Guidelines for oral and poster presentations

Preparing for your virtual presentation

 Authors of accepted presentations (both oral session and poster) are required to submit a pre-recorded video and PowerPoint slides (saved as PDF) of their presentation in advance of the conference. The pre-recorded video and slides will be available for the attendees in the conference portal.

Your presentation video file (Mp4) and PDF file must be uploaded to TCCS-11 Dropbox by this link https://www.dropbox.com/request/nHcF7rsDXNUSPHg5O6Mu no later than 10 June. Please, name the files by session number and presenting author's name. Files may alternatively be sent to .

The conference language is English.

ORAL SESSION PRESENTATION

The pre-recorded presentation will be played to the audiences in the scheduled session. During this time, presenters will be online and following the broadcasting. Presenters are requested to enter the Session Room prior to the Session time to check their presentation, sound and camera settings. This should be done early during the break before your session starts (just like in a physical conference).

Once the presentation is over, the audiences will have the opportunity to ask questions to you as the presenter – of course, this takes place live. Each presenter is allocated 20 minutes. This includes 15 min for the video presentation, 3 min for Q&A and 2 min for change of speakers.

Pre-recorded video - requirements:
Duration: 15 minutes (max)

  • Video file format: Mp4
  • File size: Preferably under 200MB.   
  • Dimensions: Minimum height 480 pixels, aspect ratio: 16:9
  • Resolution = 720p HD
  • Spoken language: English

Information such as the title of your paper, authors’ name and affiliation must appear on the first slide of your presentation.

Please, note the final specifications will be checked at the time of submission and files not compliant may not be uploaded.

 Power Point slides - requirements:

  • File format: PDF
  • Dimensions: Minimum height 480 pixels, aspect ratio: 16:9
  • Language: English

POSTER PRESENTATION

The pre-recorded video presentation and power point slides will be available in the virtual conference portal during the conference for attendees to look at it at any time.

During the poster session you will be able to have live discussion with attendees to explain and answer questions.

Pre-recorded video - requirements:

  • Duration: 3 minutes (max)
  • Video file format: Mp4
  • File size: Preferably under 200MB
  • Dimensions: Minimum height 480 pixels, aspect ratio: 16:9
  • Resolution = 720p HD
  • Spoken language: English

Information such as the title of your paper, authors’ name and affiliation must appear on the first slide of your presentation. The presentation must be in English.

Please, note the final specifications will be checked at the time of submission and files not compliant may not be uploaded.

Power Point slides - requirements:

  • Maximum 5 slides
  • File format: PDF
  • Dimensions: Minimum height 480 pixels, aspect ratio: 16:9

The slides will be available for all attendees in the poster gallery in the virtual conference portal.

TIPS FOR VIDEO RECORDING  (both oral session and poster):

There are several video conferencing tools available for recording of presentations. In this method, you can show your face via webcam and display your slides as you talk. You can use any meeting software like Zoom, Teams or GoToMeeting, 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:

When making your recording, please consider the following:

  • A wired internet connection is highly recommended, but if unavailable, use a strong Wi-Fi connection.
  • Place yourself in a quiet area. Avoid areas that have echo.
  • Check lights and shadows – avoid that your face falls into a shadow. Do not place yourself with a window or any strong lights directly behind you.
  • Use a solid headset with microphone close to mouth, BUT away from direct line of mouth to reduce “pops”. 
  • 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. Adjust if needed.
  • Please, start your presentation saying something like:
    • Thanks for the (kind) introduction
    • Thanks very much, and good morning/afternoon
    • Thanks for inviting me to/having me at the TCCS-11
    • etc...

The Session Chair will give you a brief introduction before you start, and starting/"responding" in this way, will give a more natural flow as long as we use pre-recordings. You will be asked to send us a very brief bio (basically name, affiliation, and something short on experience and current activities) before the conference.