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Presentation Instructions

Oral Presentations

The duration of each presentation is 20 minutes including discussion. Authors should limit their lecture presentation to 15 minutes to allow for 5 minutes of questions.

A projector and a computer with MS PowerPoint will be available in every session room for regular presentations.

Presentation Slide Preparation

PLEASE NOTE THAT YOU MUST BRING THE PRESENTATION ON A USB MEMORY STICK IN ORDER TO TRANSFER IT TO THE COMPUTER IN THE PRESENTATION ROOM. Files can be uploaded to the computers in the lecture rooms during the breaks between the sessions. To avoid software compatibility problems, speakers are advised to put .ppt, .pptx and .pdf versions of their presentation on the USB stick.

Be warned that movies embedded in the presentations are not guaranteed to be played. In addition, avoid using fonts that are not present in the Windows operating systems.

Speakers should arrive in their session room 10 minutes BEFORE the start of their session to report to the Session Chair, and upload your slides if you have not done so previously.

Poster Presentations

The recommended poster format is portrait A0 (84.1 cm wide x 118.9 cm height). Double-sided adhesive tape and/or pins will be available in the poster area to put the posters on the panels.

Authors are in charge of putting up their poster before the start of the session and of removing it after the session end.

Each panel will be marked with the number of the poster along with your Poster ID as identified in the program and in EDAS. Please place the poster on the correct panel.

Virtual Author Submission & Presentation Instructions

Authors of Oral Papers

We request you to prepare and upload a video of your presentation, comprised of a brief introduction with webcam, if desired, followed by voice over slides for your presentation. This will be played back in a Zoom room during your presentation time slot at the MeMeA 2022 in person conference. You must be present at that time and date to participate in Q&A with the onsite attendees. Please note that the file must be a video file in MP4 format (more details below).

Authors of Posters

We request you to prepare and upload a video of your presentation, comprised of a brief introduction with webcam, if desired, followed by voice over slides for your presentation. This will be posted on the conference app for all attendees to watch along with your pdf poster. You are responsible for monitoring your “conversation Tab” and answering any questions that are posted. Please note that the file must be a video file in MP4 format (more details below).

Our recommended approach to record a compatible video from content displayed on your computer screen and voice recorded via the computer microphone, is to record the presentation using Zoom, available to users on most platforms and in most countries:

Instructions for recording your presentation with Zoom:
https://ieeetv.ieee.org/ieeetv-specials/recording-your-presentation-with-zoom

For Authors located in China who are unable to access Zoom for free, use of the free software OBS, which allows also to capture simultaneously yourself while speaking and your slides:
https://obsproject.com/ 

In order for videos to be verified by the technical program committee, there is considerable urgency in preparing and uploading your video. Accordingly, we ask you that you please finalize your video no later than June 20, 2022. Please note the final specifications will be checked at the time of submission and files not compliant may not be uploaded. Please be sure the video includes the title of the paper, the authors, and a mention to MeMeA 2022. Videos that are not received by the deadline will be considered no-shows in accordance with the non-presented paper policy.


Guidelines for preparing your video:

Duration: 15 minutes max
File size: 750MB max
Video file format: mp4
Dimensions: Minimum height 720 pixels, aspect ratio: 16:9

Uploading your video instructions (Deadline: June 20)
  • Visit the Speaker Submission Webform at the following URL: [This will be individually emailed to all virtual authors]
  • Choose which author is the presenting author
  • Fill out your Speaker Information
    1. Optional
      1. Upload a Speaker headshot photo
      2. Include a Speaker Biography in the available text field
  • Upload your Presentation Data
    1. video in mp4 format (max of 750MB is allowed)
    2. Upload PDF of your presentation slides (Optional)
    3. Upload your pdf of your poster (Mandatory for Posters)
  • Wait for your video to finish uploading into the system
  • Submit the form by selecting the Submit button at the bottom of the screen
  • A confirmation message will be presented upon successful submission and a confirmation will be emailed to you
    1. Be sure to retain this information in case you need to make future updates to your submission

 

Day of Zoom Instructions

Zoom Link:  [This will be individually emailed to all virtual authors]

Your live zoom session will feature the playback of the presentation videos. These presentations will be played directly from the hosts’ computer, speakers do not need to handle this. As a speaker, you will be added as a panelist role within the zoom platform.

We ask that all speakers join their live session at least 15 minutes early to ensure the set-up is confirmed to your requirements and that there are no issues prior to the meeting beginning.

Should you have any specific requests for your live zoom session that have yet to be discussed, please email me directly for discussion and confirmation.

You can also reference the newly released Zoom training videos to look further into any questions you may have as well.

Zoom Training Videos


If you have any issues with uploading your presentation, please contact support at ([email protected]).


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