Dear colleague, we appreciate your interest in ICP 2020+, and we thank you for joining us as a speaker for the upcoming hybrid event on July 18 - 23, 2021. For easier preparation for your scientific part of the conference, we provide you with these guidelines. The purpose of this document is to:

- Advise speakers on the required format when preparing their presentations for the ICP 2020+ congress.

- Assist you in preparing a presentation that will allow the audience to get the maximum benefit from your speech and will enable the organizers to ensure that the conference will be conducted smoothly in these challenging times.

The scientific programme combines Pre-recorded Synchronous Sessions, Live Synchronous Sessions, and Poster presentations. Please follow the Guidelines based on your type of presentation and the format of your attendance. 

 

Duration (including discussion) based on the presentation type:

Oral Presentation - 15min

Keynote Presentation 30 min

State of the Art Lecture 45 min

Symposium 90 min

Round Table 90 min

Poster Presentation 60 min

 

Due to the unpredictable situation, ALL speakers of oral presentations and symposia are required to record and upload their video presentations to their ICP 2020 + account by June 20, 2021. All types of presentations have to be uploaded in the system through the author's/ Chair's ICP 2020+ account in ONE FILE (please see the Guidelines for on-line speakers). 

Guidelines for ON-LINE SPEAKERS

 (ORAL, KEYNOTE AND SYMPOSIA PRESENTATIONS)

 June 20, 2021 -  deadline delivery of the video presentation

We request you to prepare and upload a video presentation, including the speaker's window. The speaker window must be in the top right corner of the screen and not covering your slides. The recommended tools will accommodate this requirement.  

We are accepting only a video file in MP4 format (more details below). Please do not try to upload PowerPoint or PDF files.

Videos must be submitted on or before June 20, 2021, 23:59 CEST. Late submissions are not accepted. In order for the videos to be processed and checked by our Technical Board, there is considerable urgency in preparing, finalizing and uploading your video no later than the above-stated deadline.

TECHNICAL REQUIREMENTS 

• All videos must be in MP4 format (.mp4) at 1080p resolution (1920x1080). IF YOU USE ONE OF THESE RECOMMENDED TOOLS - ZOOM, WEBEX, MS TEAMS - TO CREATE YOUR VIDEO, IT WILL MEET THE TECHNICAL REQUIREMENTS).
• Do not upscale SD source to HD File Size.
• The video must be formatted horizontally (i.e., landscape) The frame rate is flexible, as long as it’s consistent throughout the video. 
• The recording must be provided in a single file (i.e., Oral presentation - 1 file, Symposium - 1 file) 
• File size should not exceed 1GB for a Symposium and Keynote or 200MB for individual oral presenters.
• The presenters are required to strictly follow the length of their presentation type (Oral Presentation max 15min, Keynote Presentation max 30 min, Symposium maximum length is 90 minutes for symposia of 5 presentations and discussion. If the symposium includes fewer presenters, it is not necessary to use the whole time.
• Please use the following file naming convention: conference name_abstractsID# (it was generated by your abstract submission)_presentation type_surname_first name

          Examples: ICP_ID#455_oral_Novak_Petr.MP4,

                              ICP_ID#455_symposium_Novak_Petr.MP4 or

                              ICP_ID#455_keynote_Novak_Petr.MP4

• Authors retain copyright to videos. 
• Ensure that you have the rights to use all the material that is contained in your submission.

 

Video Production

Please be sure your video(s) comply with the following instructions: 

1. Please be sure the recording includes the title of the paper and the authors’ names following the template for your PowerPoint presentation. 
2. Make sure that you display the title slide long enough to be read (up to 5 seconds)
3. Video and presentations must be in English. 
4. Use a sans-serif font (Arial, Calibri etc.) of at least 30 point size.
5. Use a place for recording as quiet as possible. Avoid areas that have an echo or bad acoustics and use a good microphone or headset for audio. Keep the headset microphone close to your mouth BUT away from the direct line of the mouth to reduce “pops”. Close the door, windows and make sure you won’t be disturbed. Switch your laptop or mobile device to "Do not disturb" mode (on Mac or PC).
6. Avoid, if possible, using the default built-in microphone on the computer. Remember to speak slowly and enunciate clearly, without pausing.
7. Please incorporate the following introduction when recording your video, but feel free to make this your own. (Remember to speak slowly and clearly!) “Hi! I’m [insert name] of [insert your organization name] and I am presenting [paper title] during the session [session title]. 
8. Make sure you have good front light – ensuring that the light shines brightly on your face. If your back is to a window, close the shades. Put the camera at eye level whenever possible, and you can also watch this tutorial for a better head recording production outcome.
9. Record the video using a webcam or an external video camera to create a small window of the speaking presenter. Please make sure the speaker window is visible on the screen and not covering the slides.
10. The background should be neutral and not distracting for the audience.
11. If you use your mobile device for the recording, please be sure to record horizontally and not vertically. Do not record your video in ‘selfie mode, as this diminishes the quality of the video.
12. Do a test recording of a couple of minutes and review the sound and picture quality before recording the entire presentation.
13. The video must be HIPAA compliant. Videos submitted with patients must be recorded with removed personal information.
14. Ensure that text graphics are legible when the video is rendered to its final format.
15. If you are using PowerPoint slides in the video, keep the content at least 50 pixels from the screen edges.

Additional tips:

• We encourage you to submit as early as possible and not wait until the deadline, as each video will be reviewed and may require resubmission if there are any issues. It’s possible your submission may need to be re-recorded, so if we ask for another version, please make every effort to redo and resubmit as soon as possible.
• Here are some voice exercises that can also help warm up the vocal cords. 

