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Table of contents

	Slide #
Introduction	3
Before the conference	4-19
Checklist	5
Preparing your poster (poster presenters only)	6
Preparing your presentation slides	7
Recording instructions (all presenters, except tutorials)	8-19
Preparing to record your presentation	9-13
Recording your presentation & FAQ	14-17
Submitting all to Underline.io (all presenters)	18
During the conference	20-22
Checklist	21
Virtual poster presenters	22
After the conference	23-25

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Introduction to IRPS 2023

Based on the success of the hybrid 2022 IRPS conference, IRPS 2023 combines an in-person conference event with the convenience and accessibility of on-demand content.

IRPS 2023 will consist of

The physical event at the Hyatt Regency in Monterey, California (March 26-30, 2023) with its program
On-demand event, hosted by Underline, featuring both pre-recorded presentations and recordings of the individual LIVE sessions including Q&A discussions. Additional text-based discussions about each presentation will take place here.

To enable and to support this format, all presenters, including poster presenters, will need to prepare in advance a pre-recorded video of their presentation (in addition to their presentation slides or posters and their full paper).

On the following pages we prepared a set of instructions for you as a presenter. Please go carefully through the checklist in Slide 5. Please refer to the email you received from the organizers or the IRPS 2023 program and make sure you know your presentation type (Platform, Poster, Invited, Tutorial, YIR), presentation ID# (e.g., 2A.4), and the presentation day and time.

If you need help or have questions please email: irps2023@underline.io

Thank you for your continuing support and loyalty to IRPS,

Jason Ryan, NIST and Jim Tschanz, Intel

IRPS 2023 AV Chairs

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BEFORE THE CONFERENCE

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Before the conference: Checklist

Presenter Type	Presenter Tasks for IRPS 2023
All presenters	In addition to the conventional presentation slides or posters, all presenters, including poster presenters, will need to prepare in advance a pre-recorded video of their presentation to communicate their work to the IRPS audience during the on-demand event. The durations of your pre-recorded videos are: Platform (Regular & Invited): 20 Minutes Poster: 5-20 Minutes (up to the presenter) Keynote: 40 Minutes Tutorial (pre-recorded video not required) Year-in-Review (YIR): 45 Minutes Please follow these steps: Prepare your presentation according to instructions in Slide 7 February 20: Draft version of presentation slides must be sent to your Session Chairs for an A/V guideline compliance check. If you wish to have your presentation checked for content as well, please contact your Paper Mentor. Mentoring is recommended especially for first-time IRPS authors. Prepare a video of your presentation of the on-demand portion of IRPS (see Slides 8-19) March 3: Upload all required documents to Underline.io by this date (see Slide 18)
Poster presenters	Prepare your maximum 4’ tall x 3’ wide poster and save it in the pdf format (see also Slide 6) Print out your poster and bring it to the conference
Platform (Regular & Invited) presenters	Print out your slides and bring them to the conference to be used for the Authors’ corner after your session Bring a copy of your final presentation as a backup

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Preparing Your Poster (poster presenters only)

Please prepare your poster according to the following

checklist:

Orientation: vertical (“portrait”)
Size: one sheet only, approx. 4’ tall x 3’ wide (this corresponds to DIN A0)

Optional, if and only if you don’t have access to a large-format printer: up to 18 sheets (Letter or A4) arranged into 6 rows is acceptable

The poster should contain the Presentation ID# (e.g., 2A.4) in the upper left corner
There is no specific template for posters, however, similarities with typical presentation slides remain content-wise. The poster should contain:

The title, authors, and affiliations
Clearly stated Purpose
Results
Conclusions

The audience should be able to navigate from the Purpose to Conclusions and understand your work without your assistance

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Preparing your presentation slides

Prepare your presentation slides according to the AV presentation guidelines

Poster presenters only: The objective of this step is to have a narrated video presentation to communicate your work to the on-demand audience. Since your poster pdf will available as well, you can choose to prepare a shorter slide deck with only the main purpose and key results. Alternatively, you can skip this step entirely and prepare your video by scrolling through your poster while narrating it and recording your screen and audio.

