Presentation Guidelines
For this hybrid event we ask ALL of you to prepare the files as listed in the tables below. While we expect the vast majority of the presenters to give their talk on site, 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.
ALL Presenters must be registered for the conference !!!
The following tables give you an overview of all tasks and will hopefully address the most important questions you may have. We separated the tables based upon on site or remote attendance.
Here is the main information for you in an overview:
Overview ORAL & POSTER ON-SITE
Below is 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 |
– |
3 – 5 minutes (max.) |
|
Mandatory Requirements |
Slides (PPTX or PDF) must be uploaded to the conference system |
Electronic Poster (PDF) Poster print (DINA0 or ANSI E) must be uploaded to the conference system |
|
Optional |
– |
Video presentation (MP4) |
|
Requirement for publication |
The prerequisite for publication of your contribution in the Conference Record is that you have given your presentation either on site or virtually. Presentations that have not been given or uploaded to the conference system will be excluded from publication. |
A prerequisite for the publication of your contribution in the conference proceedings is that your poster is physically displayed on the corresponding poster wall for the entire duration as indicated below and not ONLY during your poster session. We reserve the right to check this outside of your actual poster presentation. Missing posters or posters that have not been uploaded to the conference system will be excluded from the conference proceedings. |
|
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 available from |
October 27, 2026 |
|
|
Deadline for Upload of your files |
At least 72 hours before the session starts, to get yourself familiar with the system. However, we recommend as early as possible. |
November 4, 2026, 11:59pm (CET) – 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 Yokohama just in case something went wrong with the online upload. You will get a chance to upload on site in case it is needed, and ONLY with our staff. Do not show up at your session with the upload. We cannot upload from the session rooms. |
Please bring a hard copy of your poster with you to Yokohama. We do not provide any possibility to print posters on site. |
|
Security / Restricted access |
Slide presentations will be made available through the online program for download as pdf file to registered participants only, with the author’s agreement after the talk was held. Note that uploaded PowerPoint presentations will be converted into PDF format, thus, multimedia parts, such as animations, videos, etc. will be lost. |
Poster presentations and video presentations will be made available to registered participants only upon author’s concurrence. Video presentations are protected from download, and from access by foreign domains; they can only be accessed by registered participants 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: |
Poster: PDF (<50MB) Video: MP4 (<1GB) |
|
Page limit / outline |
|
|
Slides: |
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 |
|
|
– |
3 – 5 minutes (max.) |
|
Mandatory Requirements |
|
|
Slides (PPTX or PDF) must be uploaded to the conference system |
Electronic Poster (PDF) Poster print (DIN A0 or ANSI E) must be uploaded to the conference system |
|
Optional |
|
|
Video presentation (MP4) |
|
|
Requirement for publication |
|
|
The prerequisite for publication of your contribution in the Conference Record is that you have given your presentation either on site or virtually. Presentations that have not been given or uploaded to the conference system will be excluded from publication. |
A prerequisite for the publication of your contribution in the conference proceedings is that your poster is physically displayed on the corresponding poster wall for the entire duration as indicated below and not ONLY during your poster session. We reserve the right to check this outside of your actual poster presentation. Missing posters or posters that have not been uploaded to the conference system will be excluded from the conference proceedings. |
|
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 available from |
|
|
October 27, 2025 |
|
|
Deadline for Upload of your files |
|
|
At least 72 hours before the session starts, to get yourself familiar with the system. However, we recommend as early as possible. |
November 4, 2026, 11:59pm (CET) – 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 Tampa just in case something went wrong with the online upload. You will get a chance to upload on site in case it is needed, and ONLY with our staff. Do not show up at your session with the upload. We cannot upload from the session rooms. |
Please bring a hard copy of your poster with you to Tampa. We do not provide any possibility to print posters on site. |
|
Security / Restricted access |
|
|
Slide presentations will be made available through the online program for download as pdf file to registered participants only, with the author’s agreement after the talk was held. Note that uploaded PowerPoint presentations will be converted into PDF format, thus, multimedia parts, such as animations, videos, etc. will be lost. |
Poster presentations and video presentations will be made available to registered participants only upon author’s concurrence. Video presentations are protected from download, and from access by foreign domains; they can only be accessed by registered participants 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 VIRTUALLY
Below is an overview for oral and poster presenters who will give their presentation ON-SITE.
