Preparing and Uploading Your Virtual Presentation

Dear 5G World Forum 2020 Presenters,

On behalf of the 5G World Forum Organizing Committee, we would like to thank you for your patience and understanding during this time of transition to a virtual conference. 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 (if applicable). Your presentation material will be made available to conference attendees (i.e. those who have registered for the virtual conference) for a period of about 30 days, beginning 09/10/2020.

In preparation, below are the official submission instructions for all presentation types. Please prepare and upload your presentation between 8/20/2020 and 8/31/2020.

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. Our preference is Zoom, which is free for presentations that are 40 minutes or less. Please see these video instructions from our friends at IEEE.tv for recording your presentation with Zoom. If you want to use Zoom but feel you need more than 40 minutes, please contact us at 5GWF-info@ieee.org

You can use any meeting software as long as you get a good quality recording and your final file is in the MP4 format with the resolution specifications noted below. Regardless of which platform you use, you can show your face via webcam (preferred but not required) and display your slides as you talk. Here are some links to instructions on recording a meeting or presentation on common platforms:

You can also use the two step method covered below:

Only as a last resort, if none of the above are available to you, we will accept the original ppt or pdf format without audio or video (if applicable/acceptable). Please contact us if this is the case.

Audio/Video File Requirements:

  • All files must be in MP4 Format
  • Resolution = maximum 720p HD – you should check resolution settings in your recording platform before starting and export a short test file first
  • Bitrate = Preferred less than or equal to 1mbps. To check the bitrate after export, right click the file, click on properties, go to the details tab, and look for total bitrate. (note: the platform will accept videos with a higher bitrate, but a loss in quality may be experienced during upload)
  • Presentation lengths (to be edited/adjusted by organizing committee):
    • Plenary presentations not to exceed 40 mins
    • Oral presentations not to exceed 15 mins
    • Exhibitor presentations not to exceed 5 mins
    • Poster presentations not to exceed 10 mins
    • Tutorials should be between 60 and 90 mins
  • AUTHORS: Please use the following naming convention: PN_name.pptx, PN_name.pdf, PN_name.mp4, where “PN” is your Paper Number as assigned by EDAS and “name” is your surname (family name).
  • INVITED SPEAKERS: Please use the following naming convention: SID_name.pptx, SID_name.pdf, SID_name.mp4, where “SID” is your Session ID acronym as defined by your track’s chair, and “name” is your surname (family name).
  • TUTORIALS: Please use the following naming convention: PN_part#_name.pptx, PN_part#_name.pdf, PN_part#_name.mp4, where “PN” is your Paper Number as assigned by EDAS, “part#” denotes the order of the chapters/parts of your tutorial, and “name” is your surname (family name).

Tips for Recording:

  • Use as quiet an area as possible
  • Avoid areas that have echo
    • Rooms should be fairly small
    • Sound dampening via carpeting, curtains, furniture is good
  • Hardline internet connection recommended, but if unavailable, a strong Wi-Fi connection
  • Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”. Avoid using the default built-in microphone in your computer. The microphone used for phone calls on videoconferencing headsets or on typical smartphone “earbuds” is a perfectly good choice.
  • Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bitrate before recording the entire presentation. Make adjustments if needed.
  • If you have trouble and your own network of colleagues cannot help you troubleshoot, please contact us.

Uploading Your Presentation to the Virtual Event Platform: After you have prepared your MP4 video file, instructions on how to upload your presentation will be provided by your track’s co-chair.

Standard Formats (for PPT, PPTX, and PDF):

Format PDF PPT / PPTX
16×9 pdf16x9 pptx16x9

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