Guidelines for Oral Session

All the oral presentations are performed based on pre-recorded videos or live, with high preference for pre-recorded videos. The live presentation option should be chosen with your own risk only when (1) you have enough bandwidth in your internet connection, and (2) you are already familiar with Zoom and its screensharing.

Speakers should upload their video files before October 6 (Tuesday) through the system that will be soon announced on this page.

Please prepare your video according to the following:

• FORMAT: mp4
• DURATION: 10-13 minutes, so as to leave at least 2 minutes for questions
• SIZE: no more than 150MB (hard limits)
• ASPECT RATIO: 16:9

When you produce your video, please keep the following in mind:

1. Be sure that the movement of your laser point (that is, the movement of your mouse cursor) is recorded. Some times, even if you move your mouse, it is not recorded.
2. It is highly recommended that the presenter’s face is also recorded in the video. However, by doing it, it should be checked whether the slides are hiding behind the camera video.
3. Select an appropriate microphone and room/office for optimizing your recording audio quality (you may google “best way to record a video lecture” for suggestions to minimize reverb and echo).
4. Be sure to check the volume level of your video.
5. Open a timer on your second screen or on your smartphone to keep track of the elapsed time.
6. Most of all, it is important to perform a few tests before recording your real one.
7. For conversion of your video for reducing the size or the format, an example you may use is the free multi-platform software HandBrake (https://handbrake.fr/).

While there are many different options for recording your videos, an effective recording tool is embedded in the Zoom platform (the one that will be used for the conference sessions). It suffices to create a meeting where the speaker is the only participant, share the screen (the slides) and activate the camera of your laptop so that the speaker’s face is visible. Then through the “Record” button you can easily generate your video. In doing so, make sure you share the whole screen to avoid having trouble with the aspect ratio of your recording.

Where to upload your video?

The link for the submission system is http://regist2020.iccas.org/.

Since the submission system has been built rapidly (due to the late decision of the change of conference format), it is not very user-friendly and we apologize for it. Please carefully read the following instruction.

Step 1: Log-in the submission system using your ID/PW that was used for your registration of ICCAS 2020.

Step 2: Find “VOD Submission” and click the blue button “Submission”:

Step 3: Then, you will see the following screen.

Step 4: Now, you need to connect your file to be uploaded with your Paper No. Since it is not easy to remember your Paper No., the system enforces you to search your Paper No. by typing-in a part of the title of your paper. To make a long story short, simply click “Find”. Then, type-in a part of your title; for example, the figure below shows someone typed “control” and the system shows a list of papers that contain “control” in their titles:

Step 5: Click on your paper. (Warning: Please be careful. If you make a mistake to choose your paper, then the true owner of the paper cannot upload because the paper slot is already taken by you.)

Step 6: Now, you’re on the page for upload. Please ignore “Poster Image File”, which is for poster presenters.

Step 7: If the submission is successful, then the system shows: (again, ignore poster file for oral sessions)

Step 8: If you have more than one paper, then click “Additional Submission”, and repeat the procedure. If you want to replace files that you already uploaded, then click “Edit” and repeat the procedure.

 

If you need assistance, then please e-mail to conference@icros.org.