Presentation guides

Notice: Regarding the questions about remote presentation possibilities, please observe short notice on the end of this page. For all the updates, please visit SMAGRIMET site regularly.

Presentation guide

Observing Your Allotted Time

  • The total time allotted to each speaker is 20 minutes. You should plan to speak for around 15 minutes so that 5 minutes remain for questions.
  • Invited speakers have twice this time, 45 minutes in total, and they should plan to speak for about 35-40 minutes leaving 5-10 minutes for questions.
  • Notice for on-line remote presentations: please observe notice below and follow instructions you will be given by SMAGRIMET team.

General Good Practices

  • Show no more than 1 slide per minute of speaking time. This means approximately 10-12 slides maximum for the 12 minutes of presentation at the conference. Remember to leave few minutes for questions from the audience. It detracts from the quality of the presentation to flash numerous graphs, equations, or tables on the screen in rapid sequence in an effort to squeeze a presentation into its allotted time.
  • Make the letters on your slides sufficiently large – suggested minimum font size is 14.
  • Do number the slides for quick reference.
  • Put no more than 12 lines of text or 4 curves on any slide.
  • Avoid lengthy tabulations of numerical data and limit equations to those for which the terms can be properly defined.
  • Your audience needs time to interpret the data that you present. While you are very familiar with the data displayed, the audience is not. Describe the abscissa, coordinates, units and the legend for each curve.
  • When you display a curve, tell the audience what they should be looking for in order to grasp the point you are trying to make. The audience will not have time to figure it out for themselves.
  • Use repetition in your talk to ensure the facts are understood by the audience.
  • In addition to the body of the talk, present an introduction and a summary or conclusion.
  • Include only information or data that can be properly explained in the allotted time.
  • Repeat any questions that are posed to you.
  • If a question requires a lengthy reply, suggest that you and the person asking the question meet after the presentation. Then take the discussion out of the meeting room.

Notice for on-line, remote presentations

Presentation instructions

  • Authors of accepted papers are obligated to present their work using one of the remote collaboration tools (using a pre-recorded presentation or live presentation).
  • Presenters located in time zones that are significantly different from UTC+1 will receive a time slot that is the most appropriate for both presenter and viewers or the ability to send a pre-recorded presentation.

Preparing and Uploading Your Virtual Presentation

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 only be made available to conference attendees (i.e. those who have registered for the virtual conference) for a limited period.  In order to be published in IEEE Xplore, each author will be required to:

  • Pay all registration fees
  • Submit a Final Manuscript/Copyright in Epapers
  • Submit a presentation to virtual event platform that meets criteria written below
  • Authors must respond to questions immediately after the presentation or within 72 hours of it being posted to the Q&A chat.

In preparation, below are the official submission instructions for all presentation types. Please submit your presentation by October 7th, 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. In this method, you can show your face via webcam (if you would 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:

Audio/Video File Requirements:

  • All files must be in MP4 Format
  • 1-2 MB/s 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
  • Your presentation should be not shorter than 10 minutes and not longer than 15 minutes in length.

Tips for Recording or Live Presentation:

  • Use as quite an area as possible
  • Avoid areas that have echo
  • Rooms should be fairly small
  • Sound dampening with carpeting, curtains, furniture
  • Stable Internet connection
  • 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.
  • 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.

Detailed instructions or tips for live presentation or recording are available here.

Standards and Templates (for PPT, PPTX, and PDF):

Format PDF PPT / PPTX
16×9 pdf16x9 pptx16x9

As a reminder, your accepted paper will be published to the proceedings and to submitted to the inclusion into IEEE Xplore after your presentation at the conclusion of the SMAGRIMET 2020.

Help Desk Information:

Please direct any questions about Registration, access or the Virtual Conference platform, online proceedings or Conference Publications to email address helpdesk2020@smagrimet.org.

Uploading Your MP4 Presentation to the CMS2 Platform:

After you have prepared your presentation as MP4 video file, please upload it to CMS2 platform.

In the CMS2 go to your manuscript, select UPLOAD FINAL PAPER FILES and the select and upload the appropriate MP4 file in the same way you have uploaded documents. CMS2 will automatically put the related upload to its designation (final paper, presentation, video).

After the successful upload corresponding author will receive email confirmation.

Instructions for attending virtual colloquium

Instructions for attendees

Instructions for presenting authors

Instructions for Session Chairs