Participation Instructions

We’re excited to welcome you to IEEE SMC 2025! The full program is available here, and you can also view the Schedule at a Glance and program highlights here. Paper presentations will be offered in two modes: on-site and virtual. Most papers will be presented live at the conference venue, while a limited number will be available virtually through InfoVaya. On-site participants can access all presentations, both live and virtual, whereas online attendees will only view virtual presentations via InfoVaya. Please note that no Zoom sessions or live streaming will be used. All participants will have access to papers and their graphical abstracts.

Virtual presentations will be delivered as pre-recorded videos on InfoVaya from October 3–12, 2025. Authors are not required to be online at a specific time, but must monitor their InfoVaya page and respond promptly to questions during this period for their paper to be considered presented. On-site presentations will follow the traditional format, with live talks and brief Q&A sessions.

We encourage all authors and attendees to actively engage with the content and discussions throughout the online conference period.

The technical program of IEEE SMC 2025 features a range of session formats to support both on-site and virtual participation. Each technical session will include 5 to 10 papers, with a 15-minute slot per paper: 12 minutes for the presentation and 3 minutes for questions and answers. Besides oral sessions, the program also includes 90-minute poster sessions, offering an interactive setting for authors to present and discuss their papers. Presenters should check the final program to confirm the type of session in which their paper will be presented.

The program is organized into the following session types:

• Regular, Special, and Poster Sessions – exclusively for on-site presentations.
• Virtual Sessions – exclusively for online presentations, accessible via the InfoVaya platform.

Instructions for Regular and Special Session Paper Presentations

To ensure a smooth and professional experience during the on-site sessions at IEEE SMC 2025, presenters are asked to follow these guidelines:

• Arrival Time: All presenters should arrive at their designated session room at least five minutes before the scheduled start time. This allows time to check in with the session chairs and confirm that the presentation setup is ready.
• Presentation Timing: Each presentation is allocated a total of 15 minutes, consisting of 12 minutes for the talk and 3 minutes for questions and answers, as well as speaker changeover. Presenters are expected to manage their time carefully to maintain the session schedule.
• Presentations: Authors must bring their presentation file to the session room in either PDF or PowerPoint format and upload it to the presentation PC before the session begins. If a PDF version has already been uploaded to InfoVaya, it may also be available on the session room laptop; however, presenters are responsible for ensuring the correct version is used.
• Timekeeping: Will be managed by the session (co)-chairs, who will display visual reminders at 5, 2, 1, and 0 minutes remaining. These cues are designed to help presenters stay within their allotted time and ensure a smooth session flow.

Instructions for Poster Presentations

To ensure a smooth and engaging experience during the poster sessions at IEEE SMC 2025, please follow these guidelines:

• Arrival Time: Arrive at the poster area at least 5 minutes before your session starts to set up your poster and check your assigned board.
• Poster Setup: Mount your poster on the designated board before the session begins. Mounting materials will be provided.
• Session Duration: Poster sessions last 90 minutes. At least one author must remain at the poster for the entire session to interact with attendees and answer questions.
• Engagement: Be prepared to explain your work clearly and concisely. Use visuals to guide discussions and encourage interaction.
• Removal: Remove your poster promptly at the end of the session to allow the next group to set up.

Instructions for Regular and Special Session (Co)-Chairs

Session chairs at IEEE SMC 2025 are responsible for ensuring that their sessions run smoothly and stay on schedule. Their key responsibilities include:

• Arrival & Setup: Chairs should arrive at the session room at least five minutes before the scheduled start time and confirm the presence of all speakers with the volunteer host.
• Time Management: Chairs are expected to introduce each speaker and ensure they adhere to the allocated 15-minute slot, 12 minutes for the presentation and 3 minutes for Q&A and transition. Time-keeping signs will be provided to assist with pacing.
• Moderation & Reporting: Chairs are responsible for briefly introducing each speaker and their presentation title, moderating the Q&A segment, fostering engaging discussion, and ensuring a seamless transition between presentations. At the conclusion of the session, they must complete the reporting form to confirm which papers were presented. A paper is considered presented if it was delivered on-site and the author actively participated in the Q&A.

