Authors Presentation Materials Instructions
Each technical session at ICRA 2025 will consist of two parts. In the first half, all papers in the session will have a 5-minute oral presentation. The second half of each technical session will be a poster session which includes all papers in the session. That is, each paper will have both a 5-minute oral presentation and a 30–40-minute poster presentation, all in the same room. The length of the poster session will depend on the number of papers in the session, with more time allotted for sessions with more papers so that attendees have time to visit more posters.
Authors of ICRA 2025 Contributed Papers and RAS Journal Papers that will be presented in technical sessions at ICRA 2025 may prepare:
GRAPHICAL ABSTRACT
- MANDATORY for ALL papers
- uploaded to ICRA App between April 28, 2025, and May 9, 2025
POSTER
- MANDATORY for ALL papers with an in-person presenter
- authors must bring a PRINTED HARDCOPY to the conference
VIDEO
- ONLY for papers with no in-person presenter
- uploaded to ICRA App between April 24, 2025, and May 15, 2025.
Please note that ICRA 2025 registrants will be able to view materials uploaded to the Conference App, but they won’t be able to download them.
Graphical Abstract (Mandatory for ALL papers)
All technical papers presented at ICRA 2025 need to have a graphical abstract (aka 1 slide) uploaded to the Conference App (InfoVaya) by May 9, 2025, by following the submission process outlined below.
The Graphical Abstract is a visual summary of your work, aiming to give viewers a quick idea of your paper, at a glance. It will help conference attendees to determine if they are interested in attending your session and talking with you during the poster part of your session. It will also remind them about your work after the conference. The Graphical Abstract could feature one of the main Figures in your paper or a collage of key Figures or an image made specifically for this purpose.
Graphical Abstract (Mandatory for ALL papers)
Please ensure a good visual quality when viewed on the platform.
- Orientation: landscape or portrait
- Image size: 400×400 pixels [minimum]
- File format: JPG
- File size: 10MB [maximum]
You could also refer to the article “Designing an effective graphic abstract” by Alice Chen Kitterman, Science Robotics Vol.6, No.61
Poster (MANDATORY for ALL papers with in-person presenter)
The second half of each technical session will be a poster session which includes all papers in the session. Each paper will have a designated location for presentation which will include a poster board that can accommodate a poster no larger than 36 inches wide and 48 inches in height, and a small table with power which could hold a laptop.
Authors must bring a printed hardcopy of their poster to the conference – the conference will NOT print the posters and there will be no digital monitors provided. Posters do NOT need to be uploaded to the Conference App.
Authors will be responsible for setting up their poster in their assigned poster location during the break before their technical session starts and they are responsible for taking their poster down when the session finishes.
Video (ONLY for papers with no in-person presenter)
If no one is able to present your paper in person at ICRA 2025 in Atlanta, then you need to prepare a 5-minute video. It will be played during the oral presentation part of the technical session that includes your paper. It should be uploaded to the Conference App (InfoVaya) by May 15, 2025, by following the submission process outlined below.
The video should be self-contained and describe the contributions of your work.
Video Format
- Video file: MP4
- Video duration: 5 minutes [maximum]
- Video file size: 300 MB [maximum]
- Video filename: Start with ICRA25_ followed by your paper’s ID, e.g. ICRA25_0123.mp4
- Video dimensions:minimum height 480 pixels HD, aspect ratio 16:9. Zoom (see Video Preparation section below) will automatically apply these settings.
Video Preparation
We recommend using Zoom as it will allow you to easily record a compatible, high-quality video from content displayed on your computer screen and voice recorded via the computer microphone.
To use Zoom to capture your video: Create a Zoom meeting where you are the only participant. Start the meeting and share your screen (your presentation slides) and turn on your camera so that your face is visible. Click on “Record” and start recording your video. Showing the speaker’s face is recommended but not mandatory. If you choose to do so, please make sure that the speaker window is on the top right corner of the screen, not covering the slides.
Check your filming conditions. Ensure that your background is appropriate or use a virtual one. Your head should be centered and take up much of the frame (remember this will be a small window on your video). Lighting should be in front of you or slightly to the slide but not behind you. Test your microphone and limit background noise and alerts from your phone or computer.
You may find the following “IEEE Video Presentation Guidelines” useful: https://ieeetv.ieee.org/ieeetv-specials/recording-your-presentation-with-zoom
Submission Process for Materials submitted to the Conference App (InfoVaya)
To submit your Graphical Abstract and, if you cannot attend ICRA 2025 in person, a 5-minute Video, to the ICRA 2025 Conference App (InfoVaya) please follow the steps below:
- Go to https://rasevents.org/
- Log in with the email address you used in the peer-review stage when submitting your manuscript to the papercept/paperplaza system, and your InfoVaya password. To create or reset your password, click on “Set a new password” and follow the instructions therein.
- Click on the title of your paper in the “My Presentations” section.
- Select the relevant tab on the left-hand side of the edit page. Upload your file.
- Repeat steps (3) – (4) to upload all the materials for all your presentations.
- If you need support, please contact the InfoVaya helpdesk at helpdesk@delfys.com
If you need to replace your uploaded materials with a newer version:
- Go to your Presentation page and click on the red “Edit” button.
- Select the relevant tab and remove your existing file.
- Upload your new file.