Please note that any virtual poster presentations are not permitted for this conference!
| Task/Keyword | Oral Presentation | |
|---|---|---|
|
File formats for presentation(s) |
Slides: PPTX or 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. 1GB |
|
|
Video length |
15 minutes (oral) |
|
|
Mandatory Requirements |
Slides (PPTX or PDF) Video presentation (MP4) must be uploaded to the conference system |
|
|
Requirement for publication |
The prerequisite for publication of your contribution in the Conference Record is that you have given your presentation either on site or virtually. Presentations that have not been given or uploaded to the conference system will be excluded from publication. |
|
|
Upload Destination |
Please upload your presentations to the destination below. Use the login you have used to submit your presentation to access the system. |
|
|
Deadline for Upload of your files |
At least 72 hours before the session starts to get yourself familiar with the system. However, we recommend as early as possible. |
|
|
Upload available from |
October 27, 2026 |
|
|
Soft and Hardware requirements |
Your virtual presentation will be held via zoom (zoom.com). Ideally you have installed the zoom app on your device. The best browser to use is Google Chrome / Edge Chromium / Firefox Do not use VPN connections! |
|
|
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 from the conference platform. Your session Zoom room maybe 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 make sure that you can make full use of our zoom.com meeting platform well ahead of time |
|
|
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. You will begin with your presentation immediately after the chair’s introduction. Only then will you be seen by the audience. |
|
|
Security / Restricted access |
Slide presentations are available through the online program for download to registered participants only as pdf file, upon author’s agreement after the talk was held. Uploaded PowerPoint presentations will be converted into PDF format, thus, multimedia parts, such as animations and videos will be lost. |
|
|
General Questions |
||
|
Contact if you have technical questions (e.g., upload error, mp4 too big, etc. to the conference tool) |
||
| Oral Presentation | |
|---|---|
|
File format for presentation slide (s) |
|
|
Slides: PPTX or PDF (<50MB) Video: MP4 (< 3GB) |
|
|
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 |
|
|
Video length |
|
|
15 minutes (oral) |
|
|
Mandatory Requirements |
|
|
Slides (PPTX or PDF) Video presentation (MP4) must be uploaded to the conference system |
|
|
Requirement for publication |
|
|
The prerequisite for publication of your contribution in the Conference Record is that you have given your presentation either on site or virtually. Presentations that have not been given or uploaded to the conference system will be excluded from publication. |
|
|
Upload Destination |
|
|
Please upload your presentations to the destination below. Use the login you have used to submit your presentation to access the system. |
|
|
Deadline for Upload of your files |
|
|
At least 72 hours before the session starts to get yourself familiar with the system. However, we recommend as early as possible. |
|
|
Upload available from |
|
|
October 27, 2026 |
|
|
Soft and Hardware requirements |
|
|
Your virtual presentation will be held via zoom (zoom.com). Ideally you have installed the zoom app on your device. The best browser to use is Google Chrome / Edge Chromium / Firefox Do not use VPN connections! |
|
|
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 from the conference platform. Your session Zoom room maybe 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 make sure that you can make full use of our zoom.com meeting platform well ahead of time. |
|
|
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. You will begin with your presentation immediately after the chair’s introduction. Only then will you be seen by the audience. |
|
|
Security / Restricted access |
|
|
Slide presentations are available through the online program for download to registered participants only as pdf file, upon author’s agreement after the talk was held. Uploaded PowerPoint presentations will be converted into PDF format, thus, multimedia parts, such as animations and videos will be lost. |
|
|
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. Apple users should ensure that their presentations will show correctly using the Windows operating system.
