Guidelines for Online Presenters

Online Oral Presentations

Speakers with an on-line oral presentation have the possibility to:

  • Give their talk live in the allotted time specified in the technical program (in case of technical difficulty a pre-recording will be used as a backup).
  • Have their pre-recorded presentation played during the live session (on-demand).

Thus, all on-line presenting authors, no matter what format they select (live or on-demand), are required to record their presentation and submit the link to their video by the deadline of 30 June (hard deadline). The recorded presentation should be uploaded to Wistia.com (see details here) and it is the Wistia link to your video that should be sent to META using this form. Note: do not upload your video to META website!

If you are not able to provide such a link for your recording for legal reasons (or other reasons) please contact us at contact@metaconferences.org.

If a paper is not presented live in the allotted time or a pre-recorded presentation is not submitted by the deadline of June 17, then that paper will be considered a “no-show” and will not be published in the Conference Proceedings. If you are unable to make this deadline, please inform contact@metaconferences.org as soon as possible with the date by which your presentation will be available.

Instructions for Pre-Recorded Presentations

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 for increased engagement (this shot should be thumbnail-sized and overlaid on the slide images). 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 Zoom.

Requirements for your video

  • Video file format: mp4
  • Dimensions: Minimum height 480 pixels, aspect ratio: 16:9
  • Duration: regular oral (10-minutes), invited (15-minutes), keynote (25-minutes) and plenary (30-minutes). A 5-minute live Q&A session will follow each presentation.

Recording a Presentation in PowerPoint

Recording a Presentation in Zoom

Zoom also can be used to pre-record lectures that include screen sharing and/or a view of the speaker.

  • Sign in to the Zoom web portal (For instructions on creating a Zoom account, Click here)
  • Open Zoom. In your profile, click "Settings", then "Recordings". Be sure that Local Recordings is on.
  • At the upper right corner, it will say “Host a Meeting”. Click on “Host a Meeting with Video” and follow the instructions to download and run Zoom or wait for the meeting to generate.
  • Be sure that your audio and video are both on and working.
  • The size of the webcam will be 224x126 pixels in the upper right corner. Once you start screen sharing, your video will move to the upper right-hand corner and may potentially cover text or images. Please adjust your presentation accordingly.
  • Become familiar with the Zoom tools available at the bottom of your screen. We encourage the use of the embedded laser pointer during the recording. For an example of a good recording, view the OFC tutorial, which has been made open access, thanks to the instructor.
  • Press the “Record” button. Select “Share Screen” and begin your presentation.
  • Once you have finished your presentation, you can select “Stop Record” and then end the meeting, or simply end the meeting--which will stop the recording. It will begin to convert your video to your local system into three files: an .m4a, .m3u and .mp4 file.

Tips for recording videos

  • Use as quiet an area as possible.
  • Avoid areas that have echo.
  • Avoid bright lights and windows behind you.
  • Good light in front of you (on your face) will provide for a better image.
  • Hardline internet connection recommended, but if unavailable, use a strong Wi-Fi 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.
  • Observe your allotted time: It is crucial that all speakers stay within the allotted time. The duration of the recorded talks should be: 10 minutes for regular talks, 15 minutes for invited talks, 25 minutes for keynotes and 30 minutes for plenary talk. A 5-minute live Q&A session will follow each presentation. At least one of the paper’s authors must be online to answer questions after the talk.

Uploading your video (Deadline: 30 June 2022)

Once you have recorded your presentation please upload your video to Wistia.com and submit the link to your video to META as instructed below. Note: Do not use YouTube or Vimeo, as participants from some countries will be unable to watch your video.

  • Create a free account at wistia.com. Free Wistia accounts allow for 3 videos of unlimited size.
  • Follow these instructions to upload a video to your Wistia account.
  • Follow these instructions to obtain the link to your pre-recorded video.
  • Submit this link to META using this online form. The deadline to provide the link to your pre-recorded presentation is 30 June 2022.
  • Three weeks after the conference you are free to remove your video from Wistia.

