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ISPSD 2020
Technically co-sponsored by
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Organized by
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AUTHOR INSTRUCTIONS FOR PREPARING VIRTUAL POSTER PRESENTATIONS

ISPSD2020 is organized as a fully virtual conference. Like in a “physical” conference there will be different poster sessions (six sessions of one hour each). Within the poster sessions each poster will have its own chat associated for people watching your poster, so make sure that you are online in your poster booth for the full one hour of your poster session to answer upcoming questions and make it a lively conference, see detailed program.

Since the known A0 one page poster format for a physical stand is not easy to digest in a virtual conference we have decided to run it with a SHORT 2 MINUTES PRESENTATION FORMAT (maximum) that has to be pre-recorded by you and uploaded to the provided link no later than September 6th. Optionally you can upload one additional supporting document in PDF format (your corresponding paper will automatically be available also directly from the poster stand).

The Posters will be displayed during the whole virtual conference.

Recording your poster presentation:

The presentation should contain typically 3 to 5 slides. 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.

The easiest way to create the video for upload 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. In this method, you can show your face through the web cam 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:

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.
  • Maximum video time is 2 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 from August 25th onwards on the virtual conference website. You will need to complete your upload no later than September 6th.

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