Please remember to create or adapt your presentations to use a 16:9 aspect ratio.
Each oral talk (with the exception of plenary talks) is allocated 15 minutes total: 12 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 authors. 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 presenters that, for unforeseen reasons, are not able to deliver the talk live on site. This gives those who cannot attend live, the opportunity to still present their work. Of course, if the presentation is delivered live, we will not use this video. In addition, we would very much appreciate if you would upload your slides in a pdf format, so that the registered attendees can view them if desired.
For on-site presenters:
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 time listed above, NO UPLOAD CAN BE MADE in the presentation room. A last-minute upload request may be directed to upload your presentation in the computer room or rejected altogether as this typically causes unacceptable delays in the sessions. If you have any problem, please contact the staff in the computer room well in advance.
For a virtual presenters:
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 CET (Central European 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 set up your presentation for single-window mode and not in a full screen mode. This will give you the opportunity to follow the Q&A tool or any other guidance available in the conference tool.
Detailed Guidelines for poster presenters
All poster sessions will be in the XXX. 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 must be provided by the author(s). Please review your poster dimensions before arrival to ensure that it will fit in the defined space.
Unlike oral presentations, the poster and the respective uploaded video are visible starting Monday, November 9, 2026 until November 13, 2026. Your poster (physical and digital in pdf format) are mandatory for poster presentations. Providing a poster video presentation file (*.mp4) is optional. You can find information about the presentation time of your poster in the online program by September/October 2026 at the latest.
Poster availability:
You can find information about the presentation time of your poster at any time in the online program.
We expect to show the posters as long as possible, NOT just during the official poster session. Consequently, we would like you to hang your poster according to the times in the table below.
| Start of hanging time | End of hanging time | |
|---|---|---|
|
NSS Poster |
Monday, Nov. 9 |
Wednesday, Nov. 11 |
|
RTSD Poster |
Monday, Nov. 9 |
Wednesday, Nov. 11 |
|
MIC Poster |
Wednesday, Nov. 11 |
Friday, Nov. 13 |
The display of posters will be checked at random, and if the poster is not available or only available intermittently during the specified period, approval for the conference documents will not be granted.
Note that posters hanging after the allocated time window might be disposed of.
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. Posters whose authors are not present during their assigned session are become ineligible for publication in the Conference Record or for participation in the Student Paper Competition. Poster Session Chairs will verify your attendance during your assigned session. Make sure that you are present and seen by the poster session chair!
Furthermore, the poster must be displayed on the poster wall at all times as described above, which we will monitor, in order to allow the contribution to be published in the conference record or to participate in the student work competition.
Please note that any virtual poster presentations are not permitted for this conference!
Posters are equally valuable to oral presentations 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’s content. During and after the conference, attendees can view your poster and video in the password protected upload area, not visible externally to the conference. This gives the opportunity for an attendee to plan and to look at the poster after the conference. It is also a great opportunity for attendees to contact authors with comments and/or questions.
For further details of how to make a 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 a virtual laser pointer on the screen. In either case, it would be very nice to see you presenting in person!
Some helpful information to create an attractive poster may be found here.
Posters which are not collected by the authors 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 must be 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 of a presentation is only one side of the equation. 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) from within 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 .mp4 format – other formats are not supported. Presentation video files should not be larger than 1 GB.
Your presentation must pass our quality control. The following points help in that respect. Please take a look 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, noises, 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 having a long silence.
Verifying and reviewing your video presentation (oral / poster)
- Widescreen format using 16:9 aspect ratio– we do not recommend the standard 4:3 format as it 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 when switching 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 GB.
Assistance, Contact
If you are lost or have problems accessing the conference system videos, presentations, or if you are missing information, please ask. You can send an email to nssmicrtsd2026@ieee.org for any question.