Oral & Poster Format Guidelines
This table provides an overview of the most important tasks or questions you may have. You will find more information in the text after the table. Here is an overview of the main information:
|File format for presentation slide (s)||PDF, PPTX (<50MB)||PDF, PPTX (<50MB)|
|Page limit / outline||Not restricted / 16:9 ratio||one page / 16:9 ratio landscape|
|Upload||Presentation files are optional but would be great!
Video presentations with slides are mandatory
|Poster in PDF format is mandatory
Video presentations are mandatory
|Video format||MP4 / 1080p (< 1GB)|
|Video length||15 minutes for oral||5 minutes for poster|
|Best browser solution||The best browser to use is Google Chrome / Edge Chromium
Do not use VPN connections!
|Deadline for Uploading files||At least 48 hours Boston Time before the session starts, but for the approval process and to get yourself familiar with the system we recommend as early as possible.||No later than midnight Thursday 29 October so that all participants can see your poster and video on Monday.|
|The session where you present||Before the session starts, your webcam and microphone have been already activated by you. The session chair will bring you on stage at the appropriate time and you can start immediately with your presentation after his introduction and only then will you be seen by the audience.|
|Online training||Needed and offered in the week before the conference starts.|
|Security / Restricted access||All provided files can only be viewed or downloaded by registered attendees (individual password protected access). Public access is not possible.|
|Contact if you have technical questions (e.g. upload error, mp4 too big, etc. to the conference tool)||
Oral Presentation Guidelines
All authors are required to make use of electronic presentations. Presentation files must be in Windows-compatible PowerPoint or PDF format. Macintosh users should ensure that their presentations will show correctly using the Windows operating system.
Please remember to create or adapt your presentations to use 16:9 aspect ratio.
Each oral talk (with the exception of plenary) is allocated 18 minutes total: 15 minutes of presentation time followed by 3 minutes of questions & answers. Please prepare your presentation accordingly to strictly adhere to these time limits.
The presentations must be in English. All files (videos, slides) must be uploaded onto the central file server prior to the start of your session. The exact requirements for your upload will be announced in a separate email to the author. The upload tool of the conference system only allows you to upload PDF (*.pdf), Microsoft PowerPoint files (*.ppt, *.pptx) and video files (*.mp4). The maximum file size for the presentation (slides/poster) is limited to 50 MB, and 1 GB for video presentation files. Video presentation files are mandatory for oral talks, due to the requirement that, if you are unable to present live, we can show this video. If the presentation is given live, as expected, we will not use this video. However, we would very much appreciate if you would upload your slides in a pdf format in addition, so that the registered attendees can view them if desired.
In the week before the conference, as registered attendee and as a presenter (oral/poster), you will get a notification with more information for your live presentations. In addition, you will receive an invitation to a training session to familiarize you with the system. We are planning to have a handout as well, which we intend to send via email and make it available as a download in the conference system. Please, read very carefully all documents within the system in the week from Oct. 26-30 and use the training offered during that week in a time slot that will be assigned to you. Ask plenty of questions during the training session so that later, during your live presentation, everything may go as smoothly as possible.
After your successful training, please be at the session on time as you would be for an in-person conference. When your session starts, your webcam and microphone should be already activated. This shows the session chair that you are present in the room and able to give your presentation. Otherwise the session chair may decide to just play the pre-recorded video presentation. The session chair will bring you on stage at the appropriate time and you can start immediately with your presentation after his/her introduction. Don’t forget to open your presentation on your device ahead of time and perhaps turn on a virtual laser pointer to save time.
Poster Presentation Guidelines
All poster sessions will be held in the virtual poster area and are live events. We recommend using the typical 16:9 ratio (669 mm x 1189 mm) size poster in landscape format. Your poster will have a virtual room where you can meet interested attendees who want to chat with you. Up to 10 attendees can enter the room with video/audio. Others can still listen to the conversation and can see the poster but can only communicate via chat. Unlike oral presentation, the poster and the respective uploaded video from you are visible from Monday, November 2, 2020 until November 30, 2020. Your video presentation file (*.mp4) and the corresponding poster (*.pdf) are mandatory for poster presentations. That gives the attendee the possibility to look at the poster pdf and your short video before the poster session starts.
