IEEE IGARSS 2022 || Kuala Lumpur, Malaysia || 17

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Be sure to read the appropriate instructions for your presentation type (Oral or Multimedia)

Oral Presentations	Physical (hybrid)	Virtual
General Plan	For this oral session, you are given 10 minutes to present your paper, and a further 5 minutes for question and answer session. Presenters shall prepare a 10-minutes presentation slides either in Power Point or PDF format, for each paper. Presenters shall also prepare a pre-recorded video of the presentation, in MP4 format.
Presentation Language	English
Organiser	Session Chair - Main person in-charge of the overall conduct of the session. Session Co-chair (if available) - Assist chair to manage the session. Session Manager - To assist chair/co-chair in technical matters including handling of Zoom.
Room / Presenter Facilities	Microphone and speaker Lectern Laptop Projector Screen Laser pointer Zoom	Presenter shall prepare a laptop or desktop installed with Zoom.
Presenter arrival / attendance	30 minutes before the session begins - to meet with the session chair and load the presentation materails to the laptop	Zoom meeting will begin 15 minutes before the scheduled time. Presenters should join the Zoom meeting at least 5 minutes before the session begins.
Presentation time	15 minutes (Any setup time you use is part of your overall 15 minutes presentation time) Suggested plan: 10 minutes - Slides presentation 5 minutes - introduction, summary, and questions from the audience If the author of a paper is not attending in-person (due to unavoidable reasons), he/she can prepare a pre-recorded video of the presentation (10 minutes long) and submit to the session manager to be played during the paper slot. However, one co-author of the paper MUST be present (in-person or online) to answer any questions.	15 minutes (Any time taken to share the screen, adjust the microphone and test the audio is part of your overall 15 minutes presentation time) During session: 10 minutes - Slides presentation - the recorded video in MP4 format will be played 5 minutes - question and answer session with the audience
Presentation Format	A PowerPoint slides or PDF file is to be prepared for presentation. Laptop with the following tools will be provided: Windows 10, PowerPoint 2010~2019 Windows Media Player 11 Ensure your presentation materials are compatible with the tools provided. We recommend you make your slides with aspect ratio of 16:9 (If you make them with aspect ratio of 4:3, the reduced-size slides are projected onto a screen.	The video should be (The video's quality is the author's responsibility): in MP4 format Dimensions: Minimum height 480 pixels File size: Maximum 100 MB Aspect Ratio: 16:9 (widescreen format) Avoid areas that have echo: Rooms should be fairly small; Sound dampening with carpeting, curtains, furniture. Please see guidelines below for creating the MP4 video.
Presentation Uploading Time	Uploading of presentation materials can be done from 30 minutes before the presentation up until 10 minutes before the presentation, on a first-come first-serve basis. You are solely responsible to upload your presentation materials before the session.	To submit the recorded video presentation NO LATER THAN 5 July 2022. (link provided below).
Presentation Uploading method	To the computer in the session room via USB flash memory stick (USB Port is Type A) Presenters can check their presentations in the Speaker Preparation Room at MEETING ROOM 307. There will be 7 computers for the speakers to check and modify the presentations if needed.
IMPORTANT NOTES	To check your visual aids before the session begins; When uploading your presentation, please check if formulas/animations are shown correctly. REMINDER: Please do not attempt to use your own computer to connect to the projector.	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. Use as quiet an area as possible. Hardline internet connections are highly recommended, but if unavailable, a strong Wi-Fi connection should do the job. 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. 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. 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.

