FAQ

Online Conference

Where and when will the conference be held?

The conference will start on Feb 28th, 10:00. More details in the program. The conference will he held online, in the GatherTown platform.

What is GatherTown?

GatherTown is a web-conferencing software like Zoom, but with the added component of seeing the virtual "room" you and others are occupying, and with the ability to move around and interact with other participants based on your locations in the room, just like real life.

How do I use GatherTown?

Instructions on how to use the platform can be found here. Additional instructions from the creators of GatherTown can be found here.

Posters

What is the deadline for abstract and poster submission?

All deadlines can be found in the poster session page or the oral presentation session page.

Can one student / researcher submit more than one abstract / poster?

No. One participant can submit only one abstract / poster as the first author. Nevertheless, they can be co-authors of multiple posters.

When should the abstract be submitted?

All deadlines can be found in the poster session page or the oral presentation session page.

Can I make changes to the abstract after its submission?

Yes, but only once and no later than the deadline for the abstract submissions. After that, no changes in the abstract can be made.

I am a VU LSC (lt. VU GMC) student. Do I have to pay a poster registration fee? Are there any additional requirements or deadlines?

With any questions concerning discounts and registration fee exemptions contact coins@thecoins.eu.

Do I have to provide my poster before the virtual poster session? What format should be used for the poster submission?

You must provide your poster two weeks before the virtual poster session (February 14th). This is because organizers have to upload your posters to the platform and ensure that everything works as expected.

The poster must be submitted in PDF format.

Where and when will I receive instructions and the link to the poster session event?

If your abstract has been accepted, you will receive instructions on navigating the virtual poster session platform and a link to the email stated during the registration process.

Instructions on the session platform will be provided on February 14th.

I don't know how to navigate and use the poster presentation event's virtual platform. Will there be a demo event?

Yes. You will receive information about the demo event on February 14th.

Can there be more than one presenter?

Yes. But we strongly recommend that there would be no more than two presenters. If there will be more than one presenter, please state that in the registration form and provide another presenter's email address. Otherwise, other presenters are risking not receiving participation certificates.

When will I receive the registration confirmation and acceptance email?

You should see the registration confirmation notice right after the registration has been finalized on thecoins.eu site. After that, please wait for one week for the final acceptance notice.

Are there any additional points from the organizers during poster evaluation?

Yes, there are some. If this is a virtual event, additional points are given for pre-recorded poster presentations, abstracts composed using the given template, and meeting the poster submission deadline. In a live poster session, additional points go to presenters who provide posters to organizers in time, compose abstracts using the given template, and whose posters meet the poster size requirements. Further information can be found in the poster session page

What are the criteria during the poster evaluation process? What language should I converse with the judges?

You will be evaluated in these categories:

  • Organization (information flow in the poster)
  • Content
  • Background theory
  • Conclusion / Future prospects
  • Oral presentation

You can find the evaluation rubric here. Note that you will have an opportunity to see the evaluation forms of your poster/oral presentation after the respectable sessions.

We require using the English language during the poster session and during the conference itself.

I changed my mind about participating in the poster session. Can I withdraw and get a full refund?

Yes, you can withdraw from the poster session and get a full refund, but only until the registration deadline. After that refund will not be possible.
To withdraw from the session, write to presentations@thecoins.eu. To get a full refund, please contact coins@thecoins.eu.

Is it necessary to be by my poster all the time during the poster session (either virtual or live)?

Yes, you must be at your poster during the poster session. If the judge or organizer does not find you, you will forfeit your right to receive the certificate of participation.

Will I get a certificate of participation in the poster session? When will I receive it?

Yes, you will receive the certificate of participation. Note that if the judge or organizer does not find you by the poster, you will forfeit your right to receive the certificate of participation.

The certificate will be sent to the email provided during the registration process no later than the week after the conference.

Can I submit the poster that was also presented at other conferences?

It would be best if you do not do that. Of course, organizers don't have the means to track all the conferences to check if your research was presented earlier using the same poster. This is where we appeal to your sense of integrity.

Also, it would be uncomfortable if the organizers did recognize your poster from a previous The COINS conference or other conferences, so please, be creative and produce something unique.

Can I submit a pre-recorded poster presentation? How should I do it? Are there any guidelines for it?

Yes, you can and should if you want additional points from the organizers.

Recording file size mustn't exceed 200 MB. Acceptable file formats are MP4 and WebM. Presentation duration – up to 5 min.

You should make a presentation of your poster as if you would do it live. There is no need for additional slides or data. Use only what you see in your poster.

My poster features data that we plan to use for publication. Will my poster be published or shared online (either during the virtual or live conference)?

No. The organizers will not publish or share your poster online (except privately, when posters are provided for the judges to do preliminary evaluation). Nevertheless, keep in mind that the organizers do not take responsibility if the conference's attendees, for example, take photos of your poster.

Do I have to submit my poster in PDF format before the poster session?

Not necessarily. But during the poster session, most time should be dedicated to discussion. Thus we kindly ask you to do that at least five days before the conference so that judges can get familiarized with your poster and do a preliminary evaluation.

To upload your poster, click here.