Tools

Find below some links for recommended tools. All these tools are meeting the requirements for video presentations of ICP 2020+. Of course, you can use any other tools which you prefer and follow our technical requirements. 

 

• Zoom

• Webex
• Microsoft Teams

To record your screen (and microphone) while giving the presentation, there are practical and free options to do this on macOS, and Windows.

Converting tools – changing one video format into another

Most video editing software also provides an exporting option to MPEG-4/H.264. There are also a number of free encoding solutions you can use, such as x264 can encode any video into H.264. Freemake Video Converter and Handbrake both provide good results in converting video file

Editing tools 

Should you wish to polish your video, there are numerous video editing tools available such as OSB Studio, iMovie, Lightworks or open-source Avidemux with its instructions guide.

Note: We do not endorse or are responsible for the use of any of the software mentioned in this guide.

Review

Please be sure to review your recorded presentation prior to submission and follow the checklist below. 

• Is your file saved as a .mp4 video file?
• Does your title slide include all important information: name, affiliation, the presentation’s title, and all co-authors and their affiliations?
• Is your file named accordingly to the template - conference name_abstractsID# (it was generated by your abstract submission)_presentation type_surname_first name

          Examples: ICP_ID#455_oral_Novak_Petr.MP4,

                               ICP_ID#455_symposium_Novak_Petr.MP4 or

                               ICP_ID#455_keynote_Novak_Petr.MP4

• Is the audio consistent and clear, free from static, hums, hisses, or interference?
• Is the audio at the right level, without having to adjust your volume very high or very low?
• Does your talk start promptly? (your narration should begin within the first 3 seconds)
• Does your recording end promptly after your closing remarks, without being cut off early or continuing for too long?
• Is there audio on every slide? Having audio on every slide ensures that each slide gets the correct timing before advancing. If a slide is self-explanatory, you can simply say, “This slide is self-explanatory.”

Submission

Once you are happy with the final product, please upload it to the ICP 2020+ system following the guidance below:

Instructions for uploading your video presentation:

 

1) Upload option will be available only for registered presenters from May 1, 2021.

2) log into YOUR ICP 2020+ account on the conference website with the user name you used for abstract submission. Click on “Video”.

3) Choose the file from your computer and click “Upload”.

4) Successful message will be displayed. 

5) If a problem is found with the video, you will be contacted by the Organizers to submit a revised recording.

 

YOUR VIDEO RECORDING MUST BE UPLOADED BY June 7, 2021, 23:59 CEST TO YOUR ICP 2020+ ACCOUNT.

We are here to help you with any problems.

May 18, 2021 - 09:00 and 17:00 UTC        

May 25, 2021 - 09:00 and 17:00 UTC

These are the dates for Support sessions, „How to create your video presentation“ and available at 4 different times for those who read these Guidelines and watch recommended videos. During these sessions, we will answer your questions. Still, please be aware this will not be a step-by-step video creation demonstration,  rather a discussion over difficulties you face in creating your presentations.  

All posters will be presented via the ICP 2020+ online conference platform. Online Poster Breakout Rooms will be scheduled for a group of posters. Each poster presenter will be assigned to a specific time slot for discussion.

ON-LINE POSTER PRESENTATION TECHNICAL REQUIREMENTS

For the presentation on the online platform, deliver a single page in PDF format with a size up to 10 MB at maximum and please use the aspect ratio of A0 with landscape orientation, approximately 1,4:1

You may include a hyperlink to other materials in the PDF document (e.g., a YouTube video describing the poster, additional supporting materials).

Please use the following naming convention: 

conference type_abstractsID# (was generated by your abstract submission)_abstract type_surname_first name

 Example: ICP_ID#455_poster_Novak_Petr.pdf

Be sure to include recommended structure: 

• title part with the poster title, poster ID (from submission), author and co-author names, and affiliations, your e-mail address
• introduction 
• methodology
• results
• conclusion
• references

Please check useful links for instructions for Converting Microsoft PowerPoint to PDF and converting Google Slides to PDF

1. All posters must be in English.
2. Avoid corporate advertising in your presentation;
3. Authors retain copyright to presentations, and it is essential that you have the rights to use all the material that is included  in your poster;
4. Ensure that you are allowed to use the photos contained in your presentation and disclose the source;
5. Provide reference sources in case you’re quoting;
6. Formatting recommendations to maximize the accessibility of your poster
7. Use high-contrast lettering and a sans-serif font (Arial, Calibri etc.) of at least 24 point size.
8. Do not use all capital letters.
9. Use high-contrast colors: Light text on a dark background or vice versa.
10. Alternative text - Provide a short description of all visuals (e.g. images, photos, graphs) in a text box below the visual.
11. Keep consistent margins, line spacing, color, style, the thickness of borders, shading, and do not use more than 2-3 fonts and colors.

Tips for Poster Preparation

• Posters should stimulate discussion, so please keep the text short, emphasize graphics, and make sure every item included in your poster is necessary.
• Make sure ideas flow logically from one section to the next.
• Use charts and graphs to illustrate data . 
• Use high-resolution photographs as downloaded web images often will be blurry. 
• All poster presenters will be required to upload the poster file directly to the online platform by July 15th, 2021. The personalized link will be sent to each poster presenter on July 1, 2021. 

In case of any other questions related to ICP 2020+ Speakers Guidelines contact us at helpdesk@icp2020.com (Mon-Fri 8:00 am - 5:00 pm CEST).