Virtual Conference Procedures

Virtual Conference Procedures

Regarding the implementation of ICAE 2020 as virtual conference, below are the procedures of the conference.

The deadline for all video submissions is September 20, 2020!


INSTRUCTIONS FOR PAPER PRESENTATION

Talks will be pre-recorded and submitted as video files before September 20, 2020 to be replayed during the conference. Instructions on how authors can submit their video files are found below. During the actual presentation on October 07 - 08, 2020, authors will need to be available online after their videos are played to answer Q&A from conference participants moderated by the respective Session Moderators.

Please observe the following guidelines when preparing video files of your talks:

  • Duration of video files: 10 - 12 minutes
  • File Format: MPEG-4 (.mp4) file (use the normal H.264 video and AAC audio codecs)
  • Video Size: HD (1280 x 720 or other “720p” setting)
  • Audio Quality: please double check your files before submitting to make sure the audio is clear and audible!
All accepted papers will be presented in parallel sessions on October 07-08, 2020.

Q&A sessions:
Following the presentations, authors required to be on-line to address Q&A moderated by the Session Chair.


INSTRUCTIONS FOR POSTER PRESENTATION

Posters must be accompanied by pre-recorded talks. Talks will be pre-recorded and submitted as video files before September 20, 2020. Posters and the accompanying talks will be displayed on the ICAE 20202 website during the conference. Instructions on how authors can submit their video files are found below. During the conference on October 7-8, 2020, authors are not required to be available on all time. All questions will be submitted through the ICAE website and will be forwarded to the author by the end of the conference.

Please observe the following guidelines when preparing video files of your posters::

  • Size of posters: A1
  • File format: PDF, jpg, png
  • Maximum size: 10 MB
Please observe the following guidelines when preparing video files of your talks :
  • Duration of video files: 8 - 10 minutes
  • File Format: MPEG-4 (.mp4) file (use the normal H.264 video and AAC audio codecs)
  • Video Size: HD (1280 x 720 or other “720p” setting)
  • Audio Quality: please double check your files before submitting to make sure the audio is clear and audible!


ICAE POWERPOINT TEMPLATES

Listed below are the different versions of the ICAE PowerPoint Template that are available to download. Select the version of the template that is compatible with your system, or select the Zip Archive version to download all of them at once. The Office 97-2003 version is the most compatible version and should open in any recent version of PowerPoint.

Click For Download Powerpoint Template


INSTRUCTIONS FOR VIDEO RECORDING

Videos should contain a prominent view of the presentation slides along with audio of the spoken presentation. Optionally videos may contain a shot of the speaker’s head for increased engagement. (This shot should be thumbnail-sized and overlayed on the slide images as shown here (link: https://www.youtube.com/watch?v=D8JV3w4TOVw). Many presentation software allows recording audio and video directly in the application and can export appropriate video files. Please see the notes below for detailed instructions for PowerPoint and KeyNote. If you use a different application, please see the notes under Other Options.

PowerPoint
  1. Follow these instructions (link: https://support.office.com/en-us/article/record-a-slide-show-with-narration-and-slide-timings-0b9502c6-5f6c-40ae-b1e7-e47d8741161c) to add audio (and optionally video) to your slides.
  2. Follow these instructions (link: https://support.office.com/en-us/article/turn-your-presentation-into-a-video-c140551f-cb37-4818-b5d4-3e30815c3e83) to generate a MPEG-4 (.mp4) file from your slides and audio/video.
  3. Alternatively, you can follow this video tutorial (link: https://www.youtube.com/watch?v=D8JV3w4TOVw) which goes through both of these steps. Also, see this video tutorial if you like (link: https://www.youtube.com/watch?v=fe280TjbAXw).
Other Options
  1. Record your screen (and microphone) while giving the presentation. There are effective and free options to do this on Linux (link: https://www.maartenbaert.be/simplescreenrecorder/), macOS (link: https://support.apple.com/en-us/HT208721), and Windows (link: https://www.microsoft.com/en-us/p/simple-screen-recorder/9n5mvvbd0tgw?activetab=pivot:overviewtab).
  2. As a last resort, and only if you are comfortable directly editing video, you can export your slides as images, record an audio track, and combine the two using software like kdenlive (link: https://userbase.kde.org/Kdenlive/Manual), iMovie (link: https://support.apple.com/en-us/HT204674), or others (link: https://www.oberlo.com/blog/best-free-video-editing-software).

INSTRUCTIONS FOR SUBMITING YOUR DIRECT VIDEO LINK

Please submit the uploaded video link over registration website (https://icae.polibatam.ac.id/regis). Below are instructions for the expected format.

  1. Title Video: EDASID#_PRESENTER-LASTNAME
  2. The actual video link (Youtube, google drive, mega drive, etc.)
  3. The presenter Full Name, and
  4. A short 3-4 lines vita for the presenter.

INSTRUCTIONS FOR SUBMITING YOUR POSTER

Please submit the uploaded poster over registration website (https://icae.polibatam.ac.id/regis). Below are instructions for the expected format.

  1. Title Poster: EDASID#_PRESENTER-LASTNAME
  2. Format: PDF, JPG, or PNG
  3. The presenter Full Name, and
  4. A short 3-4 lines vita for the presenter.