Presentation Guidelines

For this hybrid event we ask ALL of you to prepare the files as listed in the tables here below. While we expect the vast majority of the presenters to give their talk onsite, there will be an option to give a remote presentation only for those presenters who were assigned an ORAL presentation. Posters can be only presented onsite.

This table gives you an overview of the most important tasks or questions you may have,
separated for onsite and virtual presentations.

Here is the main information for you in an overview:

Overview ORAL & POSTER ON-SITE

Below you recieve an overview for oral and poster presenters who will give their presentation ON-SITE.
Task Oral Presentation Poster Presentation
File formats for presentation(s)

Slides: PPTX or PDF (<50MB)

Poster: PDF (<50MB)

Video: MP4 (<1GB)

Page limit / outline

Slides: no page limit; 16:9 ratio

Poster: One page, pdf-file max 50 MB; A0 (841mm x 1189mm) or ANSI E (864mm x 1118mm), portrait layout

Video: 5 min. MP4 video file, ratio 16:9, full HD (1920px x 1080px) max 1GB

Video length
-
5 minutes (poster)
Mandatory Requirements

Slides (PPTX or PDF)

Electronic Poster (PDF)

Poster print (DINA0 or ANSI E)

Video presentation (MP4)

Upload Destination
Please upload your presentations to the destination below. Use the login you have used to submit your presentation to access the system.

Upload your presentation here
Upload available from

October 25, 2023

Deadline for Upload of your files

At least 72 hours before the session starts, but for the approval process and to get yourself familiar with the system we recommend as early as possible.

November 1, 2023 (PDT) - pdf-file and mp4-file

What you should bring with you on-site
Please bring a copy of your slides on an USB stick to Vancouver just in case something went wrong with the upload.
Please bring a print out of your poster with you to Vancouver. We do not provide any possibility to print posters on site.
Security / Restricted access

Slide presentations for download as pdf-file are available for registered participants only, if the author has agreed. Uploaded PowerPoint presentations will be converted into PDF format and all multimedia parts, like animations, get lost.

Poster presentations and video presentations are available to registered participants only. Video presentations are protected from download, and from access via foreign domains; they can only be accessed from the secured conference platform.

General Questions
Contact if you have technical questions (e.g., upload error, mp4 too big, etc. to the conference tool)
Oral Presentation Poster Presentation

File formats for presentation(s)

Slides: PPTX or PDF  (<50MB)

Poster: PDF (<50MB)

Video: MP4 (<1GB)

Page limit / outline

Slides: no page limit; 16:9 ratio

Poster: One page, pdf-file max 50 MB; A0 (841mm x 1189mm) or ANSI E (864mm x 1118mm), portrait layout

Video: 5 min. MP4 video file, ratio 16:9, full HD (1920px x 1080px) max 1GB

Video length

-
5 minutes (poster)

Mandatory Requirements

Slides (PPTX or PDF)

Electronic Poster (PDF)

Poster print (DINA0 or ANSI E)

Video presentation (MP4)

Upload Destination

Please upload your presentations to the destination below. Use the login you have used to submit your presentation to access the system.

Upload your presentation here

Upload available from

October 25, 2023

Deadline for Upload of your files

At least 72 hours before the session starts, but for the approval process and to get yourself familiar with the system we recommend as early as possible.

November 1, 2023 (PDT) - pdf-file and mp4-file

What you should bring with you on-site

Please bring a copy of your slides on an USB stick to Vancouver just in case something went wrong with the upload.
Please bring a print out of your poster with you to Vancouver. We do not provide any possibility to print posters on site.

Security / Restricted access

Slide presentations for download as pdf-file are available for registered participants only, if the author has agreed.

Uploaded PowerPoint presentations will be converted into PDF format and all multimedia parts, like animations, get lost.

Poster presentations and video presentations are available to registered participants only.

Video presentations are protected from download, and from access via foreign domains; they can only be accessed from the secured conference platform.

General Questions

Contact if you have technical questions (e.g., upload error, mp4 too big, etc. to the conference tool)

Overview ORAL & POSTER VIRTUALLY

Below you recieve an overview for oral and poster presenters who will give their presentation VIRTUALLY.

