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ISPSD 2020
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AUTHOR INSTRUCTIONS FOR PREPARING VIRTUAL ORAL PRESENTATIONS

ISPSD2020 is organized as a fully virtual conference. Like in a “real” conference, your presentation is scheduled at a given time and you will be presenting in real-time to the audience by sharing your screen in the virtual conference tool. Your presentation will be recorded for later on-demand availability, accessible until October 9th. You will find your time slot in the detailed program.

To check that you have access to the virtual conference platform and that streaming will work flawlessly you will be invited to a SHORT TEST SESSION AT THE END OF AUGUST OR THE BEGINNING OF SEP­TEM­BER.

During the conference, the SPEAKER PREPARATION ROOM for your session will be open 30 minutes before the live session starts. After this please join your session in time through the Chairs & Presenters Room.

For oral papers presentation time is 20 minutes plus 5 minutes for Q&A. For plenary speakers, presentation time is 35 minutes plus 5 minutes for Q&A. For short course speakers, presentation time is 50 minutes plus 10 minutes for Q&A.

Recommended aspect ratio for best viewing experience is 16:9, although 4:3 can be used as well in Microsoft PowerPoint version 2013 or higher.

Tips & recommendations for your real-time presentation:

  • Use an area as quiet as possible
  • Avoid areas that have echo. Rooms should be fairly small. Sound damping with carpeting, curtains, furniture helps
  • Ensure strong and uninterrupted Wi-Fi connection
  • Make sure no other high demand applications run at the same time in your household (online games, HD streaming etc. on same internet connection)
  • Close all the applications and system windows not intended for your speech or presentation. Clean your desktop or remove personal background, unless you want to show it.
  • Use a good headset with its microphone close to the mouth, BUT away from the direct airstream of the mouth to reduce “pops”. Avoid using the default built-in microphones of the computer
  • When entering into Power Point’s presentation mode we recommend using the laser pointer (in full screen mode: right mouse click --> pointer options --> laser pointer)
  • When using Power Point’s presenter view make sure to select “Duplicate Slide Show” from the display settings menu
  • Remember dress code, business casual is preferred. Prefer white walls in the surroundings, light your face and do not position your camera against windows.

Pre-recording your presentation:

To avoid losing your presentation slot due to unforeseen technical issues we highly recommend you to pre-record your presentation and upload it to the website link until September 6th. This prerecording will only be used if for whatever reasons your live presentation does not work.

The easiest way when using Power Point is to create a voice over PowerPoint.

As an alternative, there are several video conferencing tools available to easily record a presentation. This way, you can show your face through the web cam 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:

Audio/Video File requirements:

  • All files must be in MP4 Format
  • There is no file size limitation, however, a bit rate of <1Mbps is recommended to ensure optimum playback experience for the users. To check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bitrate. If the bit rate is too high, please lower the quality to “Internet Quality” to create the MP4.
  • Oral presentations are limited to 20 minutes, plenary presentations to 35 minutes, and short course presentations to 50 minutes.

Tips for recording:

  • Use an area as quiet as possible
  • Avoid areas that have echo. Rooms should be fairly small. Sound damping with carpeting, curtains, furniture helps
  • Use a good headset with its microphone close to the mouth, BUT away from the direct airstream of the mouth to reduce “pops”. Avoid using the default built-in microphones of the 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. Adjust if needed
  • When entering Power Point’s presentation mode we recommend using the laser pointer (in full screen mode: right mouse click --> pointer options --> laser pointer)
  • Remember dress code, business casual is preferred. Prefer white walls in the surroundings, light your face and do not position your camera against windows.

Uploading your files:

The upload functionality will be available on the virtual conference website from August 25th onwards. You will need to complete your upload no later than September 6th.

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