactive session of 25 minutes held in the same session room, or in an adjacent room. An illustration of the sequence is shown below.

Technical Session Timetable

Total session time: 50 min

Spotlight talk

Speaker 1

3 min

Speaker 2

3 min

Speaker 3

3 min

Speaker 4

3 min

Speaker 5

3 min

Speaker 6

3 min

Speaker 7

3 min

Speaker 8

3 min

Interactive Session

All speakers

25 min

Session chairs will keep strict time: do not overrun. There will be student volunteers in each session room to help eas needed with the spotlight talks and interactive sessions. A speaker preparation area will also be set up in various rooms, for speakers to prepare for their presentations and make last minute changes if needed.

Instructions for the Spotlight Talk

Please arrive in the session room at least five minutes before the session begins and be sure to let the session chairs know you are there. All speakers should sit near the respective podium A or B since we will have very little time for the transitions. Podium A is used by odd numbered speakers and Podium B is used by even numbered speakers. Please bring your own laptops and any adapters required. HDMI connection (plus VGA adapter) will be provided for your computer. There will be audio hook for your computer.


Each speaker will be allocated a total of 3 minutes for their talk (plan a talk on 2:50 to be safe!). While the speaker before you is speaking, you will have three minutes to set up your laptop. There will be a volunteer at the podium to help you if you need it. 


After three minutes, the talk time will shift to the next speaker, whose microphone will become live. There will also be a 3-minute countdown timer to aid the speaker in keeping track of time. Please set the computer screen resolution for your computer to 1024 × 768 for the best result.

For rooms 1.L.2-Paris, 1.L.5-Madrid, 2.L.2-Londres, and 2.L.5-KUKA - the recommended slide size is widescreen (16:9)

For rooms 1.L.3-Berlin, 2.L.3-Amsterdam, 2.R.1-Caracas, 2.R.3-La Paz, 4.L.1-Bruselas, and 4.R.1-Bratislava - the recommended slide size is the standard ratio (4:3)


Preparation Suggestions

You will have only three minutes, but there will be no changeover time and no questions, so you should be able to get your message across so the audience will know if they want to learn more and visit your display during the interactive session. Use the time wisely! Questions and discussions will happen during the interactive sessions.

  • PRACTICE! You will need to practise a number of times to get your message across effectively in only three minutes.

  • You will not be introduced. Give your name and the title of your paper.

  • Your presentation is an advertisement for your paper, so focus on insights rather than details.

  • Avoid spending too much time on related work.

  • Consider giving an application/motivation of your work, the main result, and one piece of technical "meat" (e.g., a theorem, a design principle, an equation, etc.) that will help the audience understand the methodology and the depth of the work, understanding that there will not be time for all the details.

  • You can see examples of spotlight talks here and here.

The Interactive Session

Once the last presenter is finished, you will move to your assigned monitor –in the same room or the adjacent-, where attendees can ask you questions and engage in discussion in a 25-minute interactive session. You will have a monitor to connect your laptop. There will also be a fixed sign with the number of your presentation (1-8) so you can find your monitor easily, and attendees can find you as well.

For rooms 1.L.2-Paris, 1.L.3-Berlin, 1.L.5-Madrid, 2.L.2-Londres, 2.L.3-Amsterdam, and 2.L.5-KUKA - the size of monitors (TV) is 43’’.

For rooms 2.R.1-Caracas, 2.R.3-La Paz, 4.L.1-Bruselas, and 4.R.1-Bratislava (+ 4.R.2-Estocolmo) – monitors (TV) size is 32’’.



If you have more than one author for your paper, we recommend you have two authors at your interactive station. This allows one author to walk around and talk to other authors of thematically-related papers while the second author presents the work.

If there are people waiting to talk to you, limit your discussion with any one attendee. Schedule a time later to get together to discuss in more detail.

You should have several slides prepared that get into the details, but do not plan to give full 10-minute one-way talks. The format of the interactive session should encourage lively discussions between paper authors and audience members. The format of the interactive session is not to repeat the same one-way talk over and over until the end of the session.

Instructions for Chairs & co-Chairs at Technical Sessions

Chairs and co-Chairs of the Technical Sessions must be at the room of the assigned session 10 min before it starts. There will be a table and two chairs for them at the front of the room, next to the podiums.

You are in charge of receiving the presenters, and make sure the presenters are in the correct session and assigned order. A volunteer will be there to assist too. Mainly, you are responsible for the strict compliance with the timetable:

X h 00 min – Spotlight session starts

X h 24 min – Spotlight session ends

X h 25 min – Interactive session starts

X h 50 min – Interactive session ends. Presenters must leave the monitors.

The Chair of the session, or the co-Chair when the first one is not available, is the one to present the session (just by its title), and make it start. Do not present the speakers nor yourself. You have less than 30 seconds to present the session and make it start punctually, at o’clock.

“Welcome to the session (…). Please, session starts” is more than enough.

Once the 8th presenter finishes her/his 3 min talk, the Chair (or co-Chair) will make the interactive session starts punctually at 25min on the clock announcing it on the microphone. Again, this must be done in max. 30 seconds, due to tight schedule. Then, presenters will go to their assigned monitor and connect their laptops for the interactive session. A volunteer will help when needed.

Chair (or co-chair) will announce the end of the interactive session punctually at 50 min on the clock and presenters leave the monitors and the room for the next presenters.


Instructions for Late Breaking Results (posters) presentations

The poster format is paper posters of A0 size with portrait orientation. TV screens are NOT available.

The day of your presentation, your poster must be up by 9:00 am, before the first sessions start. Volunteers will be available to help you from 8:40 to 8:55am in the 3rd floor, left wing.

Your poster should stay up the entire day of your presentation slot to give it as much exposure as possible. Please take down your poster at the end of the day (7pm) –IROS 2018 will not storage any posters left there.

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