Task Oral Presentation Poster Presentation
File formats for presentation(s)

Slides: PPTX or PDF (<50MB)

Video: MP4 (< 3GB)

Poster: PDF (<50MB)

Video: MP4 (< 1GB)

Page limit / outline

Slides: no page limit; 16:9 ratio

Video: 15 min. MP4 video file, ratio 16:9, full HD (1920px x 1080px) max 3GB

Poster: One page, pdf-file max 50 MB; A0 (841mm x 1189mm) or ANSI E (864mm x 1118mm), portrait layout

Video: 5 min. MP4 video file, ratio 16:9, full HD (1920px x 1080px) max 1GB

Video length
15 minutes (oral)
5 minutes (poster)
Mandatory Requirements

Slides (PPTX or PDF)

Video presentation (MP4)

Electronic Poster (PDF)

Video presentation (MP4)

Upload Destination
Please upload your presentations to the destination below. Use the login you have used to submit your presentation to access the system.

Upload your presentation here
Deadline for Upload of your files

At least 72 hours before the session starts, but for the approval process and to get yourself familiar with the system we recommend as early as possible.

November 1, 2023 (PDT) - pdf-file and mp4-file

Upload available from

October 25, 2023

Best Browser solution

The best browser to use is Google Chrome / Edge Chromium / Firefox

Do not use VPN connections!
Do not use Wireless LAN or mobile data while presenting.
A wired LAN connection is highly recommended.

Access your virtual session

All speakers who give their presentation virtually will be connected to their session via zoom (zoom.com). An experienced technician will welcome you and give you all necessary instructions. The virtual presentation will be livestreamed both on-site and for all other virtual registered participants via the conference platform via vimeo (vimeo.com).

Your session zoom room can be accessed through the conference system. Please make sure you have the credentials at hand in time to access your conference system account.

As a virtual presenter, please ensure in advance of the conference that you can make full use of the zoom.com meeting platform.


Access your zoom session here
Log into the conference system (link: conference system) with the credentials you have used to submit your abstract and go to your Poster Presentation. Below your presentation you find a button “add questions /comments”. As soon as any questions appear please answer them in this area during your poster session. Be on time - Please join your Poster Presentation at least 5 min before your session starts.
The session at which you present virtually
Before the session starts, your webcam and microphone must be already activated by you. The room will be managed by a technician. The session chair will bring you on stage at the appropriate time and you can start with your presentation immediately after the chair’s introduction and only then will you be seen by the audience.

We kindly ask you to answer questions during your virtual Poster Presentation in writing through the system which might occur by the virtual and on-site attendees below your poster presentation Presenting more than one poster virtually in the same poster session is not allowed.

Security / Restricted access

Slide presentations for download as pdf-file are available for registered participants only, if the author has agreed. Uploaded PowerPoint presentations will be converted into PDF format and all multimedia parts, like animations, get lost.

Poster presentations and video presentations are available to registered participants only.

Video presentations are protected from download, and from access via foreign domains; they can only be accessed from the secured conference platform.

General Questions
Contact if you have technical questions (e.g., upload error, mp4 too big, etc. to the conference tool)
Oral Presentation Poster Presentation

File format for presentation slide (s)

Slides: PPTX or PDF (<50MB)

Video: MP4 (< 3GB)

Poster: PDF (<50MB)

Video: MP4 (< 1GB)

Page limit / outline

Slides: no page limit; 16:9 ratio

Video: 15 min. MP4 video file, ratio 16:9, full HD (1920px x 1080px) max 3GB

Poster: One page, pdf-file max 50 MB; A0 (841mm x 1189mm) or ANSI E (864mm x 1118mm), portrait layout

Video: 5 min. MP4 video file, ratio 16:9, full HD (1920px x 1080px) max 1GB

Video length

15 minutes (oral)
5 minutes (poster)

Mandatory Requirements

Slides (PPTX or PDF)

Video presentation (MP4)

Electronic Poster (PDF)

Video presentation (MP4)

Upload Destination

Please upload your presentations to the destination below. Use the login you have used to submit your presentation to access the system.

Upload your presentation here

Deadline for Upload of your files

At least 72 hours before the session starts, but for the approval process and to get yourself familiar with the system we recommend as early as possible.

November 1, 2023 (PDT) - pdf-file and mp4-file

Upload available from

October 25, 2023

Best Browser solution

The best browser to use is Google Chrome / Edge Chromium / Firefox

Do not use VPN connections!
Do not use Wireless LAN or mobile data while presenting.
A wired LAN connection is highly recommended.

