IEEE SMC 2022

Presentation Instructions

Conference Format

Owing to the COVID-19 challenges, IEEE SMC 2022 will be held in a hybrid format. We will have a mix of on-site presentations in Prague and virtual presentations on the Internet using Zoom as a videoconferencing system. On-site presentations will be streamed live via Zoom for those joining over the Internet. Virtual presentations will be projected in the physical session rooms for those who attend the sessions in Prague. This way we hope to achieve the best possible integration of virtual and on-site audiences.

To minimize potential technical and connectivity problems, virtual presentations will be based on pre-recorded videos that will be played by the IEEE SMC 2022 staff and shared via Zoom. Subsequent discussion of the presentation will be live, so one of the authors must be present virtually to answer questions from the audience. On-site presentations will be handled traditionally, augmented by live streaming.

We appreciate that the IEEE SMC 2022 audience comes from all over the world, from Australia and East Asia to the US West Coast. Therefore, it is impossible to arrange the sessions in time slots (for details please look into the Program) convenient for all our virtual participants. To be resilient against possible connectivity issues during the live sessions, we want to make the recorded presentations available to our registered participants also after the conference for on-demand viewing. To facilitate this, we also ask on-site participants to prepare videos of their presentations. Not only does it yield better quality than live recordings during the conference, but it also provides a backup should there be any last-minute problems with the travel to Prague.

Preparing Presentations

General Information (for on-site and virtual presenters)

Each session will be up to 100 minutes long where up to 5 presentations are being included. Therefore, there will be up to 15 minutes for presentations followed by up to 5 minutes of discussion. Please prepare your presentations accordingly.

Except for the below duration and digital constraints, the form of the presentation is left free. We suggest you include the title of the paper, the authors, and a mention of IEEE SMC 2022 in the opening presentation slides.

Video Preparation (mandatory for virtual, optional for on-site presenters)

1. A video recording of your presentation,
2. PDF file with slides of your presentation (slide deck), and
3. A presentation release form (downloadable from https://conf.papercept.net/images/smc/PRF.doc)

YOU WILL RECEIVE SEPARATE REQUESTS FOR UPLOADING EACH OF THESE FILES!

Please note that we will not provide individualized technical support to help you create your video.

One possible approach is to record a compatible video from the content displayed on your computer screen and voice recording via the computer microphone is to record the presentation using Zoom, available to users on most platforms and in most countries:

https://support.zoom.us/hc/en-us/articles/201362473-Local-Recording

THE DEADLINE TO UPLOAD YOUR VIDEO PRESENTATION IS (will not be extended):
*** September 23, 2022, 23:59:59 PST ***

If you’re unable to finish your video by this deadline, you can put a placeholder file instead. This placeholder file will need to be replaced later with the help of technical support from the conference. We encourage you to complete and upload your video by the above deadline to avoid potential delays.

Please use the following guidelines for preparing your video for the corresponding full papers (regular and special session papers):

• Duration: 12-15 minutes
• File size limit: 100MB file
• File format: mp4
• Minimum height: 480 pixels
• Aspect ratio: 16:9

You can use PowerPoint or any of the LaTeX packages for the presentation slides. This must be converted to a PDF file and uploaded. The file size limit for your slides is 10MB.

The above specifications on video files will be checked at the time of submission and files not meeting specs will be prevented from being uploaded.

Note that ONLY THE CORRESPONDING AUTHOR of each paper can upload the slides deck and the presentation 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.

FAQ

Is there a presentation template available?

No, the conference is not providing any presentation template; you may use your own one. Anyhow, we suggest you include the title of the paper, the authors, and a mention of IEEE SMC 2022 in the opening presentation slides.

In what format I can present my work on-site?

Microsoft PowerPoint and pdf files are supported on the presentation PCs.

Why do I need to prepare a video recording of my paper presentation?

To minimize potential technical and connectivity problems, virtual presentations will be based on pre-recorded videos that will be played by the IEEE SMC 2022 staff and shared via Zoom as outlined above.

If I am presenting on-site, do I need to prepare a video recording?

No, you don’t need to provide a recorded presentation but you are encouraged to provide one since the online conference platform remains available to our registered participants also after the conference for on-demand viewing. Moreover, it also provides a backup should there be any last-minute problems with the travel to Prague as outlined above.

Do I need to provide also the presentation and the presentation release form besides the recordings?

As outlined above, yes, that is a strict requirement.

Will the Zoom live stream from the sessions be recorded?

No, this is not foreseen. Only the recordings for remote presenters will be played and shared with the on-site and remote participants by using Zoom.

If I am presenting virtually (via recordings), is it necessary to attend the related session?

Even if the recordings are being played by the IEEE SMC 2022 staff and shared via Zoom, subsequent discussion of the presentation will be live, so one of the authors must be present virtually to answer questions from the audience as outlined above. A non-attendance will be considered as a NO-SHOW/NOT PRESENTED and related papers are not being published in the IEEE Xplore® Digital Library (see also Submission Guidelines in the Call for Papers).

Must the video recording be carried out with Zoom?

No, this is not necessary. As outlined above, Zoom is a possibility but there are a lot of other tools and approaches (WebEx, Skype, Google Meet, GotoMeeting, Microsoft Teams, Voice of PowerPoint, etc.) that can be used. The only requirement is, to be compliant with the above-outlined duration and digital constraints.

Is there a possibility to change the time slot of my presentation?

No, the Program is final! Since the online conference platform needs to be set up in advance, changes to the Program are not possible anymore.

I have registered as an on-site participant but due to unforeseen reasons, I cannot come to Prague. What should I do?

Please inform the conference organisers; the contact information is provided under Contact.