Abstract Submission Guidelines

Title of the abstract must be in sentence case. The title must represent the abstract content.
Name of the author and co-authors (if present). You may list up to 20 individual authors for each abstract.
Provide your full name, degree, institution, address, telephone number, and email address. (Email address of the main author/presenter).
Abstract content must not exceed 300 words. The body of the abstract should describe your research, results and conclusions of your study.
A short biography of 100 words of the main author/presenter must be included along with abstract.
All the abstracts must be submitted before the deadlines provided.
Abstract will be reviewed by the committee and you will receive an e-mail notification within 24-48 hours of abstract submission.
Speakers are felicitated by certificate electronically attenuated by the session chair, session co-chair and/or by any OCM respectively.

Poster Guidelines

A poster presentation allows you to interact face to face with people interested in your research.
Each poster session is conducted at the last 2 hours of the event.
Posters should be no larger than A0 (84 cm wide by 119 cm long) in portrait/landscape format.
Check-in at the poster desk THE DAY of your presentation.
Any poster presenter (student/Professors) must be the author of the poster and a registered for conference
The poster boards will accept pushpins which will be available in the poster hall. Please return the pins at the end of your poster session.
Display your material in large print so it may be read from a distance. Print TITLE and AUTHORS in extra-large print across the top of your display.

Best Poster Awards:
The following criterion applies:

A maximum of 3 prizes will be awarded for the best student posters
Work must be predominately that of the student and poster must be prepared, presented by the student.
The prize consists of a certificate electronically attenuated by the session chair, session co-chair and/or by any OCM.

Workshop Presentation

Bring together researchers from different fields with shared interests.
Workshop presentations are interactive skills-based discussions that last 90-120 minutes.
Workshops tended to foster much more interaction by having several invited talks, if not introductory or specialist tutorials, and/or presentations.
Discuss new research directions, explore research areas in depth and study specific application in the areas & its allied fields.
Workshops are interactive and include practical information that participants can bring back to their communities.

OCM Guidelines

Roles and Responsibilities of Organizing Committee Member:

An OCM can also choose to be a potential plenary/keynote speaker
To organize a workshop/symposium at the conference
You are welcome to suggest any tracks/sessions of the conference
Reviewing of abstracts submitted for the conference.
Suggesting and inviting high profile colleagues from your research network on behalf of you as Speakers/Delegates
To give suggestions to increase the scope of the conference

Benefits for OCM & Program Committee Members:

Organizing Committee member will be felicitated with certificate/memento
Opportunity to serve as conference chair/ session chair/ co-chair of your interest; being poster judge (Best Poster Award)
Discount on registration fee to you & also for the group suggested by you.
Opportunity to meet experts in your field of expertise
We will include your University/Institution logo on the conference banners and books and also in the conference website
OCM name and photograph will be displayed in conference website/proceedings

Session Chair Guidelines

The following guidelines are for chairing sessions at the Outlook Conferences. Guidelines are provided to ensure a smooth running of the conference. An attentive, well-prepared Session Chair and Co-chair can help in ensuring a high quality performance by the speakers, trouble-free talks that would lead in appreciation of sessions by the audience.

Session Chair Responsibilities:

Session chair will introduce the session topic, speakers, maintain the schedule & be prepared for the unexpected.
Check for any presentation unavailability & all their requirements prior the start of program.
Time slots allotted:

Plenary/Keynote Forum: 40 minutes -- (37 minutes talk {3 minutes questioners})
Invited Forum: 30 minutes -- (27 minutes talk {3 minutes questioners})
Oral Session: 25 minutes -- (22 minutes talk {3 minutes questioners})
Video Presentations: 20 minutes -- (17 minutes talk {3 minutes questioners})

Intimate the speakers about the above stipulated time slots & move to the questioners/one-one discussion.
Discussion with your co-chair regarding talks, program & other essentials with regard to program
If any speaker fails to appear, session chair has to fill the open time with standby paper, discussion topics, question-answer session, or an open discussion session.
Session chair will receive a session report form from the conference chair to use in tracking changes in a session.
Be sure about the presences of all the speakers allotted for the day1/ day 2 as per the schedule of the program, intimate immediately if any updates or changes to someone from the Program Committee/ Chairs or the conference organizer; so that we can follow up for him/her.

