INSTRUCTIONS FOR PRESENTERS

Important: All materials must be sent to contact@icsc-2021.net by 26th October 2021 at latest.

Oral presentations

To minimise the risks of unnecessary delays and ensure stable sound quality, we will use pre-recorded presentation videos. The authors are still expected to be present during their presentation and answer the questions from the audience live.

Preparing your video

Photo: Lund University

Make sure your pre-recorded presentation:

  • is a video file (*.avi, *.mp4, *.mkv, …), not a PowerPoint (*.pptx) file with embedded narrations.
  • has a reasonable file size (below 1 Gb); compress the video if necessary.
  • is no longer than 10 minutes. Presentations longer than that will be returned to you for adjustments.

ICSC does not have a recommended PowerPoint template, feel free to use your own design.

There are lots of tools that you can use to record a video from your presentation. PowerPoint built-in functionality is, probably, the most common, but you can use screencast and video editing software like Camtasia or iMovie or simply record a one-person meeting in Zoom or Teams. You will find tons of instruction videos on YouTube.

What to think about in your presentation:

  • Having your webcam on during the recording make the presentation more interesting for the listeners as they can see you. Make sure, however, that the video does not cover important contents on your slides.
  • Use a headset or a good quality microphone. Your standard laptop microphone is probably not good enough.
  • Try your video and sound quality by recording a short test sequence. Make sure that the light is right, ambient sounds are not too annoying and your voice is heard clearly.
  • Speak normally, imaging that you tell your story to someone. To write down all your words and then read them aloud might sound as a good idea—but it is not!!! The natural tendency when reading from a paper is to speak quickly and without necessary pauses, it sounds unnatural and ultimately boring.
  • Do not worry too much about small mistakes. Just correct yourself and keep going. Mistakes are natural in face-to-face communication and no one will even notice.

Please, share your final video with us by sending a downloadable link to contact@icsc-2021.net. Use OneDrive, Dropbox or similar as the file size will be too large to send as an attachment to a mail.

What happens with your video?

Your presentation video will be uploaded to the conference YouTube channel in private mode, i.e. it can only be seen by a person who has the right link. The video will be shown during your session and the links will be shared among the registered conference participants.

Important: Three month after the conference period, we plan to make all links publicly available on the conference website. If you do not want your video to go public – let us know and we will permanently delete it.

Poster presentations

Your poster appears in the programme two times—first, in form of a short video teaser during a session on a relevant topic and, secondly, during the poster session when you will interact live with the visitors.

Preparing the video teaser

Read the recommendations above on how to make a presentation video, most of it apply for the poster teaser, too. However:

  • Limit your video to 2 minutes only;
  • Limit yourself to 1-2 slides only. You cannot and should not try to tell all your story in 2 minutes. The goal is to wake interest, and those who interested will visit your poster to learn more about your work.

Preparing the poster

To prepare your poster, use the PowerPoint template that has been adjusted to the settings of the conference virtual space (poster and font size are in proportion to be effortlessly readable). When ready, save your poster as *.png image using ‘Save As’ options in PowerPoint.

In case you want to use other software to design your poster, aim at the final image size 1920 x 1080 pixels (full HD resolution). The text height should not be smaller than 15 pixels. Your text should still be readable even if you zoom out your poster down to 50%.

During the poster session you will have possibility to share your computer screen in case you want to temporary show some additional material to a visitor (e.g. a graph that is not in your poster). This is an option, not a requirement, though.

Send us downloadable links to your video and poster image to contact@icsc-2021.net. Use OneDrive, Dropbox or similar since the file size will be too large for a mail attachment.

What happens with your poster & video teaser?

Your teaser video will be uploaded to the conference YouTube channel in private mode, i.e. it can only be seen by a person who has the right link. The teaser will be shown during a relevant session and the link shared among the registered conference participants.

The conference team will ‘pin’ your poster at the right spot in the virtual poster hall. Just find it and you are ready to meet visitors.

Important: Three month after the conference period, we plan to make all video links and poster publicly available on the conference website. If you do not want your materials to go public—let us know and we will permanently delete them.

Questions?

In case you are not sure or have a question—contact the organising team and we will be ready to help.

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