Final Submission Instructions

The final version of your paper must be submitted on PaperPlaza between 8th February - 6th March 2023 (23:59 PST).

The reviews and the associate editor remarks can be found via your PaperPlaza account. Please take these comments and suggestions into account when preparing the final version of your paper.

Please ensure that the PaperPlaza metadata such as title, abstract and author list is correct since this information is included in the programme.

Please recall the commitment statement you provided when submitting your paper: "the final version is expected to correspond in length and contents to your accepted submission, except for parts that might be added or modified to address the reviewers' comments. It is considered unethical to shorten or otherwise alter the final version in ways that make it significantly different than what was reviewed and accepted."

Page Length - Papers appearing in the ICRA proceedings

Your final submission must also comply with the (6+n) paper length (i.e. six pages of technical content (including text, figures, tables, acknowledgement, etc.) with no page-limit for the bibliography/references (n pages). (6+n) pages compliance in the final version will be MANUALLY CHECKED after 1st March 2023, PaperPlaza does not have the capability to automatically check this compliance, when you submit your final paper.

Any final paper submitted by the final submission deadline that does not comply with the (6+n) pages requirement will be SUMMARILY REJECTED and REMOVED from the conference proceedings. Authors will not have an opportunity to fix the non-compliance, given the short time frame between final submission deadline, manual (6+n) pages compliance check of the final papers, and conference publication deadlines.

Video for Accepted Papers

If your accepted paper was accompanied by a short video in the original submission, then you may upload a video in the final submission. However, please do not use special codecs (coders/decoders) to provide as much portability as possible across platforms. Accepted video contributions will be included in the conference proceedings. Here is the detailed video submission guidelines for contributed ICRA papers:

- File size: 20MB
- Format (only one of the following should be used): mpeg, mp4, mpg
- Maximum duration in seconds: 180 sec.
- Minimum height: 480
- Minimum frame rate (fps): 20
- Scan type: Progressive

A video that was NOT originally submitted to a contributed ICRA paper, will NOT be accepted at a later date.

In addition, please prepare the following two plain text files:

• Summary.txt file (max 1 KB). Describe in five sentences or less the contents or value of the video. This file helps IEEE Xplore users to make downloading decisions.
• ReadMe.txt file (max 10 KB). This file must include the following sections:
• Description: An overall description of the objects and what the audience can expect to gain by downloading them;
• Player Information: Provide the minimum version of the player software that is required to play the submitted files. Include the name of the software, the version number, and any special requirements for the player; and
• Contact Information: The author should provide contact information in case users have questions regarding the extended material. IEEE will not provide any technical support.

Note that both of the above files should be in plain text format and have a .txt extension. They are needed by IEEE in order to include the video in IEEE Xplore.

Author Registration

Robotics and Automation Society and ICRA conference policy requires that at least one author of your paper is registered for the conference prior to final paper upload. The link to registration can be found in the paper acceptance email. Please refer to the registration page for more details on the pricing.

The final version of your paper must be submitted on PaperPlaza between 8th February - 6th March 2023 (23:59 PST). You should upload a copy of the pdf that you transferred to ICRA 2023 in PaperPlaza. 

Presentation Date and Time

The ICRA 2023 programme will be announced shortly. Once the date and time of your presentation has been confirmed it will be displayed in the “Details” section of your presentation page on InfoVaya (log in to InfoVaya, click on your name, click on your paper title under your “Contributions” section).

RA-L, T-RO, and RAM papers will be presented during oral sessions. Each session will include up to ten papers, each of which will be allocated 10 minutes including Q&A.

Presentation Template

We encourage you to use the ICRA 2023 logos and presentation style guide available here.

Author Registration

Robotics and Automation Society and ICRA conference policy requires that at least one author of your paper is registered for the conference prior to final paper upload. The link to registration can be found in the paper acceptance email. Please refer to the registration page for more details on the pricing.

The instructions on this page apply to ALL ACCEPTED video submissions (not related to contributed papers) for ICRA 2023.

