Guide for pre-recorded presentation submission

All presenters have to attend, either in-person or online, the corresponding session to give a presentation, and to answer questions during the session.

A live Zoom will be set up for each session and the session will be recorded for on-demand requests from attendees.

A presenter can provide a pre-recorded presentation in advance for backup.

If neither a live nor a pre-recorded video presentation is given, then it will be treated as no-show and the paper will be removed from the proceedings, ACM Digital Library, and IEEE Xplore.

No exemption from no-show will be granted if a pre-recorded video presentation is not provided.

For presenters who cannot attend in person, we are highly recommend to provide a pre-recorded video presentation according to the following instructions.

INSTRUCTIONS

There are several video conferencing tools available to easily record a presentation. In this, you can show your face through the web cam method (highly recommended and encouraged, at least in the title slide), while displaying 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. Here are some links to instructions on recording a meeting on common platforms:

You can also use this two-step method available in PowerPoint:

  1. Create Voice-Over PowerPoint: https://support.office.com/en-us/article/record-a-slide-show-with-narration-and-slide-timings-0b9502c6-5f6c-40ae-b1e7-e47d8741161c
  2. Save/export your presentation to a video file format (.mp4).

Audio/Video Files:

  • All files must be in MP4 Format. File size should be less than 100MB. Follow the recommendations below for optimum playback experience for the
  • Bit rate
    • Do not exceed 1Mbps bit
    • To check the bit rate, right click on the file name, click on properties, go to the Details tab, and look for Total Bitrate. If the bit rate is too high, please lower the quality to "Internet Quality" to create the MP4.
  • Resolution
    • 1080p recommended
    • 720p minimum
  • Duration
    • Regular and Invited Paper presentations: 23-25 minutes
    • Special Sessions Presentations: 23-25 minutes
  • Please continue to record (without further speaking) for an additional 3-5 seconds at the conclusion of your presentation to ensure nothing is cut-off at the end of your video during playback when your video is integrated into the Vimeo

Tips for Recording:

  1. Equipment
    • Strong WiFi (or wired) Internet
    • Use a good headset with microphone close to mouth BUT away from direct line of mouth to reduce "pops". Avoid using your computer's laptop's or desktop's built-in
    • Do a test recording for a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Make adjustments if necessary.
  2. Room
    • As quiet as possible.
    • Avoid areas that have an echo. Your recording room should be fairly small with sound dampening from carpet, curtains, and furniture.
    • No interruptions (e.g., kids or pets coming in).
    • Plain background to eliminate viewer distractions, no company logos.
  3. Attire
    • Business casual (recommended).
  4. Presentation slides
    • Do not use small fonts in your presentation as they may be difficult to see on some laptop monitors. All font sizes should be at least 20.
    • Use contrasting brightness levels, e.g. light-on-dark or dark-on-light
    • Use thick lines for graphics (minimum: 2 point)
    • NO company name or logo except in title page
    • Insert slides with main section breaks into your slide deck to make the progress of your presentation easier to follow. In this slide, for example, keep the section you are about to present in black and the other sections in gray.
    • You may prepare a short-bio page including a face photo (group photo if it is a team) in the presentation slide.
    • Spend at least 30 seconds on each slide to give the audience a chance to read over the slide
  5. Attracting and maintaining viewer's attention
    • It is strongly recommended that you also record, alongside your presentation slides, a non-static video caption of yourself in the lower right corner of your presentation.
    • Speak with a lively voice and vary the tone of your voice to keep your talk fresh and interesting.
    • Avoid awkward pauses that last a few seconds.
    • Record your presentation with the PowerPoint "Laser Pointer" turned on and use your mouse to move the laser pointer around what you want to focus the listener to.

Uploading your MP4 Files:

All the pre-recorded video presentation files must be uploaded via following sites.

https://tsys.jp/aspdac/cgi/add_file3.cgi

It is strongly recommended to check the above upload site if you can access and upload your pre-recorded presentation file without any trouble. You can modify your file until deadline. It is expected that upload sites will be crowded just before the deadline, so please upload early.
*Please use the following naming convention XXXX.mp4, where XXXX is your Session ID (example: 1A-1.mp4).

Submission Deadlines:

December 21, 2022: Regular Sessions and Special Sessions

Inquiry:

Conference Secretariat: aspdac2023 [at] aspdac.com
TPC Secretariat: aspdac2023-tpc [at] aspdac.com

Last Updated on: December 14, 2022