Author Presentation Preparation Instructions
Authors should review the complete hybrid conference format for ICIP 2022 here. Authors are strongly encouraged to attend and present in-person. ICIP paper presentations will take place in the following manner:
- Virtual poster sessions – All poster presentations will be held two weeks before the in-person conference dates using Gather.town.
- In-person poster sessions – Any poster presenters attending the conference in Bordeaux will also be invited to present their paper at an in-person only poster session.
- In-person lecture sessions – Oral paper presentations will consist of in-person presenters only and live-streamed to virtual attendees. These paper presentations will not deliver a poster presentation, but will prepare the poster file for the virtual conference platform
All authors are expected to prepare the following materials:
- Pre-Recorded Video – Please record a video presentation, as a 15 minute overview of your paper, with or without slides or visual aids. Prepare a brief introduction with webcam, if desired, followed by voice-over slides for your presentation.
- Poster – The Poster file will be displayed on the virtual conference platform and used for the virtual and physical poster session. The poster file should be in a PDF and JPEG format, and may contain live links.
Each accepted paper must be covered by at least one author registration and one author registration can cover up to four papers. All accepted papers must submit a 15-min recorded video presentation and a poster. The virtual conference poster presentation is required for all poster presenters. A second poster presentation will be given on-site in Bordeaux for the authors attending in person. Oral paper presentations will consist of in-person presenters only, in Bordeaux, and live-streamed to virtual attendees. Unregistered or non-presented papers during the virtual conference poster presentation session or in-person in Bordeaux according to the following guidelines, will be removed from IEEE Xplore.
Please finalize your video & poster no later than Sunday, September 4th 2022. This is a HARD DEADLINE. Files will not be accepted after this date.
More specifications and guidelines on preparation can be found below.
Video Presentation Instructions
There are several video conferencing tools available to easily record a presentation. In this method, you can show your face via webcam and display your slides as you talk. You can use any meeting software 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:
- WebEx: Video Conferencing – Record a Cisco Webex Meeting
- Skype: Skype for Business: Recording a Meeting | Information Technology Services | Bemidji State University
- Google Meet: Record a video meeting – Meet Help
- Zoom: Local Recording – Zoom Help Center
- Gotomeeting: How to Record a GoToMeeting Session | Techwalla and How to Convert and Open the GoToMeeting Recordings
- Microsoft Teams: Record a meeting in Teams – Office Support
- For Authors located in China who are unable to access Zoom for free, use of the free software OBS, which allows also to capture simultaneously yourself while speaking and your slides: https://obsproject.com/
- You can also use the two-step method covered here: Create Voice Over Power point and convert to MP4
- Duration: 15 minutes
- File size: 250MB max
- Video file format: mp4
- Dimensions: Minimum height 720 pixels, aspect ratio: 16:9
Please note the final specifications will be checked at the time of submission and files not compliant may not be uploaded.
Poster Presentation Specifications
- File Type: JPEG AND PDF
- File Size: 50 mb or less
- PDF Size: A0 – Landscape 1189 mm wide x 841 mm tall (46.8 inches x 33.1 inches)
- Must be a single page
- Must NOT be password protected
- Must be saved to open to “fit page” size (in Acrobat: Preferences – Page Display – Page Layout – Zoom – Fit Page)
- Must NOT have multimedia content (video/animation) included in the PDF poster
- Hyperlinks are acceptable
- Include your paper number on top right corner
Video & Poster Submission Instructions
- Visit the paper management system at the following URL: https://cmsworkshops.com/ICIP2022/Papers/AuthorVideoUpload.asp
- Login with your paper number and password provided in the paper submission confirmation email.
- Choose which author is the corresponding author and click on the “Continue to Video Upload” button.
- You will be redirected to a “Speaker Submission” form
- Fill out the form
- A series of fields will be pre-filled on the form (these will be locked for editing). Please double check these for accuracy. If there are any inaccuracies, please contact Jenna Yockim ( and reference your paper number.
- Upload your presentation video in mp4 format (max of 250MB is allowed)
- Upload your poster file in PDF format
- Upload your poster file in JPEG format
- It is recommended, but not required, to:
- Upload a Speaker headshot photo
- Include a Speaker Biography in the available text field
- Upload PDF of your pre-recorded presentation slides
- Submit the form by selecting the “Save” button at the bottom of the screen
- A confirmation message will be presented upon successful submission and a confirmation will be emailed to you
- Be sure to retain this information in case you need to make future updates to your submission
Deadline: Sunday, September 4th 2022
If you have any issues with uploading your presentation files, please contact Jenna Yockim (email@example.com).
To help authors prepare for lecture and poster presentations, the following suggestions have been created:
——– Lecture Presentations
PRESENTATION TIME: Presentation time is critical; each paper is allocated 15 minutes for lecture sessions, including time for questions, session chair introductions, and any set up that is not completed in advance. We recommend that presentation of your slides should take about 11 minutes, leaving 4 minutes for introduction by the session chair and questions from the audience. To achieve appropriate timing, organize your slides or viewgraphs around the points you intend to make, using no more than one slide per minute. A reasonable strategy is to allocate about 2 minutes per slide when there are equations or important key points to make, and one minute per slide when the content is less complex. Slides attract and hold attention, and reinforce what you say – provided you keep them simple and easy to read. Plan on covering at most 6 points per slide, covered by 6 to 12 spoken sentences and no more than about two spoken minutes.
