All presentations will be given live during the online conference. However, to deal with unforeseen circumstances, all the presenting authors are required to submit the following material.

Author Instructions for Video Recording and Uploading

Materials to submit

• Presentation video
• Presentation slides

For posters and tool demonstrations, slides are optional.

Submission deadline

• 7th August 2022 [FIRM]

Length of presentation video (min - max minutes)

• Research track: 18-22 min [30 minutes slot]
• Industrial innovation track: 18-22 min [30 minutes slot]
• RE@Next! track: 12-14 min [20 minutes slot]
• Journal-First track: 18-22 min [30 minutes slot]
• Posters: 3-5 min [8 minutes slot]
• Tool demonstrations: 5-9 min [12 minutes slot]
• Doctoral Symposium: 8-10 min [TBD minutes slot]

Note: Videos that are too long or too short will be rejected.

Technical specifications

Videos:

• File format: MP4
• Resolution: 720p
• Maximum file size: 500 MB

If you need video formation conversion or compression, you can use VLC (instructions).

Slides:

• File format: PDF
• Slide format: landscape format, A4 or letter size.

Naming your files

Files must be named according to the following scheme:

• RE22_<first author’s last name>_paper-ID

Example: for the (fictitious) paper R10 by authors John Snow and Jane Snow in the research track the naming would be:

• RE22_Snow_R10.mp4 for the presentation video
• RE22_Snow_R10.pdf for the presentation slides

Use the paper IDs provided in the list of accepted papers.

Uploading your files

Please upload your presentations to https://www.dropbox.com/request/066ZZCgAvXxTGCMr1YrG.

If you cannot access Dropbox (or if you have any other issues), you can send WeTransfer links (or other links to your videos) to the conference email and we will upload on their behalf.

Copyright

Presenters retain copyright. The authors give rights to the organising committee to publish the recorded videos and presentation files online.

Presentation recording rules

Presenters can use any software to record their presentations as long as they comply with the following requirements:

• The speaker’s face shall be clearly visible, displayed in large size, and directed towards the camera. (This is important for hearing-impaired people: the larger the speaker’s face, the better they can lip-read). Presenters shall not wear face masks.
• To make the speaker’s face as big as possible, make the image of the slides small, no bigger than necessary for the listener to see where, in his or her downloaded local copy of the slides, the speaker is.
• At the beginning of the presentation, tell the audience who you are. On the first slide of the presentation slides, list the title of the paper and its authors. Underline or otherwise highlight the name of the presenter.
• Sound quality matters: Use a good microphone. Avoid background noise. To avoid echo noise, turn the speakers of your computer off when recording.
• Speak clearly and with moderate speed. Do not attempt to pack more information into your talk by speaking very fast.
• When the speaker’s face is not visible, for example, while presenting a tool, please use subtitles or speech bubbles to annotate the screen for those who are hearing impaired.

We recommend using software that allows recording the speaker and the slides simultaneously side-by-side. A guideline for how to record a presentation with Zoom is available online. We have been advised, though, that when recording using Zoom, the recoding should be done on a machine different from the one to which the speaker is speaking. If the recording and speaking machine are the same, there is no control over the relative sizing of the images of the slides and the speaker, and the recording makes the slides take up most of the window with the speaker relegated to a thumbnail, generally too small to lipread. Only if the recording machine is different from the speaking machine, the recording captures the recording machine’s setting of the relative sizing of the images of the slides and the speaker, respectively. If the two machines are in the same room, then to avoid echo, on the speaking machine, mute the machine’s speaker and mute the speaker’s input in the Zoom window. The recording machine will handle all the sound.

When side-by-side recording is not possible, the speaker has to refer explicitly to slide numbers in the talk so that listeners can open the slides in a separate window and synchronize them manually with the talk.

If you choose another tool, it is highly recommended that the presentation should have the captions on to provide accessibility feature for those doing lip reading and that a viewer can adjust the size of the speaker.

If you have any questions with regards to the recording instructions or the guideline, Daniel Berry (dberry AT uwaterloo.ca) has kindly agreed to answer questions in order to improve the quality of recordings.