Resources for Oral Presenters

Thank you for your participation in Acoustics in Focus as a presenter and attendee.
Below is information and resources to help you prepare, record, and upload your presentation
by the 22 April deadline (strictly enforced)

Questions should be sent to asa@acousticalsociety.org.
Email is recommended as the ASA office is still closed due to the pandemic.

Presentation Schedule
Each presentation related to a recording must adhere to the following limits
• 12 minutes for the recorded presentation
• 2 minutes for Q&A after the presentation
• 1 minute for audience to move to other sessions
In addition, live discussions on groups of papers will be held on Zoom as part of the session.
Guidelines for Oral Presentations

Preparation of Visual Aids
• Recordings: 12 minutes maximum length / MP4 preferred / Maximum file size of 2 GB
• Allow at least one minute of your talk for each slide; No more than 3-5 major points per slide.
• Minimize the number of lines of text on each slide: 12 lines should be a maximum.
• Include no more than 2 graphs/plots/figures on a slide. All axes on figures should be labeled.
• Use all of the screen area in landscape orientation with narrow margins. Place any logos at the bottom of slides.
• Sans serif fonts (e.g., Arial, Calibri, and Helvetica) are easier to read than serif fonts.
• Do not use underlining to emphasize text.
• Use the same background, font, font size, etc. across all slides.
• Use appropriate colors. Avoid complicated backgrounds and do not exceed four colors per slide.
• Dark background: Use white or yellow lettering.
• Light background: Use white or off-white background with black, dark blue, or dark brown
lettering.
• Colored lines: Use only if required to distinguish different curves, lines, or elements. Be mindful that many people are color blind. Red and green can be especially difficult to distinguish.
• Embedding sounds and movies into your presentation is recommended, when possible.

Presentation
• Organize your talk with introduction, body, and summary or conclusion. Include only ideas,
results, and concepts that can be explained adequately in the allotted time. Four elements to
include are:
• Statement of research problem
• Research methodology
• Review of results
• Conclusions
• Each time you display a visual aid, the audience needs time to interpret it. Describe the abscissa, ordinate, units, and legend for each figure. If the shape of a curve or some other feature is important, tell the audience what they should observe to grasp the point.

Preparing for recording:
• Select a quiet location with a pleasant background. Avoid spaces with echoes.
• Avoid using artificial backgrounds.
• Locate the light source in front of you. Do not sit with a window located behind you
• Dress as you would if you were presenting in person.
• Ensure that there are no interruptions such as people walking behind you or pets. Turn off your phone.
• Your eyeline should be lined up with your webcam. Look at the camera—not the screen.
• Practice your talk. Ask someone to listen and provide feedback.
• You are encouraged to include a video clip of yourself presenting the paper. If you do this, avoid looking at notes for extended periods of time.
• Practice using the mouse cursor to highlight features of interest on slides in a manner similar to use of a laser pointer in an in-person talk.

Making a Recording

Use the recording tools that you are already familiar with. If this is the first time you are making a recording, there are a variety of tools from which to choose.

Please note that ASA can only provide support for using the Mossessier meeting platform. All other software and tools are used at your own discretion.

Zoom Recordings for ASA Oral Presentations

A simple way to record a presentation with both audio and an inset video of the speaker is to do so through Zoom. The benefit of this method is that it works on any platform (Windows, Mac, and Linux) and it is free.

1) If Zoom is not installed on your computer, you will have to download the Zoom app and install it. For step-by-step instructions to install the app go here: https://support.zoom.us/hc/en-us/sections/200704559-Installation

2) Once you have installed the app and logged in, click on the button to start a new meeting (it might say “Host a meeting”). Start a meeting where you are the only participant and you will see yourself in the Zoom window. Adjust your video and audio until they are optimal for your presentation.

3) Prepare your slides in your presentation software (e.g. PowerPoint). Have Slide 1 ready to play.

4) Use the Share Screen button and share your entire screen. You will see yourself in a small video box. You can position this box anywhere on the screen that fits with your presentation as well as change its size. Now enter full screen or presentation mode in your presentation software. Move the cursor to find the Zoom tool bar and the More… button.

5) When you are ready to begin your presentation, click on the More… button and select Record from the menu that pops up. Deliver your talk, and when done click More… and then Stop the recording.

6) Next Stop Sharing screen and press the End button. Select Leave Meeting (NOT End Meeting for All) and Zoom will then create an .mp4 file in your Zoom documents folder. The path and file name of the .mp4 are displayed during processing.

