- Oral presenters can choose to either present live (on the Congress date) or pre-record their presentation.
- Pre-recording is recommended to avoid technical problems due to an unstable internet connection etc.
- Pre-recording is organised by the congress’ technical team via an online platform or can be done by the presenter.
- Your presentation can include power-point slides but the slides are not mandatory, it is up to the presenter to decide.
- If the presenter chooses to pre-record the presentation, he/she is still expected to connect live for the Q&A session.
- All oral presentations have 15 min time limit + 5 min for Q&A.
WHAT TO DO IF YOU CHOOSE TO PRE-RECORD YOUR PRESENTATION
1. Go to: https://ipc2021.publicon.ee/presentation-recording/ and choose a time for a guided pre-recording session or state that you will record yourself and upload your presentation video.
2. Start preparing your slides (if you plan to show slides) right away.
3. Upload your presentation slides in a ppt format to the designated Dropbox folder: https://www.dropbox.com/request/8LYdhmElqEcvfx0NCbn1 at least 5 days before the pre-recording time.
4. Rehearse your presentation to make sure you can fit into the time limit – 15 minutes – and to feel comfortable in front of the camera.
5. Set up a calendar reminder for the pre-recording according to the time you have selected.
6. Be on time! You will receive the login data for the pre-recording session 24 hours before your recording session.
7. Be aware that you are expected to attend the virtual Congress live for the Q&A session after your pre-recorded presentation is played. You will be provided the login data for this in a separate email 24 hours before the time your presentation is scheduled.
CAN I RECORD MY PRESENTATION MYSELF AND UPLOAD IT?
Yes. This is even recommended if you don’t have a very good internet connection, or you are presenting without slides or you are able to record while also integrating the slides into your recording.
If you don’t use slides you may get the best quality by recording with your smartphone.
There are several video conferencing tools available to easily record a presentation in one step. You have the option to show your presence via a 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
All final pre-recorded presentations must be in the MP4 Format and uploaded by 25 April to the designated Dropbox folder here.
TECHNICAL EQUIPMENT AND TIPS FOR RECORDING & PRESENTING
- A good quality internet connection is a must. A broadband internet connection is recommended, but if unavailable, use a strong Wi-Fi connection.
- A computer with a web-camera.
- Try and use a good headset with the microphone close to the mouth BUT away from the direct-line-of-mouth to reduce “pops”. Try to avoid using the default built-in microphone on your computer.
- 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.
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.
Recommended Aspect Ratio for presentation slides – PPT, PPTX, and PDF (equivalent to a widescreen format):
|Format||PPT / PPTX|
Audio/Video File requirements (if you are recording yourself):
- All final pre-recorded presentations must be in the MP4 Format.
- 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 the total bit rate.
- Resolution = maximum 720p HD
- Presentation lengths:
- Individual Plenary or Keynote presentations not to exceed 40 mins
- Individual oral presentations not to exceed 15 mins
- For individual oral presentations, please use the following naming convention for the final file: PID.ppt, PID.pptx, PID.pdf, or PID.mp4, where PID is your unique abstract ID number, the number that was assigned to your paper by the IPC2021 at the time of abstract submission. If you have lost your ID number, you can find it from here.
ASK FOR ASSISTANCE:
If you have questions regarding the technical guidelines or you need help with booking a time for a guided pre-recording session or recording by yourself, please contact the Congress Secretariat via email: firstname.lastname@example.org