These instructions apply to all accepted technical papers, presentations in Workshops, Special Sessions, and Industry Forums. You will need to prepare a presentation and a recording of your presentation. The duration of the presentation should be 20 minutes in length for technical papers. If you are presenting in a Workshop, Special Session, or Industry Forum, please follow the instructions for the length of the presentation from the organizer. You will also need to attend the discussion of your paper as scheduled in the program during the week of June 28th- July 1st, 2021. All presentation recordings will be available online for viewing June 20th – July 1st, 2021.
Deadline for uploading recorded videos and presentations: May 31st, 2021.
There are several video conferencing tools available to easily record a presentation. In this method, you can show your face via webcam (if you would 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:
- 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 use the two-step method covered below:
Audio/Video File Requirements:
- All files must be in MP4 Format
- 1mbps bitrate: To check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bitrate.
- Resolution = maximum 720p HD
- The length of the presentation must comply with the specification of your session.
- Please use the following naming convention: SID.pptx, SID.pdf, SID.mp4, where SID is your session ID, the code that was entered in front of your paper/poster title in the program.
Tips for Recording:
- Use as quite an area as possible
- Avoid areas that have echo
- Rooms should be fairly small
- Sound dampening with carpeting, curtains, furniture
- Strong Wi-Fi connection
- Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”. Avoid using default built-in microphone on computer.
- 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. Make adjustments if needed.
Standards and Templates (for PPT, PPTX, and PDF):
| Format | PPT / PPTX | |
| 16×9 | pdf16x9 | pptx16x9 |
As a reminder, your accepted paper will be published to the proceedings and to IEEE Xplore after your presentation at the conclusion of the Virtual World Forum.