Preparing Your Pre-recorded Virtual Presentation
Dear VPPC 2021 Presenters,
On behalf of the Organizing Committee, we would like to thank you for your patience and understanding during this time. VTS has decided that the VTC2021-Fall conference will now be a virtual event for all presentations. By agreeing to provide your presentation material and registering, 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 limited period of time spanning the virtual event.
Below are the official preparation instructions for all presentation types. The deadline for presentations to be uploaded into the virtual system is coming soon.
You need to create an audio/video presentation of your work both to take advantage of the opportunity to explain your research to an audience, and to help make the event more informative, valuable and engaging for other attendees.
There are several video conferencing tools available to easily record a presentation in one step. You have the option to show your presence via webcam (if you would like) and to display your slides as you talk. Below are some links to instructions for recording a meeting on various common platforms. You are free to use any meeting software that you prefer as long as you obtain a good quality recording and your final file is in the MP4 format.
- WebEx: Video Conferencing – Record a Cisco Webex Meeting
- 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
You can also create your pre-recorded presentation using the following two step method:
- Create Voice Over Power point: https://support.office.com/en-us/article/record-a-slide-show-with-narration-and-slide-timings-0b9502c6-5f6c-40ae-b1e7-e47d8741161c and convert to MP4 https://nursing.vanderbilt.edu/knowledge-base/knowledgebase/how-to-save-voppt-to-mp4/
If you have not prepared a pre-recorded video before, our recommended approach is to record a compatible video from content displayed on your computer screen and voice recorded via the computer microphone using Zoom, available to users on most platforms and in most countries.
Instructions for recording your presentation with Zoom:
For authors located in China who are unable to access Zoom for free, the free software OBS is recommended: https://obsproject.com/
Audio/Video File requirements:
- Video file format: MP4
- Bitrate: The maximum bitrate for a presentation is 1 mbps. To check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bit rate.
- Resolution: maximum of 720p HD
- Presentation lengths:
- Individual Plenary or Keynote presentations not to exceed 45 mins
- Individual technical paper presentations not to exceed 15 mins
- Panel presentations and discussions not to exceed 90 mins
- Tutorials can consist of multiple sessions, but no individual session should be longer than 90 minutes in length. The total time for all sessions for a given tutorial should be around 180 minutes in length.
- File size: The recommendation is 150 MB per 15 minutes of video presentation.
- Dimensions: Minimum height of 720 pixels with an aspect ratio of 16:9
- File name: For individual technical paper presentations, please use the following naming convention for the final file:
- mp4, where PID is your unique 10-digit Paper ID number (the number that was assigned to your paper by IEEE at the time of final paper upload). The assigned PID for your paper should be a number similar to 1261234. For example, your file name should be similar to ‘PID 2021005555.mp4’.
- Video intro: Please be sure the introduction of your video presentation includes the title of the paper, the authors, and a mention to the conference (VPPC 2021). If your paper is part of a workshop, please also mention the name of the workshop.
NOTE: The final specifications will be checked at the time of submission and files not compliant may not be uploaded.
Tips for recording:
- Use as quiet an area as possible.
- Avoid areas that have echo.
- Rooms should be fairly small.
- Sound dampening with carpeting, curtains, or furniture is recommended.
- A hardline internet connection is recommended, but if unavailable, use a strong Wi-Fi connection.
- Try and use a good headset with the microphone close to the mouth BUT away from direct-line-of-mouth to reduce “pops”.
- Before recording the entire presentation, it is strongly recommended that you do a test recording that is at least a few minutes in duration to review the sound & picture quality, the MP4 format, and the selected bit rate. Make adjustments if needed.
Uploading Your Presentation to the Virtual Event Platform: After you have prepared your MP4 video file, instructions on how to upload your presentation will be provided to you as we get closer to the conference start date.