7) For more detailed instructions and additional recording options, see the Zoom website instructions regarding local recordings (https://support.zoom.us/hc/en-us/articles/201362473-Local-Recording).

Note: The instructions here are for Zoom, but if you are familiar with other conferencing software (such as WebEx, GoToMeeting, Microsoft Teams, etc.) similar options are available.

Other recording resources

• Zoom

• Microsoft• PowerPoint (*.ppt or *pptx)

• PowerPoint recording tool: Youtube video

• Open Broadcaster Software

• Take a photo or record a video Quicktime on Mac

Proceedings of Meetings on Acoustics

As with all Acoustical Society of America (ASA) meetings, our conference proceedings publication POMA (Proceedings of Meetings on Acoustics) will be available to all who give a presentation. Though Acoustics in Focus may have different styles of presentation, some novel, all will be eligible for submission of a full POMA article. We realize that documentation of results is important for some presenters, and POMA can provide this for participants, while not precluding publication in other ASA journals.
Following POMA Guidelines, presentation of the material at the meeting is mandatory for a paper to be eligible for publication in POMA. As part of the POMA submission process, authors must provide title, author(s) information, and other pertinent information. Simple formatting guidelines are available at https://asa.scitation.org/pma/authors/manuscript.

We hope to see you at the Acoustics in Focus meeting, and to see a POMA article based on your presentation!

TECHNICAL PROGRAM AND SPECIAL SESSIONS

Technical Program

The technical program includes Focused Technical sessions, Panel Discussions, Tutorials, and Lightning-Round sessions scheduled Tuesday through Thursday, 8 to 10 June 2021.

Itinerary Planner

Please visit the Itinerary Planner which contains the schedule of sessions and presentations to be made at Acoustics in Focus.

Acoustics in Focus PDF program

An excerpt from the pdf meeting program containing the Technical Program calendar and abstracts can be downloaded here.

Session Formats

• Focused sessions consist of 12-minute pre-recorded talks with live discussion and interaction.

• Lightning Round sessions consist of a rapid sequence of brief (5-minute) live talks followed by periods of live discussion.

• Panel Discussions feature up to 7 invited discussion leaders who may give short presentations, answer questions, and lead discussions.

• Tutorial sessions are centered on one or more invited tutorial presentations followed by questions and discussions among attendees.

SPECIAL SESSIONS, ORGANIZERS, AND DESCRIPTIVE SENTENCES

OTHER INFORMATION

DEPENDENT CARE SUBSIDIES

The Committee on Women in Acoustics (WIA) sponsors Dependent Care Subsidies to help offset dependent care costs associated with virtually attending “Acoustics in Focus”, the upcoming ASA meeting. Meeting attendees are eligible to apply if they plan to present a paper at “Acoustics in Focus” or hold a leadership position in ASA. Each subsidy will be approximately $500 with four awards anticipated. Both men and women may apply. Applicants should submit a single PDF file (named <last name>_ <first name>_DepCare.pdf) that contains the following:  name, contact information/affiliation, title of presentation or leadership role and main technical committee(s), a paragraph describing current and past involvement with ASA, a paragraph describing how subsidy would offset dependent care expenses while attending the “Acoustics in Focus” (including other sources of available funding), Submit materials by e-mail to Christina Zhou, zhaotc@uw.edu  Deadline for receipt of applications is 15 May 2021.

ABSTRACT SUBMISSION GUIDELINES FOR FOCUSED SESSIONS

An abstract of not more than 200 words is required for each paper, whether invited or contributed. Abstracts longer than 200 words will be truncated. Authors must submit abstracts online.

All abstracts must be submitted online by 22 February 2021. This deadline will be strictly enforced. Abstracts submitted via postal mail or e-mail will not be accepted. Abstracts will be rejected if they do not comply with the instructions.

Abstract Acceptance

Submitted abstracts will not necessarily be accepted for the meeting. Acceptance is based on the following factors: adherence to the guidelines given here; appropriateness of the subject matter to the session focus; clarity of writing; and originality, correctness, and significance of the contribution. Priority may also be given to students and early-career acousticians. The ASA reserves the right to reject any submitted abstract without extensively documenting the reasons.

The presentation, and therefore the abstract, must be relevant to the one of the Focused sessions. Statements of political advocacy or explicit advertisement of products or services must be avoided. Note that Focused sessions in Speech Communication will consist only of invited presentations—do not submit abstracts for contributed talks for this technical area.

