Presentation information
| Remote presenters: While in-person first, this year's conference will allow remote presentations by some authors who cannot make the trip to Japan due to visa or other issues. Remote presenters will use Zoom to present their papers. Zoom links will be sent via Discord direct message 30 minutes before the presentations to allow remote presenters time to prepare and test their setup. Remote presenters can also arrange a tech check before their sessions. Zoom will exclusively be used by remote presenters, not by participants. We may ask you to prepare a video of your presentation as backup in case of connection issues. |
Full and Short Paper Presentations
Full and short papers will be presented orally in a single track in five paper sessions. Each full paper will have up to 15 minutes for presentation and 2-3 minutes for Q&A. Each short paper will have up to 10 minutes for presentation and 2-3 minutes for Q&A.
Work in Progress Presentations
Works in progress will be presented orally in parallel tracks in three sessions. Each paper will have up to 8 minutes for presentation and 1-2 minutes for Q&A (including time for switching laptops).
Optional (not mandatory!): To further engage with participants, authors of work in progress papers may also bring a poster to the conference, to be presented along with the demos during the coffee breaks. Poster stands will be available throughout the conference and can be used to show and discuss your work with attendees during the breaks.
| Presentation Slide Requirements: Presentations for both Full/short papers and WiP papers may be in 4:3 or 16:9 aspect ratio. Though there is no required template for the conference, a sample can be found here: AIxVR 2026 slide template. An HDMI connection will be provided. Authors should bring their laptops with the battery fully charged as well as any connectors/adapters for HDMI. We also recommend you bring a backup of your presentation on a USB drive just in case. |
Demos and Video Papers
Demos will occur in the Foyer during the coffee breaks on days 1 and 2. Please bring all equipment necessary for your demonstrations and have them set up by 9AM on the respective days. Program or local chairs will contact you in January to discuss requirements and local support for your demos.
Workshop Papers
The duration and structure of the workshops and special sessions are up to the workshop organizers. Please contact them or visit the individuals workshops' website for more information.
Preparing and submitting your final paper
Paper format and lengths:
Your final camera-ready paper MUST be formatted using the templates provided below. It is highly recommended that you proofread and check the layout of your paper BEFORE using PDF eXpress™ or submitting the final PDF version of your paper.
| Full papers | 8 pages (excluding references) |
| Short papers | 4 pages (excluding references) |
| Work in progress papers | 4 pages (excluding references) |
| Demo/video papers | 4 pages (excluding references) |
| Workshop papers | 8 pages (excluding references) |
Extra pages:
If needed, authors may purchase up to 2 extra pages for each accepted contribution at 12,000 JPY per page (independent of paper category).Formatting instructions:
- 8x5 x 11 2-column Word Template
- 8x5 x 11 2-column LaTeX Template [Be sure to use the template's conference mode.]
- LaTeX Instructions
- LaTeX Bibliography Files
Submitting your final paper via the IEEE Author Kit
At the top of this page, you find the link to the AIxVR 2026 Author's Final Paper Formatting and Submission Instructions webpage. This will allow you to:
- Verify/convert your paper using PDF eXpress.
- Submit your paper's copyright.
- Submit your final paper.
You will first need to sign-up for an account in Conference Publishing Services before you can access the AIxVR 2026 author kit site. When signing in, please go to the text "Sign Up" to the right of the text "Log In" to create an account. Please note this is separate from your IEEE membership login.
Once you have created an account, login and click through the left column of tabs to view information on:
- paper ID (you find that in your notification email)
- paper page limits
- submission deadlines
- formatting
- PDF eXpress paper validation and PDF file creation (Conference ID is on that page)