Practical information

Venue and accommodation

The conference will be held at the Radisson Blu Royal Garden Hotel, Kjøpmannsgata 73, Trondheim, Norway. The hotel lies next to the beautiful Nidelva river, a stone’s throw from the town’s major sites.

Getting there

The simplest way to get to the hotel from the airport is by bus. Tickets cost NOK 200 per person and the bus will drop you off directly at the hotel. Departures are frequent and reservation is not necessary.

The train is also an option since it stops right at the airport. It costs NOK 44. There are fewer departures though, so do check the screens at the airport to see when the next train comes. Hop off at Trondheim S, from there, it’s a short walk (500m) to the hotel.

Several taxi companies offer service to town at fixed prices. Prices vary according to company, time of day and number of passengers, so do enquire before departure.

Climate and tourist info

In Trondheim in January you can expect daily highs of -2°C and lows of -6°C. You can find an overview of the temperatures in Trondheim on the yr.no website.

Other tips and general tourist information are available at visitnorway.com. You might want to take a look at their page about Trondheim.

Information for conference presenters and chairs

The conference will be held through the online portal OnAIR. You will receive a personal link to the OnAIR Conference Portal 7 days before the conference starts. The underlying video meeting program used by the portal is Zoom. We recommend using an updated Zoom client.

Once you receive your link to the OnAIR portal, you can log on an familiarize yourself with it. We are setting up two test sessions where you can learn how to use the portal.

OnAIR test sessions for conference presenters and chairs

We are holding two test sessions where you can learn how to use the OnAIR online portal. You can choose either of them or join both if you wish. The test sessions are available in the OnAIR Conference portal (you will receive a link 7 days before the start of the conference).

At those sessions, a representative from NTNU Conference will give you information about the portal and you will have time to check sound and picture, and how to share your screen.

Please block your calendar for the session(s) of your choosing:

Jan 13 (Central European Time)
13:00 – 13:45 for Poster presenters
14:00 – 14:45 for Chairs
15:00 – 16:00 for Oral presenters

Jan 14 (Central European Time)
10:00 – 10:45 for Chairs
11:00 – 12:00 for Oral presenters
12:15 – 13:00 for Poster presenters

Speaker instructions

Before 14 January

  • Please register for the conference as early as possible.
  • All presentations must be in English.
  • Each presenter is allocated 20 minutes. This includes max 15 min for the presentation, 4 min for live questions and 1 min for change of speaker.
  • Send your presentation file to the DeepWind dropbox – at the latest on January 14. Remember to respect your allocated time and keep your Power Point or pdf presentations simple. Bringing along advanced codes for running simulations (for example) during presentations often does not work.
  • Prepare a short bio (150 words) for the chairs to introduce you. A request for this will be sent to you by email.
  • As a security in case of technical difficulties at the time of the presentation, we advise you to upload a pre-recorded video in advance to the DeepWind dropbox – at the latest on Friday 14. Please name the files by session number (see the programme) and presenting author’s name (For example “2B – E Cheynet”). Files may alternatively be sent to deepwind@videre.ntnu.no. See video requirements and tips at the bottom of this section.

On the day of your presentation

  • A wired internet connection is highly recommended, but if unavailable, use a strong Wi-Fi connection.
  • Please enter your session’s virtual room 15 minutes before session starts so that you can meet your chair and the technical staff, test screen sharing, sound and camera settings before the attendees enter the room.
  • The session chair will introduce you briefly before you start.
  • You will share your screen and give your presentation live to the audience in the conference portal.
  • Attendees who wish to ask questions during your presentation will write these in the chat, and the chair of the session will read them out to you.
  • Technical support staff will be present in each session room throughout the conference.
  • Recorded sessions and presentations will be available in the conference portal for attendees after the conference if you have given your consent.
  • All presentations will be published as PDFs on the conference website after the conference.

Recording your video

There are several video conferencing tools available for recording of presentations. In this method, you can show your face via webcam and display your slides as you talk. You can use any meeting software like Zoom, Teams or GoToMeeting, as long as you get a good quality recording, and your final file is in the Mp4 format. Here are some links to instructions on recording a meeting on common platforms:

When making your recording, please consider the following:

  • Place yourself in a quiet area. Avoid areas that have echo.
  • Check lights and shadows – avoid having your face being in a shadow. Make sure there is no window or other strong source of light directly behind you.
  • Use a solid headset with microphone close to mouth, BUT away from direct line of mouth to reduce “pops”. 
  • Do a test recording of a couple of minutes and review the sound and picture quality, Mp4 format, and bit rate before recording the entire presentation. Adjust if needed.

Upload your presentation video to the DeepWind dropbox by 14 January. Please name the files by session number and presenting author’s name (see the programme for the session numbers).

Poster instructions

  • Please register for the conference.
  • Your poster will consist of a presentation with 5 slides. Prepare a 5-minute pre-recorded video of you presenting the slides. Send both this video (Mp4-file) and the slides themselves (PDF) through DeepWind’s dropbox. Deadline: 14 January.
  • Please note: you will also have a 10 minute time slot including Q&A for presenting your poster (5 slides) at the poster session. You can do this presentation using the pre-recorded video you are sending us or present live online if you like. See the programme for the time of your poster presentation.
  • The video presentation and PDF will be available for all attendees in the DeepWind virtual conference portal during and after the conference.
  • Pre-recorded video:
    • Duration: 5 minutes
    • The presentation must be in English
    • File size: 100MB max
    • Video file format: mp4
    • Dimensions: Minimum height 480 pixels, aspect ratio: 16:9 Resolution = 720p HD
  • Here are PDF examples from last year (scroll down to “Posters”).

Please note that the final specifications will be checked at the time of submission and files not compliant may not be uploaded.

Poster awards

There are poster awards for best content and best presentation. The winners will be announced during the closing session of the conference. The selection will be done by a review committee. The committee will consider relevance, originality, scientific content and presentation. The award for best content is selected among the posters that are accompanied with a full paper whereas the award on presentation is open for all posters.

Author instructions

These instructions apply to you if you choose to submit a paper. This is optional.

If you are writing an article for the conference, please complete your paper according to the following instructions and send the pdf by email to deepwind@sintef.no.

All papers will be reviewed and successful submissions will be published online in an open access journal – Journal of Physics – Conference series.

Please follow these essential guidelines when preparing your paper:

Basic guidelines for preparing a paper
Guidelines for preparing reference lists

Authors must prepare their papers using the Microsoft Word or LaTeX2e templates, and then convert these to PDF format for submission.

The length of the paper should not exceed 10 pages.

By submitting a paper, all authors and co-authors are assumed to agree with the terms of the IOP Proceedings Licence.

These instructions apply to you if you choose to submit a paper. This is optional.

If you are writing an article for the conference, please complete your paper according to the following instructions and send the pdf by email to deepwind@sintef.no. If your paper is related to a poster that you wish to submit for consideration for the “best content” poster award, you must submit the paper by 14 January 2022. Otherwise, you can submit your paper by 15 February 2022.

All papers will be reviewed and successful submissions will be published online in an open access journal – Journal of Physics – Conference series.

Please follow these essential guidelines when preparing your paper:

Basic guidelines for preparing a paper
Guidelines for preparing reference lists

Authors must prepare their papers using the Microsoft Word or LaTeX2e templates, and then convert these to PDF format for submission.

The length of the paper should not exceed 10 pages.

By submitting a paper, all authors and co-authors are assumed to agree with the terms of the IOP Proceedings Licence.