Instructions for Live Presentations

Those who chose to present live should prepare their presentation on PowerPoint (or equivalent) the same way as they would for an in-person conference. At the time of your presentation, the session chairperson, will allow you to share your computer screen with the audience (the pre-recording will only be used as a backup in case of technical difficulty).

Please plan to join the meeting 15 minutes before the start of the session where you will deliver your presentation in case there are any issues that need to be worked out.

Tips for Live Presentations

  • Prior to the conference, consider testing that your camera, microphone and screen-sharing works.
  • Do consider a dry run of your talk. Make sure that you are not going over your allotted time.
  • The host will keep time for you, but we recommend having a timer next to your screen, such as a mobile phone or watch.
  • We recommend using a laptop or desktop PC, not a mobile device.
  • Speak directly to the ‘camera’ i.e. laptop or desktop.
  • Please consider what can be viewed in the background when you are on camera, as this will be broadcast to conference participants (e.g. don’t have any personal items or distractions such as posters in sight).
  • Try to make sure the main light source isn’t coming from behind you. If you are filming in front of a window please make sure you are not in silhouette or in darkness.
  • Consider if you are most comfortable sitting or standing while presenting and position your laptop accordingly!
  • Please close all apps on your PC or laptop during your presentation.
  • Switch off or silence your phone.
  • Make sure other people (family members, roommates etc.) know that you are giving a presentation; ideally they should not be using too much bandwidth (no streaming).

Online Poster Presentations

On-line poster presenters are required to prepare a poster in digital format (pdf). During the conference, there will be several  poster sessions where presenters will discuss their posters with the attendees via video conferencing (Zoom links to be provided before the conference). Check the conference program for your poster session timeslot.

Instructions for Preparing Digital Posters

Posters must be prepared using the conference poster template. Once the ppt slides are ready (do not forget to remove the first slide):

  1. Save the 4-slide document as a single PDF poster file (see example here). If the pdf file is too large, you may compress it to smaller size using online facilities. This single PDF file will be used for your virtual presentation (zoom session).
  2. Save the 4-slide document as PNG files by exporting the slides as an image. The location of this option varies depending on the PowerPoint version. You may need to select the “Save Every Slide” option and set the width to 864 pixels or larger. This will create 1 PNG image for every slide in a new folder named after your PowerPoint file. The four PNG images can be used for posting your poster on Twitter one week before the conference (#meta2022 is the official #hashtag for this event, see example below).

META poster template

Optional Pre-Recorded five-minute Presentations

Poster presenters are given the possibility to provide an optional five-minute video describing their poster. The five-minute video must include a PowerPoint as accompaniment, which is limited to no more than four slides. We encourage real-time engagement during the poster session where you will be able to directly discuss with attendees.

Instructions for Pre-Recorded Videos

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 Zoom.

Requirements for your video

  • Video file format: mp4
  • Dimensions: Minimum height 480 pixels, aspect ratio: 16:9
  • Duration: Five minutes

Recording a Presentation in PowerPoint

  1. Follow these instructions to add audio (and optionally video) to your slides.
  2. Follow these instructions to generate an .mp4 file from your slides and audio/video.
  3. Alternatively, you can follow this video tutorial which goes through both of these steps.

Uploading your video

Once you have recorded your presentation please upload your video to Wistia and submit the link to your video to META as instructed below (deadline: 30 June 2022). Note: Do not use YouTube or Vimeo, as participants from some countries will be unable to watch your video.

  1. Create a free account at wistia.com. Free Wistia accounts allow for 3 videos of unlimited size.
  2. Follow these instructions to upload a video to your Wistia account.
  3. Follow these instructions to obtain the link to your pre-recorded video.
  4. Send us the obtained link by e-mail at contact@metaconferences.org, with the following Subject Line: META2022 Poster Recording Video Link

More information on how to attend the sessions will be provided here later.