In-Person Conference

SANER 2027 is designed to be an in-person conference. In-person attendance provides opportunities to meet colleagues, grow professional networks, and engage in the spontaneous hallway conversations that are often the most valuable part of academic conferences.

Authors submitting to SANER 2027 should do so with the understanding that at least one author is expected to attend and present in person and should make every effort to arrange an in-person presentation.

However, we recognize that exceptional circumstances may prevent some participants from traveling to Richmond. SANER 2027 enables virtual attendance in situations that fit into one of the following:

• You are in an area that is experiencing heightened geopolitical instability that may pose risks to the safety of your travel
• You are unable to obtain a visa to enter USA, or even after applying with enough antecedence, your application has not been approved in time
• You have medical reasons that prevent travel (including pregnancy)
• You have family or caregiver responsibilities and are unable to arrange alternative care
• Your institution has imposed a travel ban
• You face other compassionate circumstances that make in-person attendance impossible

Virtual attendees are still required to pay registration fees, as conference expenses—including publication costs and the infrastructure required to support virtual participation—must be covered regardless of attendance mode.

How to Request Virtual Attendance

If you have a legitimate reason for attending virtually, please complete the form as soon as possible so the event organizers can plan accordingly. We will not deny virtual attendance to registrants who fill out the form requesting it. We will follow the honor system: we trust your request is legitimate.

Please remember that your virtual attendance may diminish the experience of those who have spent a lot of time and money to attend in person, so please request virtual attendance only if in-person attendance is impossible.

How Virtual Attendance Works

Attending Sessions Remotely

All conference rooms will be set up for Zoom sessions throughout the week. A spreadsheet containing Zoom webinar links for each room, organized by day, will be shared with all registered attendees approximately one week before the conference. The access password will be included in that communication and will also be available at the registration desk.

Presenting Remotely via Zoom

Remote presenters will deliver their talks via Zoom. If approved for a virtual presentation:

• You will be asked to upload your slides in advance.
• You must also upload a backup video of your presentation in case of connectivity issues. We hope not to use these backup videos, but they ensure your work is presented even if technical problems arise.
• The AV provider will send you a personal Zoom presenter (panelist) link by email before the conference begins. Keep this link secure and do not share it.
• Connect to your presenter link at the start of your session and wait for the session chair to introduce you before sharing your screen and unmuting.
• You will be able to take questions from the audience. Please strictly respect your allocated time; session chairs will need to move on if presentations run over.
• If you have an accepted paper, you are responsible for presenting it, even if the session falls at an inconvenient time in your local timezone.

Rooms with Full Broadcast Capability

While all rooms will have Zoom sessions available, smaller rooms may not provide full visibility of other speakers (you will hear them and may see their shared screen, but camera views are not guaranteed).