Preparing and Uploading Your Virtual Presentation

Dear EDAPS 2023 Presenting Authors,

On behalf of the EDAPS 2023 program committee, we would like to thank you for your participation. EDAPS 2023 will be a hybrid event. Remote presentations will be pre-recorded. By agreeing to provide your presentation material and registering for the conference, your work will be published and searchable in the IEEE Xplore digital library. Your presentation material will be made available to conference attendees for a limited period of time, beginning on December 12, 2023 and ending on December 31, 2023.

In preparation, below are the official submission instructions for virtual presentations. Please prepare and submit your presentation by NO LATER THAN DECEMBER 5, 2023.

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 informative, valuable and engaging for the attendees.

There are several video conferencing tools available to easily record a presentation. In this method, you can show your face via webcam (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 | Information Technology Services | Bemidji State University
• Google Meet: Record a video meeting - Meet Help
• Zoom: Local Recording - Zoom Help Center
• Gotomeeting: How to Record a GoToMeeting Session | Techwalla 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 covered below:

• Create Voice Over Power point: and convert to MP4.

Audio/Video File requirements:

• All files must be in MP4 Format
• 1mbps bitrate: To check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bitrate.
• Resolution = maximum 720p HD.
• Oral presentations should be at most 15 minutes.
• Poster presentations should be at most 5 minutes.
• Please use the following naming convention: M#_N.mp4, where M# is your manuscript number and N is the last name of the contact author. For example, if your paper number is 137 and your last name is Jones, you would name your presentation 137_Jones.mp4.

Tips for recording:

1. Use as quiet an area as possible
2. Avoid areas that have echo - a. Rooms should be fairly small - b. Sound dampening with carpeting, curtains, furniture
3. Hardline internet connection recommended, but if unavailable, a 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.
6. Check your presentation. You have the opportunity to review and re-record your presentation to ensure a high quality presentation.

Uploading Your Presentation to the Submission Site:

After you have prepared your MP4 video file, it must be submitted by December 6 to the Conference Submission Site using the username and password that you created for submission of your manuscript. You will need to select "Movie" in the document type pull-down menu prior to uploading your mp4 file.

If you have any questions, please email the 2023 EDAPS Administrator at admin@edaps.org.

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