Deadlines

Video Submission

May 15th, 2021

Preparing a video of your presentation

Where and by when should I submit a link to my video?

• • Paper and oral optics abstracts: You can use this Google form to send us the link. The deadline is May/15/2021.
  • Posters: You can use this form to send us the link. The deadline is May/10/2021.

Who needs to prepare a video?

• • Papers accepted to ICCP, as well as Oral physics/optics abstracts must be virtually presented by a submitted pre-prepared narrated video.
  • Authors of posters may optionally submit a video presentation with narration for their poster.

Video technical specifications

• • Videos must have a length of at most 4 minutes for posters and 12 minutes for papers and optics/physics orals. Shorter videos are acceptable. Longer videos will be automatically truncated to the maximum allowable length.
  • Videos must be in an .mp4 format, with H.264 encoding. Please do not simply rename the video file from some other format (e.g., .avi, .mov, .wmv) to .mp4, as such files still have an incorrect encoding, and we will not be able to stream them.
  • Videos must have a frame rate of 30 fps.
  • Videos should ideally, but optionally, have a 16:9 aspect ratio at 1920 x 1080 resolution. Videos that have a different aspect ratio will be automatically padded and resized before being streamed/uploaded.

Content requirements

• • Authors must ensure that their presentation materials respect copyrights for all content: music, images, and videos. ICCP 2021 cannot show copyrighted material without appropriate permissions.

Poster recordings will be uploaded to the ICCP 2021 YouTube channel, and paper recordings will be live streamed to the same channel. YouTube automatically detects copyrighted materials (e.g., background music) used without permission, which can result in undesirable advertisements and takedown requests. ICCP 2021 organizers will need to comply with any such requests. It is the authors’ responsibility to ensure that their presentations respect copyrights for all content.

• • Authors must ensure that their presentation materials are in good taste for an audience of varied cultures and backgrounds, and absolutely comply with the ICCP 2021 code of conduct, IEEE Computer Society Open Conference Statement, IEEE Event Conduct and Safety Statement, as well as the YouTube Community Guidelines.

Confidential content

• • Video recordings will be made available to ICCP 2021 attendees, as well as to the general public via YouTube. Please do not disclose material that is of confidential nature in your recordings. 
  • Poster authors that prefer that their video recording should not be uploaded to YouTube should send an email to demopostersiccp2021@gmail.com.

Title slide and information

• • All videos must begin with a title slide showing the presentation information (e.g., poster or paper name, author names, affiliations). 
  • The presenter should start the video by introducing themselves and the presented work.

Presenter self-view

• • We recommend that speakers show themselves during the video recording. Feedback from previous virtual conferences consistently shows that attendees find presentations where the presenter’s face is visible a lot more engaging. 
  • We recommend placing your self-view in a floating window at the top-right or bottom-right corner of your presentation. 
  • During recording, the speaker should ideally occupy about 1/3 of screen space, with the camera placed at eye-level height. As a rule of thumb, in a good composition, the speaker should be visible from the shoulders to the top of their head.

Equipment and environment recommendations

• • Equipment: We recommend using an external microphone, as this helps provide cleaner audio compared to built-in microphones. We recommend using either a built-in or external camera for recording the presenter’s self-view. 
  • Environment: We recommend recording in a quiet environment to the extent possible. Avoid noise to prevent distractions during your presentation. 
  • Lighting: We discourage having bright lights behind the presenter. Backlight makes it harder for most cameras to focus and expose properly. 
  • Background: We recommend having a clean background (real or virtual) that will help keep your audience focused.

Suggestions for recording your video

• • You can turn a slide presentation into a video recording with narration and self-view using any of the following software platforms:

1. 1. Powerpoint (online instructions). Please note that versions before Microsoft 365 may not support including a self-view in the recording.
   2. Keynote (online instructions).
   3. Zoom (online instructions). Please note that recording through Zoom will result in significant degradation in the quality of your visuals (e.g., your slides). We do not recommend this option if some alternative is available.
   4. Other software (e.g., OBS Studio) that supports screen, camera, and microphone capture, along with slides created using any presentation software.

• • If the software you use does not support exporting to .mp4 format, you must re-encode your file. You can do this using YouTube (upload and then download), or FFMPEG (e.g., ffmpeg -i input.wmv -c:a aac -c:v libx264 -crf 16 -preset slow output.mp4).

Suggestions for creating your slides

• • You can set your slide presentation to have the recommended aspect ratio as follows:

1. 1. Powerpoint: Go to “Design” → “Slide Size” → “Widescreen (16:9)”.
   2. Keynote: Go to “View” → “Show Inspector” → “Document” → “Slide size” →  “1280×720”.

• • 20 pt font is the smallest font acceptable. Please use standard fonts to the extent possible. Very small or non-standard fonts are the most common problem with presentations.

Final submissions

• • All submitted videos will be subject to review and approval by the ICCP 2021 committee before being considered final. If additional edits are required to your video, you will be contacted by a member of the ICCP 2021 committee.