Access your virtual session

All speakers who give their presentation virtually will be connected to their session via zoom (zoom.com). An experienced technician will welcome you and give you all necessary instructions. The virtual presentation will be livestreamed both on-site and for all other virtual registered participants via the conference platform via vimeo (vimeo.com).

Your session zoom room can be accessed through the conference system. Please make sure you have the credentials at hand in time to access your conference system account.

As a virtual presenter, please ensure in advance of the conference that you can make full use of the zoom.com meeting platform.

Access your zoom session here

Log into the conference system (link: conference system) with the credentials you have used to submit your abstract and go to your Poster Presentation.

Below your presentation you find a button “add questions /comments”. As soon as any questions appear please answer them in this area during your poster session.

Be on time - Please join your Poster Presentation at least 5 min before your session starts.

The session at which you present virtually

Before the session starts, your webcam and microphone must be already activated by you. The room will be managed by a technician. The session chair will bring you on stage at the appropriate time and you can start with your presentation immediately after the chair’s introduction and only then will you be seen by the audience.

We kindly ask you to answer questions during your virtual Poster Presentation in writing through the system which might occur by the virtual and on-site attendees below your poster presentation.

Presenting more than one poster virtually in the same poster session is not allowed.

Security / Restricted access

Slide presentations for download as pdf-file are available for registered participants only, if the author has agreed.

Uploaded PowerPoint presentations will be converted into PDF format and all multimedia parts, like animations, get lost.

Poster presentations and video presentations are available to registered participants only.

Video presentations are protected from download, and from access via foreign domains; they can only be accessed from the secured conference platform.

General Questions

Contact if you have technical questions (e.g., upload error, mp4 too big, etc. to the conference tool)

Detailed Guidelines for oral presenters

All authors are required to use 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 talks) is allocated 18 minutes total: 15 minutes of presentation time followed by 3 minutes of questions & answers.  Please prepare your presentation accordingly and adhere strictly 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 all oral talks who will not give their talk onsite, 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.

For the onsite presenter:
Each session room will be set with a projector, a microphone, and a laser pointer. A presentation laptop will be provided in the session room – no personal laptops will be permitted. The files must be uploaded at the given time here listed above, NO USB device can be used or even copies to the presentation laptop are allowed. If you have any problem, please contact the staff in the computer room, well in advance.
For a virtual presenter:
Please be at the session on time as you would be for the in-person conference. Please have in mind that all times are given at PST (Pacific Standard Time). When your session starts, your webcam and microphone should already be 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 or technician 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. Please open your presentation in a window mode and not in a full screen mode, which will give you the opportunity to follow the Q&A tool or any other guidance in the conference tool.

Detailed Guidelines for poster presenters

All poster sessions will be in the Vancouver Convention Center West, Hall A near the exhibition. The maximum poster size (NOTE: portrait orientation) 40 inches wide x 94 inches tall (1.0 m wide x 2.4 m tall). As an example, the typical A0 size poster is 0.841 m x 1.189 m. Adhesive tape/pins to attach your poster to the panel will be available in the poster room. Your panel will be labeled with the poster number. The poster shall be provided by the Author(s). Please review your poster dimensions before you arrive to ensure that it will fit in the defined space.

Unlike oral presentation, the poster and the respective uploaded video are visible from Monday, November 6, 2023 until November 30, 2023. 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.

On-site poster presenters are expected to be present at their poster during their entire session (108 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.
Virtual Poster Presenters are expected to answer all questions which may be posted in the conference platform from the audience, especially during the poster session. If not, your poster might be not eligible for the conference record !

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. In this video you can either present your poster itself, or make a short slide show (4-5 slides), based on the poster shown information. During and after the conference, attendees can view 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!

Posters which are not collected by the author at the end of the respective period will be discarded.

Recommendation of what your poster in portrait 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.

Verifying and reviewing your video presentation (oral / poster)

We ask you to ensure that your presentation passes our quality control, so 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 12 minutes for an oral5min for mini 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.

Verifying and reviewing your video presentation (oral / poster)

  • 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 talk:

 

  • 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.

Assistance, contact

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 nssmic2023@ieee.org  to the NSS/MIC contact.