12-23 July 2021
Online
Europe/Berlin timezone

Questions & Answers

How to...

Here you find answers to frequently asked questions, and guidance and instructions for contributing to the ICRC 2021.

Menue

Presentations
Abstract Submission
Contributions
Materials
Poster presentation
Proceedings
Recording a talk

Program
Discussion Sessions
Outreach & Education
Plenary talks
Topics

Participate
Chat tool for Q&A
Fees
Fee reduction for Young scientists & Undergraduate students
Indico
Registration

Abstract Submission

Abstract submission for the ICRC 20201 will open on 15 January and close on 15 February 2021.

  1. Get first a DESY Indico account (register here if necessary).
     
  2. Submit an abstract using the Abstracts page. (max 250 words, max 3 abstracts per particpant).
    There needs to be one natural person as author and presenter.
    To indicate a collaboration as an additional author, please use “Enter manually”  and fill the family name with “for the XYZ Collaboration". In the final proceedings, an url can be given to the collaboration authors list at the collaboration's webpage.
    Instructions
     
  3. After your abstracts are accepted (end of March 2021) you will receive a request for payment (April 2021). Payment is required to finalize your registration.
     
  4. As presenter of a contribution you are required to upload by 5 July 2021:
     
    • a pre-recorded video of your talk (.mp4 file; short talk: 12 min, poster flash talk: 2 min)
    • the slide/s (.pdf) of your talk or poster (landscape)
    • the proceedings article (.pdf; max 8 pages, camera-ready using the LaTeX or word templates)
  5. Presentations with incomplete submission, (e.g. missing proceedings article, slides or recorded talk) will not be part of the conference. An upload of a final version of the proceedings article will be possible until the end of July.
     
  6. At the bottom of the abstract submission page, you find your uploaded abstracts. By clicking on the title of an abstract you can view it in detail, and edit it by clicking on the edit button on the top right of the page.  
     
  7. Register here for access to all parts of the conference (all days, live streams, recorded presentations, discussion sessions, proceedings papers, ...)

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Chat tool for Q&A

More information will follow soon.

Please, answer to comments and questions your contribution might attract in the commenting tool within one day.

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Contributions

"Short talks" and "Posters". Contributions will be made available one week before the conference (5 July 2021) with the following materials:

  • slide/s (pdf) of your talk or poster (pdf, landscape)
  • pre-recorded talk (.mp4 file, 12 min for talks, 2 min for poster flash talks)
  • proceedings article (pdf,  max 8 pages, using LaTeX or Word template)
  • schedule, if contribution was included in a discussion session

Please, answer within a day to comments and questions your contribution might attract in the commenting tool.

If your contribution is included for discussion in one of the parallel discussion sessions, you are expected to be present to answer and explain. The contributions involved in any of the discussion sessions will appear on the indico well before the session.

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Discussion Sessions

What exactly are the discussions sessions for?

Contributions (Short talks and Posters) are prepared electronically.
- slides and pre-recorded talks are uploaded and visible all the time
- Posters and 2-min flash talks also are available electronically

For most, a long sequence of scheduled talks will not be attractive to be followed at early or late times of the day. Therefore, with all contribution online, you can pick the ones you are interested in, at any time at your leisure. We will make a big effort to get the discussion session going well:

Scheduling of Contributions
There are no sessions where all those contributions are scheduled one after the other, or are to be viewed at the same time in the same virtual room. Everyone is free to see any talk at any time and comment and ask questions via the chat tool. Questions and comments should be addressed by the author  within a day.

Discussion Sessions
The parallel sessions are largely discussion sessions around interesting topics (e.g. photo detectors, particle acceleration in AGN jets, TeV GRBs, …). The selection of topics will be done by the International Scientific Program Committee on the basis of the incoming abstracts.

  • 5x parallel 12 time slots = 60 sessions of 90 min each
  • For each discussion session there will be a convener / discussion leader
  • The convener picks from the contributions those that relate to the topic.
  • The contributions for a session are listed before in Indico, so that everybody can see its content.
  • Besides the convener, the following persons should ideally be present in the session:
    • The speaker of the selected contributions
    • those who asked questions or commented on the selected contributions in the chat tool.
    • those who are interested in the discussion
  • Participants in the discussion session should ideally have looked at the contributions and the corresponding chats before the session.
  • During the discussion session, each of these contributions are introduced (not more than a minute)
  • If the discussion stalls, some time could be used to actually give presentations of selected contributions (talks and poster flash talks).

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Fees

Price for Attending (per person)

    100€    

Price for Attending (per person) after 05. July 2021

    250€    

Price for each contribution

    150€    

For some young scientists a discount is possible.

    reduced    

 

Why fees for an online conference?

Also, online conferences cost money.
The ICRC is a long conference (2 weeks), offers a very good plenary program and access to all contributions for a long time, which is valuable for students who come fresh to the field.
Electronic tools (licenses for many people and many days) are needed, manpower to run it all, a proceedings volume is produced that is indexed and open access, and fringe sessions with industries and on peripheral topics like diversity, career, and more are offered.
The fee to just follow the conference is 100 € per person. The fee for the contributions is  150 € per accepted article. This should be affordable for almost any really interested person. For young scientists from developing countries with accepted contributions there are discounted rates.