Be prepared to begin your presentation as soon as the prior presenter has finished; it is important to keep on schedule. You should meet with your session chair during the break immediately prior to your session. Meet inside or near the door of the presentation room. If the room is not being used, this will give you a chance to test any presentation equipment you will be using. Copying your files to the computer before the session will also save you some time during your presentation.
ORGANIZATION OF IDEAS: Make sure each of your key points is easy to explain with aid of the material on your slides. Do not read directly from the slide during your presentation. You shouldn’t need to prepare a written speech, although it is often a good idea to prepare the opening and closing sentences in advance. It is very important that you rehearse your presentation in front of an audience before you give your presentation at ICIP. Surrogate presenters must be sufficiently familiar with the material being presented to answer detailed questions from the audience. In addition, the surrogate presenter must contact the Session Chair in advance of the presenter’s session.
EQUIPMENT PROVIDED: All lecture rooms will be equipped with a computer, a video projector, and a microphone. Each computer will have a USB port as well as PowerPoint and Acrobat Reader software. There will be no other equipment available.
Each computer will have a recent version of the Windows OS installed, a USB port, as well as PowerPoint and Acrobat Reader software. Remember to embed all your fonts into your presentation, if you are using any special font or plug-in such as MathType.
Please, pay attention to the following critical points:
- There WILL NOT be an overhead projector in the rooms
- There WILL NOT be a CD-ROM drive in the presentation room
- Make sure your presentation does not run into a problem on Windows 7 platform, if you are a Mac or Linux user
- If you will be playing video or animated media, make sure it runs on Windows Media Player
- Embed all the fonts in your presentation
Keep in mind that some of the lecture presentations will be given in quite large lecture halls. When preparing your slides, make sure that the entire audience will be able to see your presentation.
——– Virtual and On-site Poster Presentations
Poster sessions are a good medium for authors to present papers and meet with interested attendees for in-depth technical discussions. In addition, attendees find the poster sessions a good way to sample many papers in parallel sessions. Thus it is important that you display your message clearly and noticeably to attract people who might have an interest in your paper.
Each poster session is 2h long. You must remain present for the entire duration of your poster session. Please arrive at the poster area about 15 minutes before your session begins and report to the session chairs.
All posters should remain on the boards for the entire session time. Everyone should mount their poster on the boards before the session begins.
You are encouraged to prepare a short presentation of about 5 to 10 minutes so that you can periodically present to those assembled around your poster throughout the poster session. Please put up your poster before the session, and take it down immediately following the session. Adhesive velcro will be available to mount the poster. If you have difficulty locating any supplies, please contact the session chairs or the conference registration desk. Also note that any equipment used in the poster area should be battery-operated, since power will not be provided on the floor.
If your poster is constructed of multiple pieces of paper, it is highly recommended that you plan to be at your poster location sufficiently in advance to allow you to complete mounting of your poster prior to of the start of your presentation block. Alternatively, you may consider taping together all of the pieces before you mount the poster on the board to speed up the mounting process.
ORGANIZATION OF IDEAS: Your poster should cover the key points of your work. It needs not, and should not, attempt to include all the details; you can describe them in person to people who are interested. The ideal poster is designed to attract attention, provide a brief overview of your work, and initiate discussion. Carefully and completely prepare your poster well in advance of the conference. For in-person poster sessions, try tacking up the poster before you leave for the conference to see what it will look like and to make sure that you have all of the necessary pieces.
TIME: Prepare a short presentation of about 5 to 10 minutes that you can periodically give to those assembled around your poster throughout the poster session. If possible, more than one author should attend the session to aid in presentations and discussions, and to provide the presenters with the chance to rest or briefly view other posters.
FORMATTING: The title of your poster should appear at the top in CAPITAL letters about 25mm high. Below the title put the author(s)’ name(s) and affiliation(s). The flow of your poster should be from the top left to the bottom right. Use arrows to lead your viewer through the poster. Use color for highlighting and to make your poster more attractive. Use pictures, diagrams, cartoons, figures, etc., rather than text wherever possible. Try to state your main result in 6 lines or less, in lettering about 15mm high so that people can read the poster from a distance. The smallest text on your poster should be at least 9mm high, and the important points should be in a larger size. Use a sans-serif font (such as “cmss” in the Computer Modern family or the “Helvetica” PostScript font) to make the print easier to read from a distance.
For On-site, make your poster as self-explanatory as possible. This will save your efforts for technical discussions. There will not be any summaries given at the beginning of the poster sessions, so authors need not prepare any overhead slides for their poster presentations. You may bring additional battery-operated audio or visual aids to enhance your presentation. No electricity will be available for use by poster presenters. Thus, your laptop should be fully charged if you want to use it as part of your presentation.
DIMENSIONS: For each paper accepted within an in-person poster session, a poster board space is reserved with dimensions 170 cm (width) x 100 cm (height). Your poster must fit within a maximum dimension of 90 cm (height) x 160 cm (width).
The boards will be arranged in rows. Each reserved paper space will be assigned a number. The number, called the Board Number, will identify the place to post your poster.