The presentations are due April 8th

Author Instructions for Preparing and Uploading the Oral or Poster Virtual Presentation

Thank you for electing to present your material at the IRPS 2020 Virtual Conference. By agreeing to provide your presentation material and registering for the conference, the manuscript you uploaded last month will be published and searchable in IEEE Xplore. Your presentation material will only be made available to conference attendees (i.e. those who have registered for the virtual conference) for a limited period of time.

We highly encourage you to include an audio/video presentation of your work both to allow you the opportunity to explain your work and get more exposure to the audience, as well as making the conference more informatitive and valuable for the attendees.

There are several video conferencing tools available to easily record a presentation. In this method, you can show your face through the web cam if you’d like and display 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:

  • WebEx: Video Conferencing – Record a Cisco Webex Meeting
  • Skype: Skype for Business: Recording a Meeting
  • Google Meet: Record a video meeting – Meet Help
  • Zoom: Local Recording – Zoom Help Center
  • Gotomeeting: How to Record a GoToMeeting Session and How to Convert and Open the GoToMeeting Recordings
  • Microsoft Teams: Record a meeting in Teams – Office Support
  • You can also use the two step method sent in the previous email:

  • Create a voice over PowerPoint. More information can be found at
  • Convert the voice over PowerPoint to MP4. More information can be found at
  • As a last resort, if none of the above are available to you, we will accept the original ppt of pdf format without audio or video.

    Audio/Video File requirements:

  • All files must be in MP4 Format
  • There is no file size limitation, however, it is recommended that the video files are <1mbps bit rate for optimum playback experience for the users. To check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bitrate.
  • Invited and Oral presentations should be around 20 minutes, with a maximum of 25 minutes. Poster presentations can be shorter. Tutorials should be 60-90 minutes.
  • Please use the following naming convention: SID.pptx, SID.pdf, SID.mp4, where SID is your session ID, the code that was entered in front of your paper title in the program. The session ID will look like 5A1 or 7D3 for an oral presentation or P123 for a poster
  • Tips for recording:

  • 1. Use as quite an area as possible
  • 2. Avoid areas that have echo: a. Rooms should be farily small b. Sound dampening with carpeting, curtains, furniture
  • 3. Strong Wi-Fi connection
  • 4. Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”. Avoid using default built-in microphone on computer.
  • 5. Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Make adjustments if needed.
  • Uploading your files:

    Prior to the upload deadline of April 8, 2020, you will be sent a unique link to the virtual platform with instructions on how to upload your presentation. This link will be shared with you once the virtual event program has been finalized.

    Standards and Templates:

    For optimum viewing in the virtual platform, please use widescreen 16:9 aspect ratio. ( If you have already created a 4X3 version, it is not mandatory to change it)

    Format PDF PPTX
    16×9 pdf16x9 pptx16x9


    Since your presentation material will be online for attendees to view in their timeframe, we will not be able to host any Question & Answer sessions. However, the attendees can reach out to you via the email address posted on your manuscript with any questions and comments.

    If you have any questions regarding these instructions, please email the IRPS A/V chair,