Instructions for Poster Session (Co)-Chairs

Poster session chairs at IEEE SMC 2025 are responsible for ensuring that their sessions run smoothly and provide an engaging experience for attendees. Their key responsibilities include:

• Arrival & Setup: Chairs should arrive at the poster area at least five minutes before the scheduled start time and confirm that all posters are mounted and authors are present.
• Session Oversight: Ensure the session begins and ends on time. Walk through the poster area periodically to assist with any issues and encourage interaction between authors and attendees.
• Author Presence: Verify that at least one author is present at each poster throughout the session. If an author is absent, note this for reporting purposes.
• Moderation & Support: Be available to answer questions, resolve logistical issues, and maintain a professional and welcoming environment.
• Reporting: At the end of the session, complete the reporting form to indicate which posters were presented. A poster is considered presented if it was displayed and an author was available for discussion during the session.

Instructions for Online Presentations

Authors presenting virtually at IEEE SMC 2025 must follow the guidelines below to ensure their paper is properly represented during the online conference period via the InfoVaya platform:

• Video Submission: Authors are required to upload a pre-recorded video of their presentation to the InfoVaya platform. No live sessions will be held.
• Engagement: Videos will be available from October 3 to 12, 2025. During this period, authors must monitor their paper’s InfoVaya page and respond to questions from attendees.
• Reference Materials: Detailed instructions regarding video specifications, graphical abstracts, and submission procedures are provided in the official presentation guidelines below.

Authors of IEEE SMC 2025 Contributed Papers are required to prepare the following presentation materials. These should be uploaded on the InfoVaya platform from September 19 to September 28, 2025. Please observe those dates.

Registrants will be able to view your presentation materials, but they won’t be able to download them.

Submission Process

To submit your presentation materials, please follow the steps below:

• Go to https://events.infovaya.com/event?id=164 (note: the system will be up and running on September 19, 2025)
• Log in with the email address you used in the peer-review stage, 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 under “Action Required”.
• Select the relevant tab on the left-hand side. 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:

• From the Home page, click on your name/photo to go to your Profile page.
• Click on your presentation title under the “Contributions” section.
• Click on the red edit button, select the relevant tab, and remove your existing file.
• Upload your new file.

Graphical Abstract (Mandatory for All)

The Graphical Abstract is a visual summary of your work, aiming to give viewers a quick idea of your paper at a glance. This can be one of the main Figures in your paper, or a collage of key Figures or ideally, a purpose-made image.

Graphical Abstract Preparation

Please ensure a good visual quality when viewed on the platform.

• Orientation: landscape or portrait
• Image size: 400x400 pixels [minimum]
• File format: JPG
• File size: 10MB [max]

You could also refer to the article "Designing an effective graphic abstract" by Alice Chen Kitterman, Science Robotics Vol.6, No.61 [https://www.science.org/doi/10.1126/scirobotics.abn1724].

Video (Mandatory for Authors not Attending in Person)

The video should be self-contained and describe the contributions of your work.

Video Format

• Video file: MP4
• Video duration: 12 minutes [max]
• Video file size: 300 MB [max]
• Video filename: Start with SMC25_ followed by your paper's ID, e.g. SMC25_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 centred 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 side, 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

Poster

The poster should be self-contained and describe the contributions of your work.

On-Site Poster Format (mandatory for poster sessions)

• Page size: A0
• Page orientation: Portrait
• Printing: Authors are responsible for printing their posters and bringing them to the conference venue.
• Setup: Posters must be mounted on the assigned board before the session begins. Mounting materials will be provided on-site.

Online Poster Format (optional)

• File type: PDF
• Page size: single A4
• Page orientation: Portrait
• File size: 10 MB [max]
• Filename: Start with SMC25p_ followed by your paper's ID, e.g. SMC25p_0123.pdf

The poster must be submitted as an A4-sized PDF document so that it displays properly on the platform. To easily resize an A0 poster (designed for the conference hall) into A4, one can use any free online tool (e.g. https://freepdfonline.com/resizepdf/).

Slides (optional)

The slides should be self-contained and describe the contributions of your work.

Slide Format

• File type: PDF
• Page size: multiple A4
• Page orientation: Portrait or Landscape
• Aspect ratio: preferable 16:9
• File size: 10 MB [max]
• Filename: Start with SMC25s_ followed by your paper's ID, e.g. SMC25s_0123.pdf