Virtual Symposium: Video Preparation Instructions

1. The technical program will be organized similarly to a regular conference, where the authors will have a chance to present their papers virtually in a live video stream on a defined schedule. However, a pre-recorded video presentation also needs to be uploaded for each paper which will be played in the event of connection issues or the presenting author being absent. Attendees may join the stream, watch the presentations, and submit questions to the speakers. The speakers will answer the questions during the live video stream event. The presentation videos will also be available before and after the live video stream. These are the official submission instructions for all presentations:
1. Please plan to submit your presentation as soon as possible after you register and NO LATER THAN 20 November 2020. This submission deadline cannot be extended.
2. Your presentation will be made available only to registered Symposium attendees for a limited period of time, beginning 1 December 2020 and ending on 11 December 2020 (one week after the symposium ends).
3. Symposium attendees will be able to pose questions to authors either through an online discussion forum, or during the live stream.

2. There are several tools available to easily record a presentation.

   The simplest is to create a Voice Over PowerPoint presentation:

   https://support.office.com/en-us/article/record-a-slide-show-with-narration-and-slide-timings-0b9502c6-5f6c-40ae-b1e7-e47d8741161c

   and convert it to MP4

   https://nursing.vanderbilt.edu/knowledge-base/knowledgebase/how-to-save-voppt-to-mp4/

   Alternatively, you can use a software suite such as Camtasia to achieve a similar result.

   Finally, you can use any meeting software, as long as you have a recording of good quality and your final file is in the MP4 format. Here are some links to instructions on recording a meeting on common platforms:

   • WebEx: Video Conferencing - Record a Cisco Webex Meeting
   • OBS: How to Record a Presentation using OBS Studio-IEEE CPC [YouTube Video]
   • 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

Audio/Video File Requirements

• All files must be in MP4 Format
• Duration: Maximum 10 minutes
• Arrangement: Your voice
• Format: MP4
• Dimensions: Minimum height 480 pixels
• File size: Maximum 200 MB
• Aspect Ratio: 16:9 (widescreen format)

Tips for recording

1. Use as quiet an area as possible.
2. Avoid areas that have echo:
1. Rooms should be fairly small;
2. Sound dampening with carpeting, curtains, furniture.
3. Hardline internet connections are highly recommended, but if unavailable, a strong Wi-Fi connection should do the job.
4. 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.
5. 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.

Uploading Your Presentation Video and other Media Files

In addition to the video presentation, InGARSS 2020 allows authors to upload other types of media to be used with the virtual presentation.

Type	Description	Required
Video Presentation	An MP4 video, maximum duration of 10 minutes, of your presentation. Please read the Video Preparation Instructions above for more detailed formatting requirements.	Required
Text Transcription	A text transcription of your video presentation, following the WebVTT format. If provided, this will be used to enable the closed-caption feature in the video playback. Create a WebVTT file at https://www.vtt-creator.com/	Optional
Photograph	A single photograph of the presenter or authors. Dimensions should be no larger than 1024 pixels in either height or width, and should be in PNG or JPEG format only.	Optional
Slides	A PDF or Powerpoint file containing your slides used in the presentation.	Optional

Only ONE file of each type may be submitted. New uploads will REPLACE existing uploads of the same type.

Authors will be required to electronically sign a Consent and Release statmement, which grants the symposium the permission to receive, display, and archive the media files submitted for use during the virtual symposium.

After you have prepared your MP4 video file and any of the other optional media click the Upload Media button below and login with your Paper Number and Paper Password found in your paper submission confirmation email or the review results acceptance notification email.

If you have any questions, please email info@ingarss2020.org