Instructions for
Virtual Oral Presenter
2024 IEEE NSS MIC RTSD, Tampa, Florida, USA
Quick Guideline
What you need to prepare and provide in advance of the conference
Slide presentation
as PowerPoint (*. pptx) or PDF (*.pdf) file, ratio 16:9, landscape layout
Video presentation
15 min mp4 video file, ratio 16:9, full HD (1920 px x 1080 px) max 1 GB
Submission Deadline
72 h before your session starts (*.pptx-file or pdf-file and *.mp4-file)
Submission Destination
https://www.eventclass.org/contxt_ieee2024/
Upload available from
October 18, 2024
Access your Live ZOOM Presentation Room
Registration
Registration to the conference is mandatory
Gateway
https://www.eventclass.org/contxt_ieee2024/
Where
Menu “My live presentation” and click on “enter room” of your
session/presentation
Recommended browser
and Internet Connection
The best browser to use is Google Chrome / Edge Chromium /
Firefox
Do not use VPN connections!
Do not use Wireless LAN or mobile data while presenting.
A wired LAN connection is highly recommended.
Be on time
Please join the virtual session room at least 15 min before your session
starts. All times are given at local Tampa time.
We strongly recommend that you read through our detailed instructions before creating
your virtual presentation.
Detailed Instructions and Information for Virtual Oral Presentation
1.1 General
Presentations for download as PDF file are available for registered participants only, if the author
has agreed. Uploaded PowerPoint presentations will be converted into PDF format, thus, all
multimedia parts, like animations, get lost. However, we record all sessions and add them later as
session video in the online program for viewing for a short period of time, during and after the
event. Video presentations are protected from download, as well as from access via unknown
domains and can only be accessed from the secured conference platform. If authors allow
download access to their slides, they can only be downloaded from Monday, October 28, 2024
until early / mid of December, 2024. The recorded videos of presentations are visible starting 24
hours after a session took place until early / mid of December, 2024.
1.2 Preparation of your presentation
Slides presentation
Instructions for
Virtual Oral Presenter
2024 IEEE NSS MIC RTSD, Tampa, Florida, USA
Please prepare your talk as PowerPoint slides or as PDF slides. The presentations must be in
English. Your PowerPoint/PDF presentation should be prepared in 16:9 aspect ratio and should
not exceed a maximum size of 50 MB. PowerPoint provides on-board tools to convert your
PowerPoint file into a PDF.
Your slide presentation should meet the following criteria:
Format
as PowerPoint (*. pptx) or PDF (*.pdf) file, ratio 16:9, landscape layout
Size
maximum 50 MB
File format
*.pptx or *.pdf
Video presentation (mandatory for virtual oral presenters)
Since we are running a hybrid conference, all virtual oral presenters are asked to make use of
electronic presentations and to provide a video presentation of their talk next to the slides.
Video presentation files are mandatory for all presenters who will give their talk virtually, due to the
requirement that, if you are unable to present live, we can show your video. Please record your
presentation as a video in advance of the event.
You should record your presentation with sound and, if possible, a picture-in-picture inset of you
speaking. This is an excellent opportunity to make the presentation more personal and attractive
for the participants. You may use virtual laser pointers or highlight text passages to draw attention
to certain areas of your slide while you speak. Each video presentation must be no longer than 15
min. Please prepare your presentation accordingly to strictly adhere to these time limits.
Presentations longer than this limit will be truncated.
Your produced video should meet the following criteria:
Resolution
1920px x 1080px (Full HD, 1080p)
Size
maximum 1 GB
File format
*.mp4
Length/Time
15 minutes (max.)
Language
English
Video recording your presentation with PowerPoint (Windows)
PowerPoint already provides suitable tools for recording. You can find instructions on how to
proceed with recording for different PowerPoint versions (Office 365, 2010, 2013 - 2021, macOS)
at the following link:
Record a slide show with narration and slide timings
Once you have added an audio track to your presentation, export your presentation as an mp4
video file as described in the following link:
Turn your presentation into a video - When exporting, select the "Presentation quality" option
1920px x1080px (Full HD, 1080p)
Instructions for
Virtual Oral Presenter
2024 IEEE NSS MIC RTSD, Tampa, Florida, USA
Recording your presentation with Keynote (macOS)
If you use Keynote as a presentation tool, you can find instructions on how to record your
presentation with Keynote (MacOS) at the following link:
Record Keynote presentations on Mac
Follow the link below to learn how to export your recorded Keynote presentation to a mp4 video
file: Export as *.mp4 files under macOS
Alternative recording option
As an alternative to the PowerPoint built-in tools, you may use free add-on programs such as OBS
(Open Broadcaster Software) to create your video presentation. These are very intuitive to use
and also produce high quality presentation videos (Download Link OBS Software).
For this purpose, we recommend a video tutorial that explains how to perform a screen capture
including webcam on your device with OBS.
1.3 Submission of your presentation (slides and video)
The deadline for the upload of your digital presentations is 72 hours before your session
starts
Please submit your video presentation together with your slides electronically.