Multimedia Presentations	Physical (hybrid)	Virtual
General Plan	Multimedia session will combine poster presentation with video clip or slide presentation. The session will be split into two 30-minutes periods. In the first 30 minutes of the session, each presenters will be given a 2-minute time to present their video clip or slides. This session is optional, but highly encouraged. The second 30 minutes will be question and answer session, whereby each presenter will need to stand near their posters.	Each multimedia session is made up of 10 papers with each having a 5-minute video clip. The video clips will be played by the session manager. In the final 20 minutes, a group discussion led by the session chair will take place summarizing the topic of the session and related question and answer.
Presentation Language	English
Organiser	Session Chair - Main person in-charge of the overall conduct of the session. Session Co-chair (if available) - Assist chair to manage the session. Session Manager - To assist chair/co-chair in technical matters.	Session Chair - Main person in-charge of the overall conduct of the session. Session Co-chair (if available) - Assist chair to manage the session. Session Manager - To assist chair/co-chair in technical matters including handling of Zoom.
Room / Presenter Facilities	Laptop connected to big screen monitor.	Presenter shall prepare a laptop or desktop installed with Zoom.
Presenter arrival / attendance	Multimedia sessions are scheduled at 11:00 on Tuesday, Wednesday and Thursday. Authors should have their posters in place by 10:00. Authors should be at the venue from 10:45 until 12:00 (noon). Posters should be removed after 14:00.	Zoom meeting will begin 15 minutes before the scheduled time. Presenters should join the Zoom meeting at least 5 minutes before the session begins.
Presentation time	From 11:00 to 11:30, each presenter is given 2 minutes to present a short slide/video of their work. This is optional. After 11:30, all authors should be beside their posters for Q&A sessions, until 12:00 (noon).	A recorded video (5 minutes) will be presented by the session manager from 21:35 to 22:25 (local time). From 22:25 to 22:45 (local time), Q&A session (or group discussion) will be conducted, led by session chair/co-chair. All authors are expected to contribute to the discussion. Virtual attendees will also be able to view the multimedia materials at any time during the conference and to ask questions via the symposium website.
Presentation Format	Presentations: Authors who wish to make the 2-minute presentation, should prepare a presentation file (PowerPoint, PDF or a 2-minute video). We recommend producing your presentation with an 16:9 aspect ratio. However, you can also prepare your presentation in the classic 4:3 format. Poster: One poster board is reserved for your use. Each board has a width of 1m and a height of 2m. The poster is not required to fill this entire space, but it cannot be any larger than the board size. It is recommended to use A1 Portrait for your poster size. The title of your poster should appear at the top in CAPITAL letters about 25mm high. Below the title put the author(s)' name(s) and affiliation(s).
Presentation Uploading Time	Presentations: Uploading of presentation materials can be done from 10:00 up to until 10:45, on a first-come first-serve basis. You are solely responsible to upload your presentation materials before the session. Poster: Authors should have their posters in place by 10:00. There MUST be a presenter standing at the poster during the entire scheduled poster time. A poster that is mounted to the board, but without any person presenting it will be considered a no-show!	The authors are required to submit the video by 5 July 2022. (link provided below) Only ONE file may be submitted. New uploads will REPLACE existing uploads of the same type.
Presentation Uploading method	To the computer in the session room via USB flash memory stick (USB Port is Type A)
IMPORTANT NOTES	Authors are invited to be on stand-by near their posters during the session breaks and must be near their poster during the dedicated poster session time.	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.

Step 1: Creating a presentation video

(1) Tools Available

There are several tools available to easily record a presentation, almost all of which are available on MacOS or Microsoft Windows, and some are also available on Linux operating systems.

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

(2) Audio/Video File Requirements

All files must be in MP4 Format
Duration: A maximum of 15 minutes
Format: MP4
Dimensions: Minimum height 480 pixels
File size: Maximum 100 MB
Aspect Ratio: 16:9 (widescreen format)

(3) Tips for Recording

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.
Use as quiet an area as possible.
Avoid areas that have echo:

Rooms should be fairly small;
Sound dampening with carpeting, curtains, furniture.

Hardline internet connections are highly recommended, but if unavailable, a strong Wi-Fi connection should do the job.
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.
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.

Step 2: Uploading Your Presentation Video and other Media Files

In addition to the video presentation, IGARSS 2022 allows authors to upload other types of media to be used with the virtual presentation.

Type	Description	Required
Video Presentation	An MP4 video of your presentation; 5 minutes long for multimedia presentations, 10-15 minutes long for oral presentations. 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.

Upload Video/Media Files

If you have any questions, please email info@igarss2022.org

Presentation Instructions

Step 1: Creating a presentation video

(1) Tools Available

(2) Audio/Video File Requirements

(3) Tips for Recording

Step 2: Uploading Your Presentation Video and other Media Files