“Thank you for agreeing to assume high responsibility. Feedback is an essential aspect of this program”

Roles of the Session Chair/Co-Chair:

Meet with the support staff from the conference organizers prior to your session to review the workings of the lights, the AV equipment, and good positions for your speakers in your session’s room. It is a good idea to make sure a laser pointer is available.
Meet with all your speakers 15 minutes before the start of your session. At that time, make needed introductions and help them feel comfortable with the room arrangements and fellow participants.
Discuss their positions at the podium and remind them of their time limitations. Have all your speakers tried out their laptops, viewgraphs, and the microphone to determine any required assistance and to ensure a reasonable comfort level.
Describe to your speakers the method you will use to notify them when they are nearing their presentation time limit and how you will interrupt them if they have reached the end of their allotted time.
Try to leave time for pertinent questions and answers (especially if the talk is particularly inspiring or controversial). If however, all time has expired for that speaker, it is acceptable to ask the audience to discuss issues with that speaker after the end of the session.
It is up to you as the Session Chair to ensure that ALL speakers receive their allotted time and that the audience has opportunity for their questions and comments.
Organizing Committee wants to promote audience feedback whenever the speakers are presenting products, directions or methodologies. It is, therefore, important to have these speakers honor at least a minimum of 5/10-minute question/answer/comment/panel discussion period.
Inform your speakers of the exact time that each of their talks are to begin and remind them that attendees are free to get up and move to another session after each talk.
Two or three minutes should be allocated for this anticipated movement of people from session to session.
Further explain that because of this expected movement, it is particularly important for each talk to finish on time AND for the next speaker to begin at the appropriate time (even if the previous speaker ends early).
You can help facilitate a smooth change between speakers by asking the next speaker to begin moving toward the front and even switching laptops while the questions and answer session unfolds.
For each talk, introduce the speaker; give their affiliation and the title of their talk. It is nice to give a brief introduction of the speaker -- perhaps their background, or how their talk fits into the scheme of the session or conference. You may wish to use the published abstract as a starting point for this “introduction” material.
During each presentation it is session chair/ co-chair to assist the speakers if there are problems. If the speaker’s presentation is not displaying well, please find assistance to adjust the equipment. If lights need to be dimmed, please ask someone (Local Arrangements Committee staff member/Organizers). If the speaker cannot be heard or cannot be seen, you should politely try to correct the situation.

You must keep track of elapsed time during a presentation:

At 20 minutes of a 25-minute talk, give a *signal* to the speaker (could be card raised, or low voice). Adjust as necessary for longer presentations.

Question/Answer Period:

If time permits, the session chair should invite questions if the speaker does not do this.
An excellent session chair will have at least one general question ready for each speaker in order to help get the discussion off the ground, should the audience be reticent.
A really excellent session chair will actually ask each speaker for a potential “seed” question for you to ask should the opportunity be available!
When questions are asked, make every effort to get a microphone to the questioner (more important for the large general sessions than for the parallel sessions). If this is not possible, remind the speaker to repeat the questions, or repeat the question yourself if you are in a better position to hear the question.
Use your own judgment regarding the need for this depending on room acoustics.
As the allotted time for the speaker’s talk ends, initiate applause for the speaker.

At the End of the Session:

When the last speaker’s presentation and questions/answers have concluded, THANK the audience for attending and state that your session is now completed.
Remind attendees to go to the online evaluation system shortly before leaving the conference and complete their evaluations.
The link is listed in the program and the pocket schedule. Thus end your duties as session chair!

Outlook Conferences is vital only through your volunteerism and participation.

Presentation Guidelines

Oral Presentation Guidelines

Your cooperation is appreciated in keeping the meeting on schedule for the benefit of all attendees, so please note the following guidelines:

Types of Oral Presentations:

Total Allotted Time:

Presentation Type	Total Allotted Time
Plenary/ Keynote Talk	40 min Followed by Q&A Session
Invited Talk	30 min Followed by Q&A Session
Featured Talk	25 min Followed by Q&A Session
Video Presentations	20 min Followed by Q&A Session

**Note: Organizers reserve the right to adjust the talk duration for adjustment in program.

A presentation must not start late or extend past the scheduled end time
The language of the presentation is English and all presentations should be made in English

Preparation before the presentation:

Bring your USB device to Speaker Check-in at least 2 hours prior to your talk.
Technicians will assist you in pre-loading your presentation to the networked system.
Authors can present using their own devices.
Laptops shall be equipped with Windows 7/10, MS Office 2007/10 Pro English (Word, PowerPoint, Excel) and Adobe Reader are provided;
LCD projectors, Screens, Laser pointers and Microphones are provided;
Speakers who have not sent their presentation data ready in a memory stick in PPT format to the organizing staff/session chair should be ready with their laptop in the session room about 15 minutes before the start time.

Recording & Photo Policy:

For promotional purposes, there may be a photographer and video production taking place during the conference. Speakers who do not wish to be filmed or recorded should advise the session chair/ organizers present at the Registration Desk.

Guidelines

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