Abstract Disclosure Statements

Authors who submit abstracts, known as the Corresponding Author, will be asked to answer the following questions during the submission process on behalf of all authors of the abstract:

1. Verify compliance with the “Ethical Principles of the Acoustical Society of America for Research Involving Human and Non-Human Animals in Research and Publishing and Presentations” by all authors listed on the abstract [Click here for the full Ethical Principles of the ASA].

2. Author Disclosure 1
All contributing authors of this abstract concur with the submission of this abstract, with their names being included and with the order in which the names are listed:

3. Author Disclosure 2
The author list is complete—no name has been omitted of any person who has contributed substantially to the intellectual and creative aspects of the work.

4. Author Disclosure 3
Select whether the presenting author is
–Student
–Early Career (within three years of highest degree, 2018, 2019, 2020)
–Neither of the above

Abstract Limitations

Authors may be the presenter of only one abstract.

Acknowledgment of Receipt of Abstracts Submitted Online

Corresponding Authors will receive an e-mail message confirming that their abstracts have been received. Acceptance notices will be sent to authors by late March.

INSTRUCTIONS FOR SUBMITTING ABSTRACTS ONLINE

Complete instructions for the preparation and submission of abstracts are provided online.

Acknowledgment that your abstract has been received will be sent by e-mail. Please note that if you do not receive an email message your abstract has not been entered into the database.

1. Online Abstract Submission site is accessed on the ASA Home Page at https://asa2021spring.abstractcentral.com/
2. Click “Submit Abstract for Acoustics in Focus” from the main page
3. You must first create an account and set up a username and password if you have not already done so in connection with submission of abstracts for prior ASA meetings.
4. After logging into the submission site, click the “Submission” tab.
5. To begin a new abstract click “Create a New Abstract” in the sidebar located on the left-hand side of the screen.
6. If at any time during the submission process you need technical support, click the “Get Help Now” button at the top of the screen.
7. Abstracts are limited to 200 words (approximately 1500 characters).
8. The body of the abstract can be cut and pasted into the submission site. Note that LaTex coding must be entered using the Special Character palette which appears on the Title/Body Screen.
9. Enter all authors and their affiliations in the order they should appear in the abstract. Note: Only one affiliation may be included for each author.
10. Carefully check the proof of your abstract. Make sure all special characters and formatting are displaying properly and that the authors and affiliations are listed in the proper order.
11. When all the required information for your submission is entered, the “Submit Abstract” button will appear at the Proof and Submit stage. Click the “Submit Abstract” button to submit the abstract.
12. Upon submission of your abstract you will receive an e-mail confirmation.
13. To view or edit an existing submission, click “View Submissions” in the sidebar located on the left-hand side of the screen.
14. To edit an existing submission, select “Return to Draft” and then select “Edit.” All abstracts that are returned to draft must be resubmitted to be entered into the system. If not, the submission will remain in the Drafts table.

INFORMATION ON BEST STUDENT PAPER AWARDS

Note: The following Technical Committees will sponsor Best Student Paper Awards at
Acoustics in Focus: Musical Acoustics, Noise, Signal Processing in Acoustics, and Structural Acoustics and Vibration

Authors must comply with the eligibility requirements that appear below. For all awards, the eligible author’s name must appear as the first author of the abstract and must be the author who presents the paper at the meeting.

If you want your paper to be considered for an award, you must indicate this when you submit your abstract. Follow the instructions for the appropriate technical area that appear below.

Acoustics in Focus

The 180th Meeting of the Acoustical Society of America

8-10 June 2021

Acoustics in Focus (AIF) plans continue to be developed rapidly with many new features to ensure that AIF will be an exciting forum for acoustics researchers, practitioners, educators, and students to learn from each other.

The Technical Program  has been scheduled with sessions encompassing the new formats that were created especially for Acoustics in Focus. In addition, Keynote Lectures have been added as special features.

Focused Presentation sessions consist of pre-recorded talks within a specific topic or focus which will be followed by live discussion and interaction.

Tutorial sessions consist of an invited speaker giving a (live) feature-length presentation, answering questions, and live leading discussions.

Panel Discussion sessions feature up to seven invited discussion leaders who may give live short presentations, answer questions, and lead discussions.

Lightning Round sessions that consist of a rapid sequence of brief (5-minute) live presentations.  with lively discussions following the talks.

Open Meetings of the Technical Committees will be held on Tuesday, 8 June, Thursday, 10 June after the end of the technical sessions.

The Plenary Session and Awards Ceremony and the Administrative meetings will be held outside of the three-day window of technical sessions.

Additional information about Acoustics in Focus including and registration information will be posted as details become available.