Conference and Workshops Presenter Information

The following guidance is for both Conference and Workshop/Event presenters. Note, it is expected that presentations will be given in person at IEEE DSC 2022. If no authors will be able to attend the conference, please present your talk remotely on WebEx (Note: MS Teams will be used as a backup live streaming platform). Please see the Conference Agenda for links to WebEx video meetings for the different conference days.

For all presenters, these are the mandatory steps requiring your action:

1.      Before creating your presentation: Review the guidance for presenters.

2.      Before you travel: You will need to upload them online. If you want us to share your slides online, please provide your consent for sharing. Guidance for doing so is available below.

3.      When you arrive at the conference: Visit the AV staff in the back of the session room at least 1 hour prior to your talk to check your slides.

4.      Before your presentation or talk: Arrive within the first 10 minutes of the break immediately prior to your session (or 20 minutes before the first session of the day) at the session room.

 

Presentation guidelines

·         Each Conference-Main Track or Workshop/SICSA Event presentation has a 20-minute slot. Your talk is expected to take 15-16 minutes, with the 4-5 remaining minutes for questions.

·         Each Conference-Experience and Practical Track presentation has a 10-minute slot. Your talk is expected to talk 6-7 minutes, with the 3-4 remaining minutes for questions.

·         SICSA Posters do not require a presentation and will be exhibited during the coffee and lunch breaks on 22nd June 2022.

Because the schedule is so dense, session chairs will be relatively strict at enforcing these constraints.

1.      For an on-site in-person presentation, you are required to present using a computer operated by the Conference’s AV staff. Your slides will be queued up and ready to go when you walk on the stage, and you control the presentation using an on-stage remote. Details for preparing and submitting your slides for presentation on the Conference’s computer are found below.

2.      For a remote presentation, you must test WebEx and MS Teams on your computer at least 24 hours in advance of your talk. Details for testing a WebEx/MS Teams video meeting are found below. In addition, you must submit a presentation video by 20 June 2022. Guidance for preparing and submitting your presentation video is available below. The submitted video will be used as an alternative when a live presentation is impossible due to technical issues and (optionally) provide consent for sharing video of your presentation online.

Technical Requirements for Presentations

All screens are 16:9 (1080P) native aspect ratio and we recommend all content be created in 16:9. If you are doing anything other than a standard slideshow, particularly something that requires audio or video, please tell us in advance so that we can be sure to have the proper connectors available and tested. Please note, we will not have hardwired internet available on stage.

 

Slide requirements

Below are technical requirements for slides and instructions for submitting your slides to both the Conference and Workshops/Event. You will need to complete these steps.

Content requirements

1.      3rd party material: Permission must be obtained for all copyrighted and 3rd party material. It is very important that you have the rights to use all the material that is contained in your submission, including music, video, images, etc. Attaining permissions to use video, audio, or pictures of identifiable people or proprietary content rests with the author, not with the IEEE DSC conference and joint workshops/event. You are encouraged to use Creative Commons content.

2.      Material requiring an Internet connection: We strongly advise against content that requires an active Internet connection. Please pre-record any such demonstrations and include them as a video in your presentation.

Technical requirements

1.      File Formats: We can accommodate the following presentation formats: PowerPoint (for Windows and macOS), and Adobe PDF. Please use standard fonts in your presentation.

2.      File size: Slide file size must be no more than 500MB.

3.      Aspect Ratio: Slides must be in a 16:9 aspect ratio.

4.      Required Slide: An introduction slide at the beginning of your presentation that lists: the title of your paper, author list, affiliations, and contact information.

5.      Filename: Files must be labelled as [Session #]-[Full Name]-[Presentation Title]

a.      Example: 01-John Doe-How to Solve the World’s Problems

Submit your slides

Use the following link to submit your slides and provide consent to upload video of your presentation online: Submit your Slides

 

Test a Video Meeting on Your Device

If you are presenting remotely, it is important to ensure you have full functionality when using WebEx and MS Teams on the days of the conference. Please test WebEx and MS Teams at least 24 hours prior to 22nd June 2022.

Guides for testing

Please click on the links below and follow the test instructions.

1.      WebEx (Self-test): https://www.webex.com/test-meeting.html

a.      More helps about how to use WebEx Meetings can be found: https://help.webex.com/en-us/landing/ld-nyw95a4-WebexMeetings/Webex-Meetings#Share-Content

2.      MS Teams (Self-test): https://www.marquette.edu/microsoft-teams/test-call-before-teams-meeting.php

3.       Test WebEX presentation with the conference organising team before 22nd June 2022

a.      Choose a time slot for testing

b.      Attend the chosen WebEx meeting slot to test your AV settings and content sharing

 

Presentation Video Requirements (Remote Presentations Only) (Due by 20th June 2022)

If you are presenting remotely, presentation videos must be uploaded by 20th June 2022. The videos will only be used as an alternative when a live presentation is impossible due to technical issues, including unstable network connections.

Content requirements

1.      Duration:

a.      Conference-Main Track or Workshop/SICSA Event: Videos must be up to 16 minutes in duration.

b.      Conference-Experience and Practical Track: Videos must be up to 7 minutes in duration.

2.      Presenter video: You are encouraged to show the video of the presenter as part of your video submission. Positioning of the speaker should be static and should not cover material in the slides. You are free to use whatever software you want. Some options include:

a.      Open Broadcaster Software ( https://www.youtube.com/watch?v=zTjVBlnEiNI)

b.      PowerPoint ( https://www.youtube.com/watch?v=03NRbHpm-JE )

c.       Zoom (https://youtu.be/nfTmrrWc9UQ)

3.      Closed captioning: Closed-captioned audio is preferred. We encourage all videos with spoken dialog to include a closed-captioning file (.scc, .srt, or .webvtt format) submitted with the video. These subtitles will appear on the lower part of the screen, so be careful about the placement of other text in your video that the audience needs to read.

4.      3rd party material: Permission must be obtained for all copyrighted and 3rd party material. It is very important that you have the right to use all the material that is contained in your submission, including music, video, images, etc. Attaining permissions to use video, audio, or pictures of identifiable people or proprietary content rests with the author, not with the IEEE DSC conference and joint workshops/event. You are encouraged to use Creative Commons content.

Technical requirements

  1. Resolution: Video resolution must be 1920x1080.
  2. File size: Video size must be no more than 2GB.
  3. File format: Videos should be a .mp4 file.
  4. Encoding: Videos should be encoded using H.264 of H.265.
  5. Filename: Videos must be labelled as [Session #]-[Full Name]-[Presentation Title].mp4

a.      Example: 01-John Doe-How to Solve the World’s Problems.mp4

Submit your video

Use the following link to submit your presentation video: Submit your Presentation Video