Presentation Instructions

Recorded Presentation Video Instructions

This video will be posted within your assigned session on the Summit's on-demand virtual platform.

We are aware that each of you may have a different idea on how best to engage your audience, and we are happy to provide you with some flexibility to explore that. However, we are also aware that guidelines will be helpful to ensure a uniformly excellent experience for all. With that in mind we would like to establish the following minimum expectations:

• A brief introduction on a web cam, followed by
• A voice over slides presentation

There are a number of ways in which this minimum expectation could be enriched, and you are encouraged to consider them. These include having a video of the presenter in the corner of the slides, including animations that illustrate the concepts that underlie the work, including videos of practical implementations, and incorporating other techniques associated with the best practices of online pedagogy. If you would prefer not to include the brief on-camera introduction, we will understand.

We are also aware that each of you may have a different idea on the optimal duration of a pre-recorded video for the purposes of engaging online attendees with your work, and we are also happy to offer you some flexibility to select the length. However, our expectations are that your presentation video will be:

• A minimum of 5 minutes in duration, and
• A maximum of 15 minutes in duration.

Video Specifications

The technical requirements of the video are as follows:

• Duration:
  • For presentations, at least 5 minutes and at most 15 minutes. Within that interval, choose a duration that you feel will best engage your audience.
  • For poster presentations [optional], no longer than 3 minutes
• File size: 200MB max
• Video file format: mp4
• Dimensions: Minimum height 720 pixels, aspect ratio: 16:9

Please note the final specifications will be checked at the time of submission and files not compliant may not be uploaded.

Please be sure the video includes the title of the paper, the authors, and a mention to RAE 2022.

Tools for preparing the video

You can prepare your video using any recording and editing tool that will produce an output that will meet the above specifications. One simple way to record the presentation would be to use a video conferencing tool to record the content displayed by your computer screen and your voice recorded by the computer microphone, or an external microphone. In that way, you can show your face via webcam and display your slides as you talk. You can use any meeting software, as long as you get a good quality recording and your final file is in the MP4 format. Based on our experience, we recommend the use of Zoom, but the choice is yours. You may wish to edit the video after having recorded it. Here are some links to instructions on recording a meeting on common platforms:

• 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
• For Authors located in China who are unable to access Zoom for free, use of the free software OBS, which allows also to capture simultaneously yourself while speaking and your slides: https://obsproject.com/

You can also use the two-step method covered below:
Create Voice Over Power point and convert to MP4

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.

Poster Presentation Specifications

The format for the poster is as follows:

File Type: PDF
File Size: 80 mb or less
Maximum Dimensions: 46 inches high by 94 inches wide

• Must be a single page
• Must NOT be password protected
• Must NOT have multimedia content (video/animation) included in the PDF poster
• Hyperlinks are acceptable