How to...
Here you find answers to frequently asked questions, and guidance and instructions for contributing to the ICRC 2021.
Menue
Presentations
Abstract Submission
Abstracts submitted by large collaborations
Abstract Editing
Contributions
Materials
Poster presentation
Presenter Forum
Proceedings
Recording a talk
Program
Discussion Sessions
Highlight Talks
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 1 March 2021. The abstract submission closes on Monday 1 March, 24:00 AKST in the most western Timezone (Alaska), which is Tuesday 2 March, 10:00 CET (Berlin).
- Get first a DESY Indico account (register here if necessary).
- 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
- 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.
- 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)
- 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.
- 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.
- Register here for access to all parts of the conference (all days, live streams, recorded presentations, discussion sessions, proceedings papers, ...)
Abstracts submitted by large collaborations
There is no strict limitation on the number of contributions for large Collaborations. However, there will be a practical limit in total number of contributions (about 1500).
As for past conferences, it is up to the International Science Program Committee (ISPC) to assess the contributions (based on the abstracts) and rank them according to quality and relevance. If participants submit too many abstracts, some weaker contributions will drop out at the end. In the past the ISPC limited the number of contributions for large collaborations to about 35-40. This is of the order of 3% of the whole conference.
Even a big and productive collaboration should be able to describe their results and achievements in 40 contributions. It would be a great help if a collaboration itself limits and ranks their own contributions to ensure that the most important results are presented. If too many are submitted the ISPC may decide for you which ones are relegated to posters or even drop out.
The ICRC has an emphasis on physics results over plans for the future. Future experiments are not yet taking data, so much work is on the science potential, theoretical work and on technology. As important as this work is, certainly not all of it can possibly be presented as a contribution. Of course, every participant is free to submit abstracts, and perhaps not all minor results have to be collaboration papers.
It does not make sense to submit too many contributions. It would overwhelm the ISPC, the rapporteurs, the proceedings team and, not least, the participants who could not work through a too large amount of presentations.
Collaborations or groups of scientists should think about offering a highlight talk (plenary 25+5 min) with some key results and a good speaker. If a collaboration/group submits many interesting results as abstracts, they have a good argument to ask for a highlight talk, even though plenary highlight talks are limited, too. Also here, the ISPC determines the highlight talks.
As for past conferences, the ISPC will likely classify around 1/3 of the contributions as talks and 2/3 as posters.
Editing your Abstracts
To Edit your abstracts go to the bottom of the Abstract Submission page. There you will find a list of your abstracts. By clicking on one, more details will show. Here, you can find the Edit button, which is located right next to the withdraw button. By clicking on it, a form will open and you can make the necessary changes to your abstract. Don't forget to save at the bottom of the form. This editing option is only available while the abstract submission is open.
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.
Contributions
"Short talks" and "Posters".
Each person can have maximum 3 abstracts they pay for. It is ok to be co-author of several others …
The person paying for is supposed to be the main contact for the contribution and also the presenter.
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.
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).
Fees
|
Price for Attending (per person) |
80€ |
|
Price for Attending (per person) after 1. July 2021 |
250€ |
|
Price for each contribution |
50€ |
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For undergrads and young scientists discounts are available. |
Why fees for an online conference? (pdf)
With a participation of more than about 700 persons/contributions, the income would allow reduction of the fees. We will give an appropriate discount, once all abstracts are assessed, and before invoices for payments are sent out (around end of April).
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 (with e-mail subject: "discounted rate") 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 send a scan of your valid student card (with photo) and your program of study and semester (preferably in english) to icrc2021@desy.de (with e-mail subject: "free undergraduate access") before you make your payment. Note: To present a paper you still need to pay the paper fee.
We can´t reimburse the fee for a regular registration to undergraduate students, because of administrative efforts. Please make sure you apply BEFRORE you make the payment.
Highlight Talks
Highlight talks are selected by the International Scientific Program Committee (ISPC) upon receiving abstracts for contributions (short talks and posters) from the community. If a collaboration (or a group of individuals) has a number of interesting results that would warrant a longer plenary presentation, they should request a highlight talk by sending a mail to icrc2021@desy.de. They should still submit abstracts for the individual results, but note in the comments field that a specific abstract would be presented in a certain highlight talk. Once ISPC has given a highlight talk, the proposing collaboration (or group) is largely free to select what to present and who is presenting it.
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/
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.
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.
Plenary talks
Plenary talks are Invited Reviews, Highlight Talks and Rapporteur Talks.
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Talks will be either pre-recorded (preferred) and live streamed or recorded live during the official event.
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Deadline for Proceedings submission is 15 September 2021.
These videos will remain accessible after the conference.
Poster Contributions
Contributions fitting to the topic of one of the ~60 discussion sessions are scheduled for open discussion, where the presenter should attend.
Contributions without a presentation in one of the discussion sessions will have the possibility to present their work at the Presenter Forum - kind of an online poster session.
All posters will be accessible throughout the conference.
- 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).
Presenter Forum
Proceedings
|
Paper type |
page limit |
Upload (preliminary version) |
Upload (final version) |
|
Contributions |
8 pages |
5 July |
31 July |
|
Highlight |
16 pages |
--- |
15 September |
|
Review, Rapporteur |
24 pages |
--- |
15 September |
The templates for the proceedings can be downloaded from here [ZIP] (if you had problems compiling, please use the updated version linked now) in formats of LaTeX and OpenDocumentText. Authors presenting on behalf of a collaboration have the possibility to provide a full list of collaboration authors at the end of the pdf contribution which will not count against the page limit. In addition, the collaborations can submit a xml-file of their author list to publish this information in the DOI reference. Details on how to provide these xml files can be found later here or contact icrc2021proc@desy.de.
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
Please check the size of your recording. With Zoom, recordings are typically no more than about 5 MB per minute of recording. If you recording is much larger than that, you may want to reduce the size of the videos before uploading them to keep the amount of data created when producing videos for upload reasonably small. This guide (follow soon) shows how to do this.
Registration
To register for the ICRC 2021:
1. Register for the ICRC 2021 using Registration page.
2. Pay the conference fee. Payment will be requested by e-mail in April 2021.
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.
Terms and Conditions