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Fee reduction for Young scientists & Undergraduate students

We offer a limited number of discounted rates for young scientists with accepted contributions from developing countries. Young scientists are Phd students or postdocs on their first contract. Please apply to icrc2021@desy.de within a week of the acceptance of your contribution, with a letter explaining your need, a CV with publication list and a supporting letter by your supervisor.

For undergraduate students (master, bachelor, NO Phd students) we offer free participation in all parts of the conference. Please register, send a scan of your valid student card (with photo) and your program of study and semester to icrc2021@desy.de.

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Indico

Indico is the platform via which the access to the conference is granted, and all information and materials regarding ICRC 2021 will be shared. You need an account for the DESY Indico system. If you do not have a DESY Indico account yet, please register at:

https://indico.desy.de/register/

Instructions

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Materials

Materials are all datasets belonging to a contribution or plenary presentation: abstracts, slides, pre-recorded talks, posters, proceedings articles, questions and answers in the chat tool. During the conference, you will find all materials in Indico, through the Timetable or the Contribution List. Access will be opened a week before the official start of the conference. All  materials remain accessible after the conference.

Materials for each contribution need to be uploaded by 5 July 2021.

To upload your materials, visit the My Contributions page in the menu on the left. You will be able to see this page after one of your abstracts has been accepted. On this page you will find a list of your accepted abstracts. By clicking on the name of your submission, a new page will open where you can find detailed information on your talk.
On the right of "Presentation Materials" you will find an "edit button" which will open up a menu, with which you can upload files such as your slides or poster (PDF).

To upload your proceeding article.

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Outreach & Education

For the first time, the ICRC invites explicitly contributions on Outreach & Education in Astroparticle Physics. Communicating scientific issues to the public has become an essential part of research. As current developments show, this is an important bridge to society showing the value of science.
Submit your projects to share experiences and provide inspiration for others.

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Plenary talks

Plenary talks are Invited Reviews, Highlights talks and Rapporteur Talks.

  • Talks will be either pre-recorded (preferred) and live streamed or recorded live during the official event.

  • Deadline for Proceedings submission is 15 September 2021.

These videos will remain accessible after the conference.

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Poster Contributions

We will not have dedicated poster sessions. All posters will be accessible throughout the conference on Indico.

  • The pdf of the actual poster,
  • a pre-recorded 2-min flash talk on what the poster is about and
  • the proceedings article give all the relevant information.
  • Via the chat tool questions and comments can be posed which the presenter is supposed to answer with short turnaround time (max 1 day).

Posters fitting to the topic of one of the ~60 discussion sessions are scheduled for open discussion, where the presenter should attend.  

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Proceedings

Page limits are 8 pages for contributions, 16 pages for highlight talks and 24 pages for invited review and rapporteurs talks. Deadlines are 5 July (preliminary version) and 31 July (final version) for the contributions,  and 15 September for the plenary talks.

For authors presenting on behalf of a collaboration, collaborations are expected to establish a publicly accessible permanent author website for the conference which should be available by the submission deadline for the conference proceedings. The proceedings template provides the option to link to this page.

Links to LaTeX and word templates follow soon.

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Recording a talk

Here some guidance on how to pre-record your talks for the ICRC using commonly available tools.

Ideally, use a microphone close to your mouth. This is usually producing a much better quality than a built-in microphone of a laptop with noisy ventilators and key strokes.
In the end check that you stay within the allocated time (12-min or 2-min) and size (tba) and that your voice is loud and clear. Repeat the recording, if the result is not sufficient.

Zoom

With Zoom this is straight forward. Get a free version of Zoom, open a meeting. Share your screen with the presentation, and chose a display option showing the slides and the speaker. Press the record button and start. After ending the Zoom session an .mp4 file is created. Check that you do not run over time and the sound is loud and clear. Upload only good quality recordings.

Instructions (follow soon)

PowerPoint

Instructions (follow soon)

MacOs

Instructions (follow soon)

Prepare videos for upload

In order to keep the amount of data created when producing videos for upload as small as possible, you should compress the videos before uploading them. This means that you reduce the file size without significantly reducing the quality of the video. In this way, you can speed up the upload and minimise the server load on our resources at the same time. This guide (follow soon) shows you how to achieve this.

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Registration

To register for the ICRC 2021:

1. Get first a DESY Indico account (register here if necessary).

2. Register for the ICRC 2021 using Registration page.

3. Pay the conference fee. Payment will be requested by e-mail in April 2021.

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Topics

  • Cosmic Ray Physics
  • Gamma Ray Astronomy
  • Neutrino Astronomy & Physics
  • Dark Matter Physics
  • Solar & Heliospheric Physics
     
  • NEW Multi-Messenger Astronomy
    connects the classical topics, exploits their combination.
  • NEW Outreach & Education
    a small fringe meeting on methods, activities in O & E.

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