Guide for Symposium Organizers and Speakers

1. General Information for Organizers and Speakers

• Each session may either use a shared session PC (if slides are collected in advance) or individual laptops brought by each speaker, connected to the Zoom meeting for the session room. Presentations should be delivered using Zoom screen sharing.
- ◦ Speaker: OFF & Microphone: OFF & Camera: OFF
- ◦ Please use the venue microphone for speaking.
• The conference secretariat will prepare a dedicated PC for streaming in each session room.
• Audio and Video System
- ◦ In the on-site venue
  - ▪ The Zoom screen displayed on the fixed PC will be projected onto the room screen.
  - ▪ Audio from the venue microphone (and audio from Zoom participants) will be played through the room speakers.
- ◦ For online streaming
  - ▪ Slides will be streamed via Zoom screen sharing.
  - ▪ The speaker will be captured by the camera installed in the session room.
  - ▪ Audio from the venue microphone will be streamed online.

• The structure of the session program (presentation order, presentation length, inclusion and duration of Q&A, etc.) is at the discretion of the session organizer.

• Please arrive at the session room at least 30 minutes before the session begins, and complete Zoom connection and screen-sharing tests at least 15 minutes before the session starts.
• During the session, the organizer is responsible for chairing and moderating the session, managing presentation time for each speaker, and ensuring that the session runs according to schedule.

• Slides should preferably use 16:9 aspect ratio with Full HD resolution (1920 × 1080).
• Audio in embedded videos is not guaranteed to work during the presentation.
• Presenters are responsible for the content of their materials. Please ensure that your materials do not infringe any third-party rights (e.g., copyright, image rights, privacy). Where necessary, include proper attribution and obtain permission for use.
• If the materials contain inappropriate content or potential rights violations, the LADEC2026 Secretariat may cancel the presentation or suspend distribution.
• Please take care to protect personal information and avoid identifying individuals unnecessarily.
• If there are co-authors, the presenting author is responsible for ensuring that all co-authors have understood and agreed to these guidelines.
• Advance submission of slides is not required (except for sessions with simultaneous interpretation).
• For sessions with simultaneous interpretation, slides must be submitted to the organizers by June 28 (Sun), 23:59 JST.

• Please arrive at the session room at least 15 minutes before the session begins to test the Zoom connection and screen sharing.
• To ensure smooth session management, please adhere strictly to the allotted presentation time.

• If the speaker wishes, presentation slides may be published on the Connpass event page.