Video Preparation Instructions

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Upload Video/Media Files
Overview

The IEEE M2GARSS 2024 technical consists of poster and oral presentations delivered in-person or virtually, and consisting of a short pre-recorded video presentation and live Question-and-Answer period with the audience and session chair.

  • Virtual Oral Presentation
    1. Create a 10-minute video.
    2. Presentation should be made in real-time LIVE in a Zoom-based virtual room (i.e. by sharing the screen) from the website.
    3. The first 10 minutes is for the authors' live presentation; and the remaining 5 minutes is for live Q&A.
    4. All oral presenters will need to send a 10-minute video presentation as a backup before the conference.
  • Poster Presentation
    1. Create a 5-minute video.
    2. No live presentation, but a video played by the session chair.
    3. Live Q&A of 10 minutes after every batch of 4 video presentations.
    4. All poster presenters will need to send a 5-minute video presentation before the conference, otherwise the paper will be considered a no-show.

  • Please submit your video as soon as possible, but before the start of the conference following the following two steps:

    Step 1: Record your video following the recording instructions below.

    Step 2: Upload your video following the uploading instruction below. The video submission link is provided at the bottom of this page.

  • Your presentation will be made available only to registered Symposium attendees for a limited period of time.

Step 1: Creating a presentation video

(1) Tools Available

There are several tools available to easily record a presentation, almost all of which are available on MacOS or Microsoft Windows, and some are also available on Linux operating systems.

The simplest is to create a Voice Over PowerPoint presentation:

https://support.office.com/en-us/article/record-a-slide-show-with-narration-and-slide-timings-0b9502c6-5f6c-40ae-b1e7-e47d8741161c

and convert it to MP4

https://nursing.vanderbilt.edu/knowledge-base/knowledgebase/how-to-save-voppt-to-mp4/

Alternatively, you can use a software suite such as Camtasia to achieve a similar result.

Finally, you can use any meeting software, as long as you have a recording of good quality and your final file is in the MP4 format. Here are some links to instructions on recording a meeting on common platforms:

(2) Audio/Video File Requirements
  • All files must be in MP4 Format
  • Duration: 10 minutes for Oral presentations; 5 minutes for poster presentations.
  • Format: MP4
  • Dimensions: Minimum height 480 pixels
  • File size: Maximum 200 MB
  • Aspect Ratio: 16:9 (widescreen format)
(3) Tips for Recording
  1. Check that your final video and audio plays directly in common web browsers like Chrome/Chromium, Firefox, etc. by dragging the video file onto a browser window. You may need to re-encode the video file with different parameters if there is no audio or video portion played on the web browser.
  2. Use as quiet an area as possible.
  3. Avoid areas that have echo:
    1. Rooms should be fairly small;
    2. Sound dampening with carpeting, curtains, furniture.
  4. Hardline internet connections are highly recommended, but if unavailable, a strong Wi-Fi connection should do the job.
  5. A good headset with a microphone set close to your mouth BUT away from direct line of mouth to reduce “pops”. Try to avoid using default, built-in microphones on your computer, if possible.
  6. Do a test recording of a couple of minutes and review the sound and picture quality, in the MP4 format, and check the bit rate before recording your entire presentation. Make adjustments as needed.

Step 2: Uploading Your Presentation Video and other Media Files

In addition to the video presentation, M2GARSS 2024 allows authors to upload other types of media to be used with the virtual presentation.

Type Description Required
Video Presentation An MP4 video (Poster: 5 minutes; Oral: 10 minutes) of your presentation. Please read the Video Preparation Instructions above for more detailed formatting requirements. Required
Text Transcription A text transcription of your video presentation, following the WebVTT format. If provided, this will be used to enable the closed-caption feature in the video playback. Create a WebVTT file at https://www.vtt-creator.com/ Optional
Photograph A single photograph of the presenter or authors. Dimensions should be no larger than 1024 pixels in either height or width, and should be in PNG or JPEG format only. Optional
Slides A PDF or Powerpoint file containing your slides used in the presentation. Optional

Only ONE file of each type may be submitted. New uploads will REPLACE existing uploads of the same type.

Authors will be required to electronically sign a Consent and Release statmement, which grants the symposium the permission to receive, display, and archive the media files submitted for use during the virtual symposium.

After you have prepared your MP4 video file and any of the other optional media click the Upload Media button below and login with your Paper Number and Paper Password found in your paper submission confirmation email or the review results acceptance notification email.

Upload Video/Media Files

If you have any questions, please email [email protected]