¶ TL;DR:
To skip the details for a more hands on approach. Dive in by clicking the +Add button for a Topia poster scenes on the link for your conference.
- neurips.cc Topia Organizer Admin
- icml.cc Topia Organizer Admin
- iclr.cc Topia Organizer Admin
- mlsys.org Topia Organizer Admin
- aistats.org Topia Organizer Admin
The basic technical data needed to set up a poster scene in a conference with a Topia poster session are:
- A Topia World URL with API access
- The number of posters in a poster scene (multiple scenes in a single world are supported)
- The starting index of the poster assets (defaults to zero)
- Unique Name templates for three assets :
- a unique name format for Poster Titles (indicates a set of Topia Custom Text Assets)
- a unique name format for Poster Thumbnails (indicates a set of Topia Web Image Assets)
- a unique name format for Poster Links (indicates a set of any Topia assets, may be same as either two above)
- Poster Thumbnail dimensions in pixels
- Poster Title attributes (font, default fontsize, minimum fontsize, dimensions of asset in pixels)
¶ Creating A Topia Poster Session
A Topia Poster Session is a part of a Topia World created at topia.io which contains posters presented by several authors at a given time. Conference attendees can virtually walk around the Topia World and visit with the authors and other attendees.
The process for creating a poster session involves several steps.
- A Topia World is created by the EventHosts staff which will be used to hold the poster session.
- A set of papers is selected for a poster session by the organizer(s). It is recommended that this is done on CMT or OpenReview.
- The set of papers is loaded into the conference database.
- Within the Topia World one or more poster scenes are placed.
- Each poster must be assigned to a poster scene.
- Each author of a selected paper creates and uploads a poster and a thumbnail image into the conference database.
- The poster rooms and their associated poster images are auto-uploaded to Topia as long as the scene is enabled.
Steps 2 through 5 are up to the organizers of the poster session. The sixth step is usually performed by paper authors but may be completed by the organizer. The last step is performed by the Event Hosts conference support team, done repeatedly throughout the conference.
¶ Organizer Admin
The Organizer Admin page is used throughout the Poster Session organizing process that follows. Note that only Workshop Organizers and other Organizing Committee staff have access to these pages. If this link doesn't work the list of links for the different conferences is:
- neurips.cc Organizer Admin
- icml.cc Organizer Admin
- iclr.cc Organizer Admin
- mlsys.org Organizer Admin
- aistats.org Organizer Admin
¶ Loading papers into the conference database
The best way to load the papers into the conference database is to select the papers using either CMT or Open Review. After you've reviewed and selected the papers in either CMT or Open Review you can import the papers directly into the conference database by using the import from papers cmt or openreview wizard.
Papers can also individually be added by clicking the +Add button for Events on the Organizer Admin page. Fill out the paper Name and Abstract. Click the "+Add another Workshop Data" and make the Workshop event type be "Workshop Poster" (actually any string containing "Poster" will work). Under the Event Speakers section add the email for each of the Authors of this paper. The SortKey field of the Event Speakers identifies the order in which the speakers will be shown. After all the paper information is added click the SAVE button.
Creating a Poster Session Scene
To create a poster scene for Topia you will first need to have a Topia World and then within that world you can add one (or more) scenes for a Topia Poster Scene. Read the about topia here. Topia Poster Scene is simply a set of uniquely named topia assets (using the Topia unique name feature). These assets can be automatically updated by the EventHosts platform with a poster's title, thumbnail and poster png.
¶ Topia Asset Unique Names
The Topia unique name feature is the how the EventHosts platform finds the assets in your Topia World in order to update the title, thumbnail and poster information. The unique name for each asset in the Topia World can be found in the Topia editor by editing the asset and then opening the Details tab for the asset (see image below). When a scene is dropped into a Topia World by the Topia editor you can update all the unique names within the scene by dropping the scene with a unique name suffix. This allows for multiple individual posters to be added to each one with a unique suffix (e.g. poster 0, poster 1, poster 2, ...) and even allows for building up multiple poster sessions within a single world.
The format of the unique name is important for connecting the assets within the Topia World to the particular posters assigned for a poster session in the conference database. You can specify the format for your unique names when adding a Topia Poster Scene (see next section). These templates must include a literal _NN in which the EventHosts platform will modify with the poster number.
For example, the template for updating a Poster Title Asset may be poster-title_NN and you might have the following three posters assigned to your poster session:
- "Romeo and Juliet" by William Shakespeare
- "Huckleberry Finn" by Mark Twain
- "Frankenstein" by Mary Shelley
Then the platform, will automatically update the titles for these three posters by finding assets with unique names poster-title_0, poster-title_1, and poster-title_2. These three assets will be searched for in the assets and the title information for them updated with "Romeo and Juliet", "Huckleberry Finn", and "Frankenstein" respectively.
¶ Adding a Topia Poster Scene
If you are not a member of the EventHosts staff then contact your EventHosts organizer or a conference chair to get a Topia World created and assigned to you. If you are a member of EventHosts staff you can create a Topia World and then fill in the details for the world on the admin page for Topia Worlds. Once you have a Topia World which contains a poster room scene go to the Organizer Admin and click on the +Add button for "Topia poster scenes". Fill in the details on the add page:
- Click on the search button for thw World and find the Topia World for this scene
- Fill in a unique name within the world for your scene. If you only have one poster scene this name can be "Poster Scene".
- Fill in the maximum number of posters allowed for your scene
- Fill in the unique name templates for your poster title, thumbnail and poster link assets. See the section above for a discussion and an example of these templates.
No need to fill in the Gather Town Poster Links at this time. We'll do those later.
Click SAVE to save the scene into the database.
Here's an example of a filled out Topia Poster Scene with highlights of the +Add and Save buttons along with highlighting the fields which don't have default values.
¶ Add the Poster World URL into the Workshop Schdule
If desired the general poster world URL can be added into a Workshop Schedule.
¶ Adding Multiple Posters to Topia Poster Scene
There are two ways to add posters to a Topia poster scene. This section describes how to add many posters at once. The next section describes how to add, delete or move individual posters to a room.
Posters can be bulk added to a world on the Poster Events page under the Topia section of the Organizer Admin page. Go to this page, check the boxes of the poster events you'd like to add and then in the Action drop down select "Add selected posters to a Topia scene". Here is how your page should look once you've done this:
Then click the Go button next to the selected Action "Add selected posters to a Topia scne". On the next page select the Topia scene desired from the drop down list and click "Add To Scene".
¶ Adding, Changing or Deleting Individual Posters to Topia Scenes
You can add, change, or remove individual posters in a Topia Poster Secne by going to the Organizer Admin page and clicking on the Topia poster scenes and then clicking on the Topia Poster Scene you wish to edit the posters for. Here is an example of this page:
To add a poster click on the Search icon at the bottom of the list of Topia Poster Links. This will bring up a search dialog where you can search for the paper by title. You must press Save at the bottom or top of the page after searching to save the change to the room.
To delete a poster click the "DELETE?" box to the right of the poster you wish to delete. You must press Save at the bottom or top of the page after searching to save the change to the room.
To reorder the posters drag the box under the SORT column on the left side of the poster. You must press Save at the bottom or top of the page after searching to save the change to the room.
¶ Get Your Authors to Upload Their Poster and Thumbnail Images
Authors must upload the poster and thumbnails images to one of
- neurips.cc Poster Upload
- icml.cc Poster Upload
- iclr.cc Poster Upload
- mlsys.org Poster Upload
- aistats.org Poster Upload