As you prepare the final version of your video, please follow the useful information provided in the initial call for video submissions web-page. Your final version must be submitted using PaperPlaza. The deadline for final video submission is March 15, 2023 (23:59 US Pacific time). Please ensure that the PaperPlaza metadata such as title, abstract and author list is correct since this information is included in the program.

Finally, the selected videos (and the PDF descriptions) will be linked in the electronic conference proceedings and will also be displayed during the conference and to the public via social media. Guidelines for general audience viewing apply.

All accepted ICRA 2023 papers (oral and poster presentations), including RA-L, T-RO and RAM papers are required to prepare a 6-minute video and upload it to the InfoVaya conference app between 12th April - 3rd May 2023 (Updated Dates). 

This video (which is different from the video accompanying your paper, if you had one) should be self-contained and describe the main contribution of your work.

We are asking all authors to upload a video this year as we are planning on making all content available to attendees a few days prior to the conference so they can make an informed choice of which sessions they would like to attend.

Please see below further information on the format your video should be, advice on how to record it and instructions on how to upload it to the InfoVaya platform.

Video Format

• Video file: MP4
• Video duration: 6 minutes [max]
• Video file size: 100 MB [max]
• Video file name: The file name should start with ICRA23_ followed by your paper's 4 digit paperplaza ID (e.g. authors of paper number 123 would upload ICRA23_0123.mp4)
• Video dimension: 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. This 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 and not covering the slides.

You may find the following "IEEE Video Presentation Guidelines" useful:

https://ieeetv.ieee.org/ieeetv-specials/recording-your-presentation-with-zoom

Presentation Template

We encourage you to use the ICRA 2023 logos and presentation style guide available here. 

Audio and Captions

For accessibility, please have captions and a voice over in your video.

You can add captions in the following 2 steps:

(1) Generate an audio transcription of your video (you could do this using Zoom, as explained here: https://support.zoom.us/hc/en-us/articles/115004794983-Audio-transcription-for-cloud-recordings).

(2) Burn your captions in your video (you could do this using a free tool like Handbrake (https://handbrake.fr/) or Maestra. The following video explains how this could be done (from 4:30):

https://www.youtube.com/watch?v=dbUFSoZPsKI

File Size

We recommend using the free tool Handbrake to reduce the size of your video. This will make your video upload much faster.

To reduce your video file size:

(a) Drag and drop your video file into an open Handbrake window.

(b) Click on "Video" and check that the "Constant Quality" has a RF value around 22.

(c) Click on the green "Start" button.

Tips for Making Engaging Videos

Tell a story: Think of your presentation as a short story that hooks the viewer so they read your paper. Keep it engaging and accessible. Your story should cover your goal, motivation, method and results. In 6 minutes you probably can't go into too much detail, so try not to pack everything in, and limit the amount of content on each slide.

Check your Filming Conditions

Think of your background, make sure it's appropriate, or use a virtual one if easier. Your head should be centred and should take up much of the frame. Remember this will be a small window on your presentation video. Lighting should be in front of you or slightly to the slide (not behind you). Test your microphone and try to limit background noise and alerts from your phone or computer.

Video Submission

You must upload your video on the InfoVaya platform, NOT Paperplaza during the designated timeframe. You will then follow the steps below:

• Go to https://events.infovaya.com/event?id=103
• Log in with your email (the same email you used to submit your paper to ICRA) and password. First-time users, please click on "Set a new password" and follow the instructions therein to set your password.
• Click on your presentation title under "Action Required"
• Click on the "Videos" tab
• Drag and drop your video file in the "Upload Video" area. Wait on the page until you see the"Video successfully uploaded" message. Your video will appear on the system within 30 minutes
• Repeat steps (3) - (5) to upload the videos for all your presentations

To give attendees a quick idea of your paper at a glance, we also request that you upload an image representative of your work, a Graphical Abstract, which provides a concise, visual summary of the findings of your paper.

