Guidelines for Preparing ICGaN Presentation

Guidelines for Preparing ICGaN Presentation

The following are brief presentation guidelines and expectations.

Before reading the following guidelines please:  

  1. Familiarize yourself with our  Conference Code of Conduct. 

  1. Register for the conference (in-person deadline: February 20 | virtual deadline: February 27).  

A summary of important dates:

Informing the ICGaN Committee about wanting to present in-person

Monday, February 17, 2025, 5:00 p.m. in your time zone

Demo videos submission deadline

Thursday, February 27, 2025, 5:00 p.m. in your time zone

Presentation submission deadline

Saturday, March 1, 2025, 5:00 p.m. EST.

If at any point you have questions about what you need to do to participate in the conference. Please reach out to icgan.submissions@uwaterloo.ca.  

Individual or Paired Presenters, and Panels

All accepted papers will be a presentation on a panel grouped with 3-4 other related submissions. If you submitted a full panel, you will only be with those panellists you submitted with.   

  • All presentations will be happening synchronously on Gather.Town and in-person.  

  • Presentations will be recorded and hosted on Gather.Town for the duration of the conference to allow for asynchronous viewing. 

To keep the conference running smoothly, all papers will only be presented by one to two (1-2) authors. Please make sure you identify your presenter and a backup presenter for emergency scenarios.  

  1. Each presentation should be 15-20 minutes in length, regardless of the number of authors. 
  • Panel Chairs will be moderating and have timecards to indicate when you have 5-minutes, 3-minutes, and 1-minute of your allocated time left. At the 20-minute mark they will stop you. 
  • To keep the conference running smoothly, all papers will only be presented by one-to-two (1-2) of its authors. Please make sure you identify who your presenter will be, as well as a back-up presenter for emergency scenarios. 

  1. You must show up 10-minutes ahead of time before your presentation for a technical rehearsal. Specifics on rehearsals (virtual, Waterloo, and Melbourne) will be sent closer to the conference dates. 

  1. Presentations must have a visual component (i.e. slides). Presentations give you an opportunity to provide detail and context to your work that goes beyond your abstract submission. As such, we do not want presenters to merely be reading their abstracts to attendees. 

In case of technical glitches, Wi-Fi bandwidth hiccups, or incompatible systems the day of, we require you send us your presentation by Saturday, February 29, 2025, 5:00 p.m. EST.

This is so we have a back-up in case of a technological issue and to ensure smooth transitions). We ask that presentation files are submitted as either: 

  • A pre-recorded video essay 
  • A PowerPoint presentation (google slides can be exported as such); or 
  • A PDF file

  1. As this is an interdisciplinary conference, we highly encourage, and insist you  spend the first few minutes of your presentation: 

  • Situating yourself and your discipline or background 
  • Defining any disciplinary or industry jargon, terms, or methodologies. Don't assume people know what you're talking about! (E.g. in the humanities, the concept of "audience" means very different things if you're in rhetorical studies, fine arts, or sociology.) 

Providing this information makes it easier for the audience to understand your work and ask more relevant questions. There is no singular way these requirements must be implemented.   

We recommend that your disciplinary background be discussed near the start of your presentation. This gives the audience some basic expectations about the type of terms and work they are about to see. This could look like a slide about yourself, or a note on your title slide about your background.    

Demos

All demos are presented as a 3 to 5-minute videos. Demo videos must be submitted as an MP4 file. Demo videos MUST cover at least the following information:  

  • A title card that lists the demo title, the authors, and their disciplinary background.  

  • The motivation behind the work.  

  • The research question/direction behind the work (i.e. the goal).  

  • An explanation of the project/artifact.  

The presentation must succinctly define any disciplinary-specific concepts, theories, or methods relevant to understanding the project's purpose or design.  

  • All demo videos must be sent to the conference organizers via e-mail (icgan.submissions@uwaterloo.ca) by Thursday, February 27, 2025, 5:00 p.m. in your time zone.  

  • We need videos by this deadline for our in-person technical team to test the presentations both in-person and online.  

At least one demo author is required to be with their in-person artifact at all times to answer questions, and ensure their project is not damaged.  

Demo presenters must provide all specialized technology needed to run their demo (e.g. VR headsets, laptops).  

Demo presenters must inform the ICGaN Committee of any space or table needs for their demo. Presenters may also request reasonable equipment (e.g. monitors, keyboard, mouse) to be borrowed from the Games Institute.  

Requests are not guaranteed to be met, but the ICGaN Committee will inform presenters of what can be reasonably accommodated on an individual basis.   

All demos are invited to showcase their project in-person at the Demo Exhibition. Authors choosing to showcase their demo in-person must inform the ICGaN Committee about wanting to present in-person by Monday February 17, 2025, 5:00 p.m. in your time zone via e-mail at icgan.submissions@uwaterloo.ca. Presentations that do not notify the ICGaN Committee by this date will be assumed to only be presenting their video.