Participant Guidelines
SIGIR 2023 will be held in a hybrid format: on-site and online. In-person presentations are encouraged when possible to foster discussions. The online format, in addition, contributes to a more inclusive and environment-friendly conference model.
In order to help everyone to find their way in this conference format, we summarize here some guidelines for all SIGIR 2023 participants – please read them carefully. If you have any questions, please do not hesitate to contact the technical organization secretariat at sigir2023@elitepco.com.tw .
Summary of actions required for presentations
| Presentation type | Paper type | Presentation at the conference | Materials to be uploaded in advance |
|---|---|---|---|
| In-person presentation | Full, perspectives, reproducibility, TOIS papers and SIRIP long papers | Oral presentation (12min) | Presentation slides (at least 30min before session starts) |
| SIRIP short papers | Oral presentation (4min) | Presentation slides (at least 30min before session starts) | |
| Short, resource, and demo papers | Poster presentation | N/A | |
| Online presentation | Full, perspectives, reproducibility, TOIS papers and SIRIP long papers | Oral presentation (12min)*** | Pre-recorded video (by July 18) |
| SIRIP short papers | Oral presentation (4min)*** | Pre-recorded video (by July 18) | |
| Short, resource, and demo papers | Oral presentation at virtual sessions (5min for short and demo, and 12min for resource)*** | Pre-recorded video and poster file (by July 18) |
*** Remote presenters should join a Zoom meeting and give a live presentation (the pre-recorded video will be used as a backup).
1. Hybrid format overview
All sessions in the SIGIR 2023 and collocated ICTIR 2023 are default as in-person sessions with live streaming, except Doctoral Consortium sessions, and on-site poster/demo sessions. Registered participants can watch live streaming through the conference streaming platform (EventX), or attend sessions in on-site rooms. Remote attendees can interact with speakers by posting questions on the associated session on EventX, and the moderator will manage questions from both online and on-site within the allocated time. Presenters can present their work either on-site or remotely through Zoom meeting, and take questions from both on-site and online audiences under the moderator’s assistance.
While we provide full support for remote participation, the program will pivot around the physical component, and the schedule will be anchored in local time during the main conference week (July 23-27). We wish to ensure that the participants who opt in for the time and cost involved in physical attendance have a meaningful on-site conference experience.
The conference will nonetheless include the possibility for fully online participation. Some sessions will be fully online (e.g. some poster sessions will be devoted to presenters’ remote participation). Depending on program needs, some online paper presentations may be scheduled along with other in-person presentations during the conference.
Moreover, most live-streaming presentation sessions (full, perspectives, reproducibility, SIRIP, TOIS papers, keynotes, and panels) will be recorded and made available for future viewing offline. For poster/demo sessions (short, demo, and resource papers), there will be some in-person sessions and some virtual sessions. Recording of tutorials and workshops will be arranged at organizers’ discretion. Attendees in any time zone will be able to follow all events either live or offline.
2. All attendees
On-site attendees will just need to locate the room of the session you are interested in, sit through the presentations, ask questions at the end, and have coffee in between sessions. A lunch box, with different diet restrictions, will be provided for all in-person attendees.
Remote attendees will receive the instruction and link to log-in the conference streaming platform (EventX) by e-mail before the conference. The streaming platform will be available before the conference begins. Remote attendees can browse the agenda, mark interested sessions, watch live-streaming sessions, and post questions on the platform. On-site attendees can also access the streaming platform at their convenience.
3. Presenters
All on-site presenters should upload their slides in the session room at least 20mins before the session starts. To avoid congestion, we recommend presenters go to Preview Room (R202) and upload slides by USB drive anytime in advance. The presenters should meet the session chair in the session room before the session starts.
Remote presenters (full, perspectives, short, demos, resource, reproducibility, SIRIP and TOIS papers) will all be required to submit a video recording of their presentation, as a backup in case anything breaks unexpectedly during the live sessions. The submitted videos will be made available on the online conference platform in advance to the session date.
Submitting a presentation recording is optional for in-person presenters of full, short, demos, resource, perspectives, reproducibility, SIRIP and TOIS papers, as the live sessions will be recorded and made available on the conference streaming platform for later offline viewing.
Students presenting their work in the Doctoral Consortium (DC) should be in-person, so they do not need to submit any presentation material beforehand. If there are occasions where remote presenting is conducted, students are required to upload presentation video (up to 12 min) in advance. The consortium will be held in its own private Zoom meeting where all participants are connected on an equal footing. Further details of the DC session structure and dynamics will be defined and communicated to the students and mentors by the DC chairs.
Workshops will define their own procedure and indications for speakers and participants. Workshop organizers will decide whether to enable recording of the session at their own discretion. The conference organization will support the functionality and storage for these recordings on Zoom and EventX streaming platform.
3.1 Oral presentations
Oral paper presentations (full, perspectives, reproducibility, TOIS papers and SIRIP long papers) should take 12 minutes at most, leaving at least 3 minutes for Q&A. SIRIP short papers should take 4 minutes at most, leaving at least 2 minutes for Q&A. Doctoral Consortium presentations will be 12mins talk + 8mins for Q&A.
On-site speakers should introduce themselves to their session chair 15-30 minutes before the session starts.
Remote presenters should join the session Zoom meeting 30 minutes before the session begins, and will be assisted by an organization staff member. Presenters will test their mic, webcam and screen sharing during this time and make sure everything works smoothly. Please make sure you have the latest version of Zoom installed on your device.