Please log in to the Conference System with the e-mail and password used when submitting your
contribution at Link to Conference System. The upload for poster and video presentations will be
activated from October 18, 2024.
After you have logged in successfully, the "Upload" link in the menu bar will take you to the upload
form of your contribution. The upload itself is self-explanatory. If you want to change an already
uploaded file, please repeat the upload with a more recent file version. The newer file replaces the
existing version. If the upload fails for whatever reason, please send us your file(s) via WeTransfer
(https://wetransfer.com/). In doing so, address/send your transfer to [email protected] and
leave a note in the comments field with your name, email address and title of your contribution so
that we can match your presentation(s).
1.4 Briefing and Training
We do not offer any speaker training for the virtual session rooms.
1.5 Technical requirements
Internet connection
A stable internet connection is required. The bandwidth should be at least 10 Mbps for download
and 2 Mbps for upload. If possible, please use a wired internet connection (LAN). An internet
connection via WLAN should be avoided.
Browser
We recommend the use of an up-to-date browser such as Firefox or Google Chrome. Please
make sure that these are updated (available updates are installed). If none of the listed browsers
are installed, we ask you to install one in advance. Please be aware that Safari will not work
Instructions for
Virtual Oral Presenter
2024 IEEE NSS MIC RTSD, Tampa, Florida, USA
properly for this virtual conference. Please use one of below:
Download Link Firefox: https://www.mozilla.org/de/firefox/new/
Download link Google Chrome browser: https://www.google.com/chrome/
Equipment
Webcam: This should be functional as a separate optical video device, or integrated into the end
device.
Microphone: The use of a headset connected to your device is strongly recommended.
Alternatively, a solution consisting of microphone and loudspeakers integrated in your device can
be used (not recommended).
Please check your devices in advance for image and sound quality and familiarize yourself with
the operation of the equipment and devices.
ZOOM account (optional)
All live presentations will be processed via the ZOOM video platform. If you do not already have a
ZOOM account, please register for a "free registration" on the website https://zoom.us. This will
speed up the login process prior to the event.
1.6 On the day of your live presentation
Be on time. Please be at the session on time as you would be for the in-person conference.
Please keep in mind that all times are given at EDT (Eastern Daylight Saving Time). Note that the
switch to EST (Eastern Standard Time) in the US is scheduled for Sunday, November 3
rd
, thus, it
will not impact the conference’s technical schedule.
If you have registered for the conference, you will receive your access data to the virtual
conference system by e-mail a few days before the conference starts. After you have logged in
successfully, please go to the menu “My live presentation” and click on “enter room” of your
session/presentation.
All speakers who give their presentation virtually will be connected to their session via zoom
(zoom.com). An experienced technician will welcome you and give you all necessary instructions.
The virtual presentation will be livestreamed both on-site and for all other virtual registered
participants from the conference platform via Vimeo (vimeo.com).
As a virtual presenter, please make sure that you can make full use of our zoom.com meeting
platform well ahead of time
Your presentation will usually be announced by the session chair. When your session starts, your
webcam and microphone should already be activated. This shows the session chair that you are
present in the room and able to give your presentation. Otherwise, the session chair may decide to
just play the pre-recorded video presentation.
The session chair or technician will bring you on stage at the appropriate time and you can start
immediately with your presentation after his/her introduction. Don’t forget to open your
presentation on your device ahead of time and perhaps turn on a virtual laser pointer to save time.
Please set up your presentation for single-window mode and not in a full screen mode. This will
give you the opportunity to follow the Q&A tool or any other guidance available in the conference
tool.
Best practice / checklist for your live presentation
Instructions for
Virtual Oral Presenter
2024 IEEE NSS MIC RTSD, Tampa, Florida, USA
• Webcam and microphone are switched on at your device
• Share your screen/window with your poster
• Please ensure a distraction-free environment during your presentation, put your phone on
silent, close applications you do not need and your e-mail inbox
1.7 Conference Records (Publishing)
This year the submitted abstracts will be published in IEEE Xplore and will serve as the
Conference Record.
Those abstract that are not presented either by oral or poster presentations during the conference
will be withdrawn from IEEE Xplore after the conference.
In addition, presenters are encouraged to submit the full papers to relevant IEEE journals such as
Transactions on Nuclear Science (TNS), Transactions on Radiation and Plasma Medical Sciences
(TRPMS), or Transactions on Medical Imaging (TMI). Since only abstracts will be copyrighted for
the conference record, there will be fewer constraints on copyrighted materials for these
subsequent full paper submissions to our journals (i.e., TNS, TRPMS, and TMI) and any other
journals.
1.8 Additional Information and Contact
The full program is available on the conference web site at
www.eventclass.org/contxt_ieee2024/online-program.
Additional information on Registration, Short Courses and Special Events is also available at the
conference website: https://nssmic.ieee.org/2024/
You may find more information on the conference website or in the conference system under
documents!
If you have any further recommendations or questions, please feel free to contact us
We look forward to seeing you at our hybrid NSS MIC RTSD conference!
Sincerely, 2024 IEEE NSS MIC RTSD Conference Committee