The graphical abstract image is used in the conference app on InfoVaya as a thumbnail image for your paper (similar to a Youtube thumbnail image) We recommend including your paper title, author list and then any key images relating to your paper. This can be one of the main Figures in your paper or a collage of key Figures or, ideally, a purpose-made Figure. This should be uploaded to the InfoVaya conference app between 12th April and 3rd May 2023 (Updated Dates).

The graphical abstract image should be:

Size: Your Graphical Abstract could be in either landscape or portrait format. Please ensure that it is of a good visual quality when viewed on the platform.

  File formats: JPG, GIF, PNG

  File size: max 10MB

You can refer to the following article for more advice on creating your graphical abstract:

 "Designing an effective graphic abstract",

 by Alice Chen Kitterman, Science Robotics Vol.6, No.61

https://www.science.org/doi/10.1126/scirobotics.abn1724

Graphical Abstract Submission

You will be able to submit your graphical abstract along with your other presentation materials on the InfoVaya cloud platform. The ICRA organisers will announce the timeframe for submission.

• Go to https://events.infovaya.com/event?id=103
• Log in with your email (the same email you used to submit your paper to ICRA) and password. First-time users, please click on "Set a new password" and follow the instructions to set your password.
• Click on your presentation title under "Action Required".
• Click on the “Graphical Abstract” tab, and upload your image.
• Repeat steps (3) - (4) to upload Graphical Abstracts for all your presentations.

ICRA 2023 will include two poster sessions a day during the main conference.

The poster session will take place in the poster hall. All posters will be paper posters brought by attendees. There are no power supplies or displays for video presentations. Authors who cannot attend in person are welcome to arrange for colleagues to display their posters; the poster sessions will not be part of the remote participation experience.

Posters will be presented in pods of 4 posters.

Each section of the pod will have room for a paper poster, and a small shelf on which you can place a laptop, a tablet, or a small demo, if you choose to present more interactive content. Note that there will not be a power outlet, so make sure your device, if you choose to have one, is charged before the poster session.

Poster format 

The maximum dimension of the poster panel is 74” wide x 53” high (1.8m wide x 1.3m high) though we suggest not exceeding 60” wide x 40” high (1.5m wide x 1m high).

There is no specific template for the posters. You should choose the format that best represents your research work. Please use the ICRA 2023 logos that can be found here.

Presentation date and time

The ICRA 2023 programme will be announced shortly. Once the day and time of your presentation has been confirmed it will be displayed in the “Details” section of your presentation page on InfoVaya (log in to InfoVaya, click on your name, click on your paper title under your “Contributions” section).

Online Poster Submission

To enable attendees to access more of the ICRA 2023 content online, we are additionally asking all authors to submit your poster - as an A4-sized PDF document - on the InfoVaya platform. You could easily resize your A0 PDF poster using some free online tool (e.g. https://freepdfonline.com/resizepdf/ ). Your poster should be submitted between the 12th April and 3rd May 2023 (Updated Dates).

• Go to https://events.infovaya.com/event?id=103
• Log in with email (the same email you used to submit your paper to ICRA) and password. First-time users, please click on "Set a new password" and follow the instructions to set your password.
• Click on your presentation title under "Action Required".
• Click on the "Poster" tab.
• Upload your poster file.
• Repeat steps (3) - (5) to upload Posters for all your presentations.

ICRA 2023 will host two oral sessions a day during the main conference (R-AL, TRO, RAM and Award Finalists). Each session will include 10 papers. Your presentation will be 10 minutes long including Q&A. All Q&A will be moderated by the session chair. 

Presentation Date and Time

The ICRA 2023 programme will be announced shortly. Once the date and time of your presentation has been confirmed it will be displayed in the “Details” section of your presentation page on InfoVaya (log in to InfoVaya, click on your name, click on your paper title under your “Contributions” section).

Presentation Template

We encourage you to use the ICRA 2023 logos and presentation style guide available here.

Author Registration

Robotics and Automation Society and ICRA conference policy requires that at least one author of your paper is registered for the conference prior to final paper upload. The link to registration can be found in the paper acceptance email. Please refer to the registration page for more details on the pricing.