Guidelines for Virtual Presentation Recording

Official Language

The official language of the conference is English.

All presentation including discussion and submissions shall be made in English.

Instruction for Oral Presentations

As an online virtual conference, all presentations will be pre-recorded by the presenter and uploaded to a designated repository by April 1. See instructions below.

The conference itself will run on April 21-23 in parallel sessions (see Program) chaired with live introductions and Q&A.

NOTE: SusTech intends to host the pre-recorded presentations later on

Duration for each category of oral presentation are listed below:

    • Workshops will be LIVE
    • Plenary Talks are scheduled for 60 minutes (including 5-10 minutes of Q&A)
    • Regular (author) Talks are scheduled for 20 minutes (including 3-5 minutes of Q&A). Upload deadline April 1
    • Panelist who provide a recording are 3-10 minutes.

Plenary speakers and Panelists: the conference committee will provide instructions for you regarding submitting your recording.

Authors Guidelines for Preparing Recording

Authors please use the following guidelines for preparing your video for uploading using Zoom MP4. NOTE: Zoom generated MP4 are compact; PPT MP4s can be very large.
Duration: up to 20 minutes (including 3-5 minutes for LIVE Q&A with attendees)
File size limit: 100MB file
File format: MP4
Recommended video height: 480 pixels (or whatever will keep size down to 100MB or less)
Aspect ratio: 16:9
Upload deadline: April 1 (midnight PT)

Please use this PPT Template for your slides.

Follow the instructions below to create the recording file.

The presenting author(s) will upload their MP4 video into EDAS under “Presentation”. EDAS has a length setting and will reject videos that are too long.

Other presenters will receive a link to a Google Form to upload their video.

Please start early: given that the resulting video files can be very large, they might need a long time to transfer, and you might not be able to upload them in time if you start late.

Please play the recording after you make it to verify the audio quality. Check the microphone setup. We recommend a headset so you won’t get laptop fan noise etc. Also be in a quiet location – a coffee shop is not appropriate. We will preview the recording for quality and ask you to re-record if necessary.

Instructions for Recording

The easiest way to prepare your presentation video will be to subscribe to the free version of Zoom and use it to record your presentation video. A 20 minute presentation should be well below 100MB.See video instructions below.

PPT Export Video

Alternately, you can use another software to create a recording of your presentation in MP4. Note if you use Voice-over-PowerPoint (available in PowerPoint 2016 & 2019) and create a PPTSX file, Export it to MP4. The MP4 generated by PPT is typically enormously large (vs Zoom et al) and will likely need to be compressed to meet the size limit of 100MB for author uploads. Be sure to verify that the audio is included as there have been problems with PPT recordings. See the Microsoft support article here.

Please check the recording for quality and understandability, and for timing, as it needs to fit into the specified duration. We recommend using a headset so you won’t get laptop fan noise etc. in the recording.

Zoom Recording

Here are three links for videos showing as how to record a presentation with Zoom:

1. How to install and setup Zoom and create recording

2. Detailed instructions on setting up Zoom meeting to make recordings.


3. Advanced tips for recording – multi-segment




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