Define a presentation mode for submissions

We will host our conference as a hybrid event. While some participants will join us on-site, others will attend online. In order for us to know in what way authors will present their papers, we would like to ask them their preferred presentation mode: online, on-site or maybe even not at all. How can we include this question on the submission form?

We would like to ask all authors if they plan to participate the event or if they don’t have time or resources to attend. How can we conduct such a survey?

(A German version of this article is available.)

You can enable a separate section on the submission form to ask for the “presentation mode”. Alternatively, you can enable a separate page and phase allowing authors to enter and/or update their preferred “presentation mode”.

To activate this option, please first go to:
Overview => Settings => Main Settings for Paper and Abstract Submission
... and enable the expert settings on the bottom of the page by clicking on "Expert Settings Disabled" or the cogwheel. Continue to select an appropriate setting for the option 'Enable Selection of the "Presentation Mode"' (see image 1).

You have three options:

• No -> The presentation mode will not be enabled. This is the default.
• Yes -> The presentation mode will be enabled and an additional section asking for the presentation mode will appear on the submission form (see image 2).
• Yes, and enable an extra page and phase to allow authors to select their presentation mode separately. -> The presentation mode will be enabled and appear on a separate page for each submission. This can be helpful if you want to have a separate phase during which you want to ask for the presentation mode or if you decide to ask for the presentation mode after the initial submission is already over (see image 3).
  

Once you have activated the selection of the presentation mode, continue to create and configure the different modes.

The new option for managing your presentation modes appears here:
Overview => Settings => Manage Presentation Modes
Click on “Create Presentation Mode” to generate a new mode (see image 4).

After that, adjust the settings for each track:
Overview => Settings => Manage Submission Types / Conference Tracks
Scroll to the option “Presentation Modes” and make a selection.
You have to enable presentation modes for each track, can select the maximum number of modes to select and also define the position on the submission form (see image 5).

Finally, if you have chosen “Yes, and enable an extra page and phase to allow authors to select their presentation mode separately”, please activate the corresponding phase here:
Overview => Settings => Conference Phases and Deadlines
Please go to the section “Presentation Mode Update”, enable the module via the toggle switch and set a start date and an end date (see image 6).

If you have chosen an extra page for the presentation mode update and defined a general phase for that function, you can set an alternative deadline for each track separately:
Overview => Settings => Manage Submission Types / Conference Tracks
Please go to the section “Deadline for Presentation Mode Updates” and via the option “Alternative Deadline for Presentation Mode Updates” activate and define an alternative earlier deadline for this track (see image 7).

Please test your new settings by submitting a test submission or logging in as an author who has already submitted a proposal and now is supposed to enter the presentation mode.

Hint:
If you want to change the name / labels of the presentation mode feature for your conference, please update these wordings:
•   S_PAPER_FORM_PRESENTATIONMODE   
•   S_PAPER_FORM_PRESENTATIONMODES   
•   S_PAPER_PRESENTATIONMODE
•   S_PAPER_PRESENTATIONMODE_TITLE
•   S_PAPER_PRESENTATIONMODE_INTRO
•   S_PAPER_PRESENTATIONMODE_DEADLINE
•   S_INDEX_PAPER_EDIT_PRESENTATION