Preparing and Uploading Your Virtual Presentation

We thank you in advance for the extra effort required to create your presentation, and look forward to seeing your presentation content. Please note that the Conference will start daily at 6:00 Pacific Standard Time October 5-9, 2020. The organizing committee understands that, with the virtual conference format and live questions and answers, some presentation times may occur at challenging times for the presenter. We apologize in advance for any inconvenience.

By agreeing to provide your presentation material and registering for the conference, your work will be published and searchable in the IEEE Xplore digital library. Your presentation material will only be made available to conference attendees (i.e. those who have registered for the conference) for a limited period of time, until October 31, 2020.

Timing. The website for uploading your content will be available September 11-24. Your video presentations are due no later than September 24, 2020.

Duration of talks.

• Invited talks are 30 minutes in duration, composed of a 25 minute presentation with 5 minutes of questions.
• Contributed talks are 25 minutes in duration, composed of a 22 minute presentation with 3 minutes of questions.
• Questions will occur LIVE, submitted from the audience in writing to the session moderator.
• For the virtual conference in 2020, the poster session will be OnDemand, with each poster presenter creating a 4-5 minute video describing their poster for the attendees. These videos will be uploaded, along with an image of the poster, and attendees can view your video during the poster session.

Official submission instructions for all presentations.

We know your presentation is going to be very interesting for conference attendees: let’s make sure your audio/visual quality is the best possible! Including an audio/video presentation allows you the opportunity to explain your work and connect with the audience. In addition, it makes the conference more informative, valuable and engaging for attendees.

Below is a description of available videoconferencing tools for recording your talk, a list of audio/visual file requirements, the file naming convention, some tips for the best recording possible, and instructions for uploading your presentation.

There are several videoconferencing tools available to easily record a presentation.

Using the links below, you can show your face via webcam (if you’d like) and display your slides as you talk. You can use any meeting software 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:

You may also use the two step method covered below:

Audio/Video File requirements:

  • All files must be in MP4 Format
  • All files must be a bit rate of 1mbps or less: To check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bitrate. (*Note: The platform will accept videos with a higher bit rate, but some quality may be lost during the upload process)
  • Resolution = 720p HD
  • Presentation length:
    • Plenary presentations are not to exceed 42 minutes.
    • Workshop presentations are not to exceed 50 minutes.
    • Invited speaker presentations are not to exceed 25 mins.
    • Contributed paper presentations are not to exceed 22 minutes.
    • Poster presentations are not to exceed 5 mins.
  • Please use the following naming convention: pptx, SID.pdf, SID.mp4, where SID is your paper ID from the program, utilizing the code that was entered in front of your paper/poster title in the program.
  • Standards and Templates (for PPT, PPTX):
Format PPT / PPTX
16×9 (widescreen) 16×9 aspect ratio

Here are some tips for recording your presentation:

  1. Use as quiet an area as possible
  2. Avoid areas that may echo by using a fairly small room and sound dampening items (i.e. carpeting, curtains, furniture).
  3. Preview your background and keep it as simple and clean as possible.
  4. Use a hardline internet connection, but if unavailable, a strong Wi-Fi connection will work.