CITSM 2020 will be hosted as a fully virtual conference this year, which will be held via the Zoom event platform. Your participation is central to the success of this type of a conference, and we are looking forward to working with you to make this experiment as successful, enjoyable, and valuable as we can. This message has details of the virtual conference format, and instructions on initial tasks we need you to complete.
Each paper will be given 20 minutes (15 minutes for presentation + 5 minutes for Q&A). At least one author must join the live virtual session to answer questions. Please carefully review the following guidelines and specifications before recording your presentation.
Guidelines for Attendees
A few days before the conference, if you are registered to the conference, you will receive notifications via email inviting you to download the Zoom Meeting Application available on both IOS/Android to join the IEEE CITSM 2020 conference and to complete your profile. To attend the conference you must log in to your Zoom Profile. We also will send you links to access the session, if you are interested in (e.g. Keynotes, Technical Sessions, etc.) you can click it from our links. The program will also available on the CITSM 2020 website.
- When you enter the session room in Zoom, you will be given the “participants” role. Your microphone and camera may disabled.
- To ask questions to the presenter, please use the Q&A Chat and choose to send your question to All panelists, so that both the speaker and session chair can see your question.
- If, during the conference, you have questions or you have difficulties in the Zoom application (for example, audio, camera, and sharing presentations on the screen), you can contact us on the Whatsapp Chat
Guidelines for Presenters
Each paper accepted to CITSM 2020 must be presented by the registered co-author during the online conference. Each paper will be given 20 minutes (15 minutes for presentation + 5 minutes for Q&A). The video conferencing platform chosen by CITSM 2020 is Zoom. It is preferred that presentations are given live in the virtual conference room. If the presenter’s Internet connection quality is not sufficiently good to run a live presentation, a pre-recorded video of the talk must be played, please read our guide below to prepare the video.
Please connect to your session room in Zoom at least five minutes before the start of the session. Once in the virtual room, the session host will change your role from “participant” to “co-host”, so that you will be able to activate your microphone and camera when it’s your turn to present. Please keep your microphone muted whenever other speakers are presenting or a video presentation is being played. In any case, the speaker is required to participate live in the Q&A session to be held immediately after the presentation. Questions from the audience will be asked through the Zoom Q&A Chat and will be read out by the session chair.
Speakers are also required to upload a pre-recorded video of their paper presentation. These are requirements for accepted papers to be published in IEEE Xplore.
Guidelines for Session Chairs
The session chairs are responsible for moderating the session. Their responsibility is similar to a regular conference session, and they will be supported by a session host when running the online session. Each session chair is kindly requested to follow these steps:
- The chair checks with each speaker, before the session, if the presentation will be made live or using the pre-recorded video.
- The chair logs in to the virtual room 15 min before the session time using a Zoom Application running on a PC.
- Once in the room, the session chair will be given the “panelist” role by the session host before the session begins, so that the chair will be able to activate the microphone and camera. We kindly ask session chairs to keep their camera on throughout the session for a more interactive experience.
- Before the session starts, the chair verifies that all speakers are present, introduces the presenter and their paper at the designated presentation time slot.
- IMPORTANT: In case the speaker has a poor connection quality that prevents holding a live presentation, the pre-recorded video must be played by the session host at the scheduled time on behalf of the speaker.
- When the presentation is finished, the session chair opens the Q&A session and reads any questions made to the presenter in the Q&A Chat.
INSTRUCTIONS FOR RECORDING PRESENTATION
Recording should contain a prominent view of the presentation slides along with audio of the presenter. The recording may also contain a small headshot of the presenter. Many presentation software allows recording audio and video directly in the application and can export appropriate video files.
The presentation recording should:
- Be 15-minute in length
- Set for HD format (1280 x 720 or other “720p” setting)
- Use simple (Arial, Calibri) and large (30+) fonts
- Avoid using hi-res images
- Have NO embedded videos
- Saved as MPEG-4 (.mp4) file using the paper ID and Presenter last name as the file name. For example: “070_Khairani”.
- Maximum file size is 100 Mb
Tips for recording :
- Use as quiet an area as possible
- Avoid areas that have echo
- Rooms should be fairly small
- Sound dampening with carpeting, curtains, furniture
- 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 bitrate before recording the entire presentation. Make adjustments if needed.
Please be sure to review your recorded presentation prior to submission. Once you are happy with the final product, then please upload it with click the button below:
Our recommended approach to record a compatible video from content displayed on your computer screen and voice recorded via the computer microphone, is to record the presentation using Zoom, available to users on most platforms and in most countries:
Instructions for recording your presentation with Zoom: on Youtube
The deadline to submit your recording presentation is October 10, 2020.
We look forward to making CITSM 2020 a success within this virtual conference format. We thank you for your cooperation in this endeavor.