Microsoft PowerPoint users:

Start from the AV guidelines in the pptx format
Save your presentation slides as PXXX.pptx and PXXX.pdf,

XXX being your Presentation ID # (e.g. “2A4”, without period)

Non-PowerPoint users:

Use any slide-making software of your choice but follow the guidelines!
Save your presentation slides as PXXX.pdf,

XXX being your Presentation ID # (e.g. “2A4”, without period)

FAQ

Can I update my slides after the March 3 deadline?

Yes – you can update your slides in Monterey up to one day before the event.

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RECORDING INSTRUCTIONS

(all presenters except tutorials)

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Overview

Here are instructions to make your video presentation stand out in 3 easy steps:

Step 1: Prepare the presentation and environment

Step 2: Download software & record your lecture

Step 3: Complete the speaker information and release form found on slide 18

Support is always available: if you are stuck or have questions, please email irps2023@underline.io and we will set up a webcon or call to work through any issues we do not solve over email.

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Lighting

When you record, your light source should be in front of you.

Watch out for a daylight window streaming in light, or an overhead fixture that may be behind you.

The best light source for recording is indirect natural light, so if it is possible, record facing a window.

General rules for artificial light sources:

You do not want the light in the camera frame.
The light should not be too close to your face.

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Environment

Select a room or place where you will NOT be distracted while you record. ��Try to avoid any sound distractions in the room where you record; avoid background music, �sounds from roads, sounds from other rooms.��Also turn off the sound and notifications on your phone and computer.

On Windows 10 go to ‘Focus Assist’ and turn it to ‘alarms only’ for the recording.

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Backdrop & Attire

Try to create a professional atmosphere.

The easiest way is to have all white background which usually means you need to find a spot with white wall and record there.

A nice bookcase in the background �can also work well.

Although casual dress code is standard in the conference community, please keep in mind that appearance affects the presentation effectiveness.

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Audio

Having a dedicated microphone will make you sound a thousand times better.

That’s why every presenter on TV uses a microphone of some kind.

If possible, please do NOT use the built-in Laptop Microphone!

You do NOT need to buy an expensive microphone. Any headset microphone, USB microphone or Lavalier mic will work.

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Recording your presentation

For recording we recommend two tools that are explained in detail on the following pages.

Powerpoint recorder will be the easiest tool to use if you don‘t require editing or advanced features like adding overlays, cutting, speeding up or slowing down the video.

Please use Screencast-o-Matic if you require advanced editing features. Paid license of Screencast-o-Matic that you will receive if you click on the link in the instructions includes a simple to use yet powerful video editor that will let you do editing tasks.

* There are many other tools for recording your presentation.

You are more than welcome to use your preferred tool if you

have one as long as you adhere to presentation format and

guidelines.

Recommended:

Please use the virtual laser pointer (mouse) when presenting to highlight important information!

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Recording your presentation with Powerpoint

To start the recording process click on the RECORD tab and then the record button:

After you are done with the recording please save it in the mp4 format:

Recommended:

Watch the “How to record with

Powerpoint” video first:

https://youtu.be/w4VXfBSLAYY

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Recording your presentation with Screencast-o-Matic

Watch the “how to” video first:

https://www.youtube.com/watch?v=SJEcbkDfq-Y

After you view the video, access the Screencast-o-Matic recording app on this link:

https://screencast-o-matic.com/register?ph=cYewir6zd

Important: Please use the above link to install Screencast-o-Matic. This will give you access to pro editing features and will store your video on our server.

We realize the fact that someone else from your team might do the recording. Please share the above link with them.

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SCREENCAST-O-MATIC FAQ

Q: Do I have to use Screencast-o-Matic?

A: It is not necessary to record with our recommended software (Screencast-o-Matic). If you are already used to a preferred recording software you are welcome to use it. In this case, please attach your recording to the form provided in the instructions. Files of up to 1GB can be attached to the form. Please export the video to any of the major formats like mp4, avi, mov or m4v.

Q: When I click on the "Launch Recorder" a download was initiated. It wasn't a web recorder.

