Registration/ParticipationRead the guide
If not done yet, please first register to CarbonFreeConf by clicking on sign-up button down below (or log-in directly if you have already signed-up in the past, even if it was for another CarbonFreeConf-erence). Then log-in and you can submit your talk or poster to organizers.
Learn how to participate to a CarbonFreeConf-erence
- Step 0
- Step 1
Submit your participation
- Step 2
- Step 3
- Step 4
- Step 5
It is recommended that you read all information here at least once to submit your talk or poster in best conditions!
Note that you can always come back here by clicking on this button Read the guide at the top of the web page once the guide is closed.
First you have to create an account on CarbonFreeConf that you will be able to use for other conferences later. To do so, click the sign-up button Sign-up when you close this guide (or sign-in directly using your login and password if you have already signed-up in the past, even if it was for another CarbonFreeConf-erence).
Submit your participation
Once logged-in and after clicking 'Participate' in the top main menu, you can submit your participation in 3 steps and one click!
1) Choose your participation type: talk, poster, or attendance only. Poster will not be an option if organizers do not want posters. Attendance only is if you want to attend the conference but not present your work. To submit a talk, select talk.
2) If you choose a talk or a poster you have to enter your abstract in the corresponding field (note that you cannot copy-paste from word-like documents).
3) The last field is to tell organizers more about you (e.g., your background and why you submit this participation and how well it fits with the conference main theme).
Click) Now click the button Submit my participation at the bottom left of the web page to submit to organizers.
Important 1: If everything went according to plan, you should see a text at the bottom of the page saying "Your participation was submitted" and you should receive an email if you submitted either a talk or poster (alternatively, you can also click on 'My Participation' in the top menu or the wide button 'See my participations/Pre-record my talk/Pre-send a document/Test the virtual room' and check that your participation appears there).
Important 2: You should now wait for your participation to be accepted by organizers. Once it is accepted, your name will appear in the 'Participants' page and the status of your talk will go from 'waiting for acceptance' to 'accepted' in the 'My Participation' page. If organizers have already allowed to see the abstracts, your talk or poster would also appear in the corresponding website pages after acceptance.
Important 3: If you want to submit another participation after having submitted one (e.g., a poster in addition to your talk), click on the central button Submit (a new) talk or poster at the bottom of the page and then follow the same steps as before.
Change your participation
Once you have submitted a participation, you can decide to update its content at any time.
To do so, go back to the 'Participate' page and you will see the participation form that you have already filled in appear. Proceed to changes if you wish and then click Resubmit my participation
Important 1: Once a participation is accepted, only organizers can change its type (e.g. from talk to poster). Otherwise, you will have to delete your participation and create a new one with the right type.
Important 2: If you submitted several participations (e.g. one talk and one poster) you can pick one or the other using the list under the label 'Modify another of your participations instead?' at the top of the page.
Delete your participation
You can delete your participations at any time.
To delete your participation, go to the 'Participate' page and then select the participation you want to delete in the list under the label 'Modify another of your participations instead?'. Note that no list will appear if you submitted only one participation and the latter will be selected right away. Then just push the Delete this participation button at the bottom right of the page.
Important 1: It can also be done from the 'My participation' page by clicking 'Delete?' on the participation of your choice.
Important 2: If everything went well you should see that your participation is not visible anymore either in the 'My participation' or 'Participate' pages.
If asked by the organizers you can easily add slides, documents, posters or recordings (for your talk and/or poster) once your participation is accepted.
To do so, only one place, go to the 'My participation' page in the top menu.
To submit your slides or document: You can add any document and the organizers will have access to it (e.g. slides, paper, image, ...). Click on the Add your document button. Then select the file on your computer. Once added, you see the filename appearing to the right of the button. If it is correct push the Submit the document button. You will then see a new See your document button and Delete your document button. Click on see your document to check that it is correct (if not delete your cookies and try again). In case you inserted the wrong document, you can either click the delete your document button and start all over again or click the Update your document button and then the Change the document button to confirm.
To submit the recording of your talk: Imagine you are not able to give your talk, either because you are on holidays or your internet connection may be too fragile. Then you can just record yourself and upload your video for the organizers to be able to play it on the big day. The video should be in the mp4 format and less than 200 Mb. To do so, click the Select a talk recording button, select the right file, and then confirm by clicking the Submit the recording button. After the complete upload, you will see a new See your recorded talk button, which you should click to verify that it is all correct. If not upload a new recording by following the same process again.
To submit your poster: Posters should be in pdf format. To upload your poster, click on the Add your poster button. Then select the poster pdf file on your computer. Once added, you see the filename appearing to the right of the button. If it is correct push the Submit the poster button. You will then see a new See your poster button and Delete your poster button. Click on see your poster to check that it is correct (if not delete your cookies and try again). In case you inserted the wrong poster or want to change it, you can either click the delete your poster button and start all over again or click the Update your poster button and then the Change the poster button to confirm.
To submit your poster recording: If you feel like a video of your poster with you explaining it is more suited, you can do so! You can either add a pdf alone or a poster's video only or both. The poster's recording should be in the mp4 format and less than 200 Mb. To upload it, click the Select a poster recording button and then confirm by clicking the Submit the recording button. After the complete upload, you will see a new See your recorded poster button, which you should click to verify that it is all correct. If not upload a new recording by following the same process again.
Important 1: For posters, you can either only add your poster as a pdf or as a video or both to get even more engagement.
Important 2: While you are in the 'My Participation' area, click the Test the virtual conference room once button. You can then learn how to use the virtual room and its features! Note that you can only do it once so make the most of it.
It is important to know whether your participation has now been accepted or not!
To do so, go to the 'My participation' page and check whether it is written 'Participation submitted (waiting for acceptance)' or 'Participation accepted'. You may also well be contacted by the organizers to let you know about that sooner or later.