¶ Schedule Editor Quick Start
Workshops, tutorials, expo events, competitions, and demos may have complex formats which require a sub-schedule. The schedule editor allows an organizer of one of these events to maintain that sub-schedule.
- Make this page wide in your browser to see a table of contents
- Optionally view the video tutorial for the schedule editor
- Log into the conference website and on the home page, there will be a purple link to the schedule editor at the top of the page.
- Review the information listed and update as needed: title, abstract, URL, organizers and Time Zone. Hit the “Save” button to save.
- Click the Organizers button to add the event organizers. Click the “Save” button to save
- Click the “Enter your schedule” button
- Click the “Add New Presentation” button
- Select the Presentation Style from the dropdown
- Add the name of the event (Introduction, Talk, Panel, etc.)
- Type (Demonstration, Panel, Break, Talk, etc)
- Start time and end time
- Abstract and URL (optional).
- Click the “Save” button.
- At the bottom of the event, add the email address of the presenters (It must be linked their NeurIPS profile)
- Continue to add events and presenters as needed.
To import Title, Authors, and Abstracts from CMT or OpenRevice for Poster, Oral or Spotlight events use the CMT or OpenReview Import Tool.
¶ Accessing the Editor
You must be logged into the website in order to use the schedule editor. When you visit the home page, e.g. https://neurips.cc, you should see a button that will take you to the editor. You may also visit /Workshops/workshopapplication.
¶ Title, Nickname, URL, Abstract
Clicking the button will take you to the schedule editor.
Maintain your title, abstract, and the external Website URL (your own homepage). Press Save to save changes.
Abstracts support markdown formatting or LaTeX but not both.
If the website schedule has already been posted, changes should be visible immediately.
¶ Complimentary Tickets
Events are given a fixed number of complimentary tickets intended for the event organizers and their keynote speakers. If you run out of complimentary tickets, please ask your chair for more. If you don't need all of your complimentary tickets for organizers and keynotes, leave them unused. Only the primary contact (PC) can give out complimentary tickets. The PC should click the “Assign Reserved Tickets” button in the lower left (see screenshot above) to assign these tickets. If a complimentary ticket is given to someone who has already paid, a refund will be automatically generated to their credit card. The refund will take about 10 business days to post to their account. All complimentary tickets must be assigned within 30 days of the end of the conference.
¶ Organizers
Click the Edit Organizers button. You can add organizers is section 2. You can remove, re-order and set the Primary Contact (PC) in section 3. Do not add the presenters here they will be added in a later step.
¶ Managing your Schedule
¶ Timezone
The first step to managing your sub-schedule it to set the timezone that the schedule editor will use. See the Timezone field in the above screenshot. Avoid choosing things like GMT-7 in favor of choosing a city such as America/Los_Angeles. There are 2 benefits to doing this. 1) GMT-7 seems like it might be the US West Coast, but it's actually Cambodia because Python conforms to the POSIX standard, and 2) daylight savings is included in the calculations for cites but not in the GMT offsets.
¶ Enter your Schedule
Click the “Enter your Schedule” button and you'll see the sub-schedule editor. The Add New Presentation Button will open a new form titled “Add an event”.
¶ Presentation Style
For each event, you will need to choose one of the following presentation styles. The presentation style tells the SlidesLive engineer whether and how to stream the event. It also tells SlidesLive whether they need to email a recording link to the event's presenters.
| Style | Prerecorded | Stream from Zoom | Hidden From SlidesLive | Behind Registration Paywall | Use Case |
| Live short intro | no | yes | no | yes | Quick 2 or 3 minute intro for a talk |
| Talks, prerecorded & live-streamed | yes | yes | no | yes | Talks, Orals, or any pre-recorded presentation that should stream |
| Live Q&A, talk or panel, live-streamed | no | yes | no | yes | Panel Discussions, Demonstrations and other live content that is not pre-recorded but should stream. |
| Parallel poster session placeholder, no SlidesLive engineer | depends | no streaming from SlidesLive | yes | your choice; post to website homepage to make public | Use this to indicate a poster session, usually with a link to more detail on your website home page. |
| Prerecorded on-demand video, not live-streamed with session, e.g. posters | yes | no | no | no | Use SlidesLive content delivery network and high quality streaming for prerecorded poster sessions |
| Link-only, appears in the schedule, but no SlidesLive engineer | no | no | yes | yes | Advertise a social or anything else where the link needs to be behind the paywall. If the link should be public, also include it on your website homepage. |
| Break | no | no | no | yes | n/a |
The following two presentation styles will cause a recording invitation to be emailed to all presenters listed:
- Talks, prerecorded & live-streamed
- Prerecorded, on-demand video not live-streamed with session.
Name: Enter the name of the event
Type: Enter the event type
Click the Save button to save the changes. A 2nd form will appear below.
As you add sub-events to your event, they will be listed as seen in the screenshot. When you first enter your schedule, the date/time field is not required. Closer to the conference, those will become required. You will be give a list of deadlines including these dates.
Periodically, we send additions and changes to your schedule to SlidesLive. When they see a new event with a prerecorded video, they will email a recording invitation link to all the presenters listed on the event.
¶ Video Status
The “Video” column, as in the image above, contains the SlidesLive status (Video Status Table) of pre-recorded videos (the red circle in the screenshot above). “Incoming” means that an invitation has been sent, but no video has been uploaded. Soon after you enter an event that has a pre-recorded video, you should follow up with it's presenters to let them know the duration of the video they should record. Note that the “Incoming” status is also a link to where the video can be uploaded. If speakers can't find their uploading invitation with the link they can use the URL in this link as well to upload a video.
It can take a day or two after you add a presenter before SlidesLive send out the recording link and the video stat is updated
If a presenter has not received the recording email you can copy the incoming link and send that to the presenter. You should also send them a link to the sample email so the know how to record.
¶ Duration
Once the video is finished, it's duration will appear to the right (red box in the screenshot). Use the duration column to confirm that they record the correct number of minutes.
¶ Adding a Presenter
After you have created a sub-event you can add the presenters for that sub-event. Each event that is pre-recorded must have at least one presenter so SlidesLive will be able to email a recording invitation.
¶ SlidesLive recording email
This is a sample of the email
When editing an event, you will see a form similar to the one in the screenshot at the bottom of the page. Add the presenter using the email address they use at the conference. When adding an email address using the “Website Account/Email” field, a green checkbox will appear as shown in the screenshot. You may submit with the “Add Presenter to this Event” button. If your presenter does not have an account on the conference website, either ask them to create one or create one yourself using the “Create New Account” button (red box in screenshot). The last name of the presenter will appear after the title the event list and if the event is pre-recorded, within a day or two the presenter should receive a recording invitation from SlidesLive.com by email.
¶ See Also