A: Yes, small recorder file needs to be downloaded. It's 300kb file. It actually records on your local machine for the

quality reasons / so we're not dependent on someone’s internet connection.

Q: Is there a limitation in screen size? For example, my screen is 1440p. Does that matter? Is it ok to record in 4k?

A: No limitations for recording. It can be recorded in 4k. However, broadcast quality on Underline is max full HD/1920p.

Q: Is there a preference for where the webcam is during the presentation? Bottom right? Top right?

A: No preference, it can be moved. It is in bottom right by default so that's what's usually used.

Q: Is it ok for the authors to use the drawing tools? Does that normally work well?

A: Yes, if they want to. They can easily add this also after the recording (editor is included).

Q: Is there a way to adjust the webcam size. I can only seem to get full screen.

A: You can adjust the size and position after you recorded, in the editor.

Screencast-o-matic works with Windows and MAC but does not work on Linux systems. In case that you are using Linux we recommend recording with OBS (https://obsproject.com/). Contact us for help if you are recording on Linux.

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Complete Presenter Form

Please upload your presentation and complete the Presenter Form by March 3rd, 2023 at:

Oral Presenters: https://irps2023.paperform.co/

Poster Presenters: https://irps2023poster.paperform.co/

Tutorials: https://irps2023tutorials.paperform.co/

�Please prepare the additional information below prior to uploading your video presentation:

Presentation Title
Profile Photo
Presenter Bio
Presentation ID (found in front of your title in Ex Ordo)
Brief Abstract (45-word maximum)
Presentation Slides or Poster ��

If you did not use the Screencast-O-Matic software to record your video but instead used your own preferred platform, you will also need to upload your recording file on this form.

�

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TIPS AND EXTRA INFORMATION

It is highly recommended to turn your camera on when recording your presentation.

It is not necessary to record with our recommended software (Screencast-o-Matic). If you are already used to a preferred recording software, you are welcome to use it. In this case, please attach your recording to the form provided in the instructions. Files of up to 1GB can be attached to the form. Please export the video in any of the major formats like mp4, avi, mov or m4v.

Screencast-o-Matic does not work on Linux systems. In the case that you are using Linux, we recommend recording with OBS (https://obsproject.com/). Contact us if you need help recording on Linux.

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DURING THE CONFERENCE

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During the conference: Checklist

Presenter Type	Presenter Tasks for IRPS 2023
Platform (Regular & Invited) presenters	The day before your presentation: Check your presentation in the A/V Preparation Room, make sure all slides render correctly and all figures, formatting and fonts are legible The night before your presentation: Attend Authors’ meeting in the A/V Preparation Room for instructions from the A/V Chair The night before or the morning of your presentation: Familiarize yourself with A/V equipment controls in your session room Before your Session starts: Post the hard copies of your slides in a designated location adjacent to your presentation room, in preparation for the Authors’ Corner Date and time of your presentation: Give your presentation and post-presentation Q&A Immediately following your Session: Attend Authors’ Corner for one-on-one interaction with the attendees
Tutorial, YIR, and Keynote presenters	Only points 1, 2, 3, and 5 above apply
Poster presenters	Before the Poster session: post your poster on the designated board During the Poster session: be available at your poster At any time during and after the conference: Answer any Q&A that are posted on the Underline site (see next slide for more details)

All sessions (apart from posters) will be recorded to capture the live Q&A and posted on underline.io after the conference

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During the conference: Poster Presenters

You will receive an individual page on Underline where your poster, video and other meta data will be listed.

There will be no live virtual poster session. Each poster page will have a Q&A box on the right-hand side where you can make arrangements with attendees and also answer questions at your own discretion:

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POST EVENT ON underline

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Post Event Hosted by

��All presenters	We will release all pre-recorded videos and pre-submitted content on Underline right after the conference We will release all recorded content (live sessions, Keynotes) within 10 days after the conference All content will stay available on Underline until March 2024. Each paper (platform, poster, tutorial, keynote) will receive a seperate page on Underline with all metadata that you will submit. Each paper will have an individual Q&A box where you can contiue the conversations in a text form after the event Presenters are expected to log in to Underline and check for new messages after the event periodically

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