Presenting authors are expected to be present at their poster during their entire session (90 min) to talk about their work to the audience and answer questions as appropriate. Papers whose authors are not present at their poster during their assigned session are not eligible for publication in the Conference Record or for participation in the Student Paper Competition. Poster Session Chairs will verify your attendance during the assigned session.
Posters have the same value as an oral presentation and must be uploaded as a PDF to the online system in addition to a 5 minute video. During and after the conference, attendees can view at your poster/video in the password protected upload area, not visible to the public without a password. This gives the opportunity for an attendee to plan and even look at the poster after the conference and contact you if needed with comments and questions.
For further details of how to make the video presentation, look below. As poster presenter, you may record yourself with the poster while talking OR you may record yourself and explain your poster with the virtual laser pointer on the screen. In both cases it would be very nice to see you presenting in person!
Some helpful information may be found HERE (pdf file on posters from NDSU).
Recommendation what your poster in landscape format should include:
- The paper title and all authors at the top of the poster
- A brief introduction, goals, experimental detail, conclusions, and references; presented in a logical and clear sequence
- Explanations for each graph, picture, and table
Hints for creating your video presentation (oral / poster)
The content aspect of a presentation is always only one side of the coin. On the other side is the ability to deliver an interesting and engaging presentation. The most successful presentation videos are well explained, graphically comprehensive presentations of your research work, highlighting the main points as well as explaining the most interesting details. The least effective presentation video is a simple reading from your slides or your manuscript.
One possibility is to have embedded audio comments in your slides. With that, you may then export the presentation as an MPEG-4 file (.mp4 / 1080p) with MS PowerPoint. Several programs offer the possibility to embed the recording of the speaker as picture-in-picture in your video. We recommend making use of this option as it allows the presentations to be received much more personally by the audience. There are enough examples with different tools in the relevant forums.
We only accept the .mp4 format – other formats are not supported. Presentation video files should not be larger than 1 GB. Here are some general video creation instructions (pdf file). A video on how to create a presentation with free Zoom is available HERE.
Your presentation video should have the following content:
- Widescreen format using 16:9 aspect ratio to use the whole screen – we do not recommend the standard 4:3 format which works, but does not fill modern screens in presentation mode
- All slides of your presentation must be properly formatted so that the information on each slide is easy to understand and read. Graphs in particular should be high resolution so they can be easily read.
- You should speak clearly with a pause for crossovers between slides
- Take your time and explain each diagram, picture and table
The best way to record your speech:
- The best way is always to use any kind of microphone, even those built into laptops or tablets, as long as the resulting audio is clear and easy to understand. However, since most people have headsets, their use is encouraged as they usually provide more clarity.
- If you record the presentation in video mode, make sure that you export your video, including all audio data, as .mp4 movie file format for submission and that the total file size is less than 1 GByte.
Verifying and reviewing your video presentation (oral / poster)
We ask you to ensure that your presentation passes our quality control, please check the following points before uploading:
- Did you save your file as .mp4 movie file?
- Is the total recording time less than or equal to 15 minutes for an oral and less than 5 minutes for a poster presentation?
- Is the sound clear and accurate, and free from any buzzing, noise, or other background distractions?
- Check if there is a sound recording on each slide to make sure you have the correct overall timing before you show the next slide?
- Is your recorded volume in the mid-range so that we don’t always have to change the volume while listening to different talks?
- Does your presentation start on time without a long silence at the beginning? Your speech should start within the first 3-5 seconds.
- Are all your fonts, graphs, and/or animations displayed correctly?
- Please make sure that your recording ends immediately (< 3 seconds) after your closing words, without being stopped before the end or taking too long.
Submitting your presentation video file to the conference system of the NSS MIC
We will provide more information here in October.
Further resources and assistance
If you are lost or have problems accessing the conference system videos, presentations, or if you are missing some information, please ask. You can send an email firstname.lastname@example.org to the NSS/MIC contact.