Author Guidelines for Preparation and Submission of Presentation for Research Track
- Each oral presentation is allocated 15 minutes (12 minutes for presentation and 3 minutes for Q&A).
- Presenters are expected to prepare slides for a 12-minute presentation, either in PowerPoint or PDF format, for each paper.
- The presentation will take place at the conference venue, where the presenting author is expected to take the questions from the audience.
- ONLINE: If your request for an online presentation is approved, the corresponding author is expected to be present (virtually) during the scheduled time to take questions from the audience. The link for the online presentation will be shared later. The online presentations will be completed first in the concerned session. It is recommended that the authors stay till the end of the session where their papers are presented. Oral presenters should submit a video in case their internet connectivity is bad. This is not in place of the speaker’s live presentation. This is specifically as a backup option.
NOTE: No representation will lead to the non-inclusion of your paper from conference proceedings.
Guidelines for Preparing the Pre-Recorded Videos for Poster Presentation
- Each poster presentation is allocated 10 minutes (8 minutes for presentation and 2 minutes for Q&A).
- Presenters shall prepare an 8-minute pre-recorded video of the presentation in MP4 format and upload it to the link provided. Guidelines for the preparation of the pre-recorded video are provided below
- The recorded videos will be played during the session to optimize time management.
- The presentation will take place at the conference venue, where one of the authors is expected to be present physically to take questions from the audience.
- ONLINE: If your request for an online presentation is approved, the corresponding author is expected to be present (virtually) during the scheduled time to take questions from the audience. The link for the online presentation will be shared later. The online presentations will be completed first in the concerned session. It is recommended that the authors stay till the end of the session where their papers are presented.
File format, naming, and link to upload the files:
- The video file should be in MP4 format.
- The filename of the video file must be the unique submission identifier (Paper ID), followed by “_PM” (Poster Multimedia), followed by the appropriate extension (.mp4). For example, if the paper was assigned ID 174, you must submit your file as ”174_PM.mp4”.
The link to submit the video will be provided by 27 November 2023 and the last date for submission of video presentations is 30 November 2023. The video quality will be tested. If they are found to be of suboptimal quality, the authors will be requested to resubmit the same. The last date for such resubmissions would be 05 December 2023.
Several tools are available to easily record a presentation, almost all available on MacOS or Microsoft Windows, and some on Linux operating systems. The simplest is to create a Voice Over PowerPoint Presentation, and convert it to MP4.
Alternatively, you can use a software suite such as Camtasia to achieve a similar result. Finally, you can use any meeting software, as long as you have 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:
- WebEx: Video Conferencing – Record a Cisco Webex Meeting
- OBS: How to Record a Presentation using OBS Studio-IEEE CPC [YouTube Video]
- Skype: Skype for Business: Recording a Meeting | Information Technology Services | Bemidji State University
- Google Meet: Record a video meeting – Meet Help
- Zoom: Local Recording – Zoom Help Center
- Gotomeeting: How to Record a GoToMeeting Session | Techwalla and How to Convert and Open the GoToMeeting Recordings
- Microsoft Teams: Record a meeting in Teams – Office Support
Audio/Video File Requirements
- Dimensions: Minimum height 480 pixels
- File size: Maximum 100 MB
- Aspect Ratio: 16:9 (widescreen format)
Tips for Recording
- Check that your final video and audio play directly in common web browsers like Chrome/Chromium, Firefox, etc., by dragging the video file onto a browser window. You may need to re-encode the video file with different parameters if there is no audio or video portion played on the web browser.
- Use as quiet an area as possible.
- Avoid areas that have echo:
- Hardline internet connections are highly recommended, but a strong Wi-Fi connection should do the job if unavailable.
- A good headset with a microphone set close to your mouth BUT away from the direct line of mouth to reduce “pops”. Avoid using default, built-in microphones on your computer, if possible.
- Do a test recording of a couple of minutes and review the sound and picture quality, in the MP4 format, and check the bit rate before recording your entire presentation. Make adjustments as needed.