Remote presenters should submit a video recording of their presentation, up to 12mins in length. This video will be used as a backup in case anything fails during the live session, and will also be made available on the online conference platform beforehand for all attendees. Submitting this video recording is mandatory for remote presenters, but is optional for on-site presenters. Presenters should upload video by Presentation material upload form at https://docs.google.com/forms/d/1JaY8BBKUiy-4AVuhf9t8xnz4kqUyjHEegUTzD6G8WBo/ . Note that there are two types of videos: one is for the proceedings and the other is for the conference presentation, and the video for proceedings cannot be used for the conference presentation due to the length difference, though you may edit it to make the conference version.
| Track | Oral present (full, perspectives, reproducibility, SIRIP, and TOIS) | |
| present type | in-person present | remote present |
| pre-record video upload (for conference use) |
optional | mandatory (<12min) |
| slides upload (suggest at R202 Preview Room in advance) |
mandatory (30min before session starts) | no |
| poster file upload | no | no |
| Live streaming (on EventX) |
yes | yes |
| streaming be recorded (on EventX) |
yes | yes |
| recorded video playback (on EventX) |
yes | yes |
3.2 Poster and demo presentations
On-site poster and demo sessions (where short papers, resource papers and demos will be presented) will have a traditional format where physical posters (printed and brought to the venue by presenters) will be displayed on poster boards in designated spaces at the venue. All physical posters should be printed in A0 size with portrait orientation (1189mm height x 841mm width).
Each demo will be equipped with a table where they can place their equipment (laptop, etc.), a chair, a poster board where they can display an A0-size poster summarizing their work, an 110V/5A power outlet, and the conference wifi connection. If you have any further technical requirements, please contact the demo chairs at sigir23-demos@easychair.org in advance.
On-site poster and demo sessions (July 24th and 25th) will not be recorded, nor will they be accessible live by remote attendees – they will be an onsite-only activity. Uploading pre-recorded video and poster JPG/PDF files are optional for on-site posters and demos. However, we recommend presenters upload videos and posters, this makes your work reaching more online attendees. The video length should be within 5 min for short papers and demos, within 12 min for resource papers. The uploaded video will be made available on EventX platform and online attendees can watch it offline. For poster sessions of other tracks (such as workshops, and SIRIP), it’s on-site only activity, same for posters in ICTIR conference. The SIRIP poster session will begin with a 90-second “teaser” presentation for each poster.
Remote posters and demos will all be presented in live online sessions the same day. For online presentations, presenters should upload your posters in jpg/pdf format, and video recording file, through the Presentation Materials upload form https://docs.google.com/forms/d/1JaY8BBKUiy-4AVuhf9t8xnz4kqUyjHEegUTzD6G8WBo/. You may use the same poster dimensions as physical posters, though you can afford further flexibility and creativity as you will be free from the physical constraints when you present your work online (e.g. you may choose a landscape poster orientation suiting standard device screens).
In remote (virtual) poster sessions, live interaction between authors and attendees is the same as online presentation. Attendees can have questions and answers after online presentations. Attendees can browse the list of posters and demos programs, and join the virtual poster sessions through EventX platform at the specified time. Attendees can switch posters/demos sessions anytime by leaving and joining different virtual sessions.
The videos and poster files, uploaded by posters and demos presenters, will be made available on the online conference platform for all attendees to view only. Note that there are two types of videos: one is for the proceedings and the other is for the conference presentation, and the video for proceedings cannot be used for the conference presentation due to the length difference, though you may edit it to make the conference version.
| Track | Poster/demo (short, resource, demos) | |
| present type | in-person present | remote present |
| pre-record video upload (for conference use) |
optional (short, demo: <5min) (resource: <12min) |
mandatory (short, demo: <5min) (resource: <12min) |
| slides upload (suggest at R202 Preview Room in advance) |
no | no |
| poster file upload | optional (jpg/pdf format) | mandatory (jpg/pdf format) |
| Live streaming (on EventX) | no | yes |
| streaming be recorded (on EventX) |
no | no |
| recorded video playback (on EventX) |
no, share pre-recorded video, if available |
no, share pre-recorded video |
3.3. Presentation materials
Slides: will display best in 16:9 format, both for live (in-person and remote) oral presentations, and for remote presentation recordings.
Posters: A0 size with portrait orientation (1189mm height x 841mm width) for in-person poster & demo sessions. Posters in online presentations can use further flexibility – e.g. you may choose a landscape poster orientation suiting standard device screen sizes.
Recorded presentations: the video format should be 16:9 in full HD, stored as a .mp4 file.
4. Session chairs
For an optimal on-site experience, we will need all session chairs to be physically present at the venue, except for the online poster sessions.
Please meet the presenters of your session 15-30 minutes before the session starts, to check that everyone is present and tackle any last-minute glitches.
The organization staff will take care of Zoom meetings, remote presenters connections, streaming platform operations, and display the video/audio on the room screen/speaker. You just need to announce the presenters and moderate questions and answers from both on-site and remote attendees.
You will be provided with a tablet where you will be able to see the questions from the online audience, select and read questions for the presenters. You may moderate and select the questions at your own discretion – we suggest taking questions from both the physical and online audiences in the mix.
If an author does not show up, fails to connect to the session to deliver their presentation, or the connection breaks, you will instruct the organization staff to play their pre-recorded presentation. Should everything fail, you can move on to the next presenter, and use the spare time for longer Q&A or finishing the session earlier, as you see fit.
If the audience is being slow in coming up with questions, be prepared to ask some questions yourself.
5. Childcare support
SIGIR 2023 provides childcare services on demand for on-site attendees. Please contact sigir2023@elitepco.com.tw at your earliest convenience and provide your particular needs and request childcare support in advance.