Author and Panelist Information
Dear 2020 PES GM Author:
If you are not already aware, the 2020 IEEE PES General Meeting will be a virtual event. While this was not our original plan we feel that this is a great opportunity for you to present your work.
In order for your paper to be included in IEEE Xplore poste conference, you must submit a video presentation. We are still finalizing the details as we transition to a virtual event but here are some general guidelines for your reference.
One author from each paper must register and pay the registration fee for the conference.
You must complete and submit a video presentation in MP4 format. The length of the presentation will depend on the session type. Session information was sent to all authors via MIRA on June 18, 2020.
You must use the PES Microsoft PowerPoint template that was emailed to you on June 18, 2020 via MIRA for your presentation, no slides can be added to the template.
Your video presentation will be posted on the PES General Meeting Virtual conference site. The video will be available for 25 days. While the video is available all PES GM attendees will be able to view the presentation and submit questions.
Provided you register (payment in full required at the time of registration) for the conference and submit the MP4 video of your presentation on the PES PPT your paper will be posted to IEEE Xplore post conference. We expect the On24 site to be available for you to upload the video of your presentation between July 1, 2020 and July 15, 2020.
Author registrations must be completed by July 19, 2020. If you do not register with payment in full for the conference and submit the MP4 video of your presentation by the appropriate deadlines above, your paper will not be posted to Xplore post conference. However, it will be an IEEE copyrighted paper and thus cannot be submitted to any other conference or publication as defined by the IEEE PES “No Show” policy.
If you decide you want to withdraw your paper and submit it to another conference in the future, you must notify me by 11:59 PM Eastern time June 18, 2020.
Please note any paper not withdrawn by 11:59 pm Eastern time June 18, 2020 will be an IEEE copyrighted paper since it will be published in the conference proceedings, but not Xplore and cannot be submitted to or published in any other conference or publication.
IEEE 2020 GM Steering Committee
On behalf of the PES GM 2020 Organizing Committee, we would like to thank you for your patience and understanding during this time of transition to a virtual conference. The organizing committee has decided that the conference will now be pre-recorded presentations. By agreeing to provide your presentation material and registering for the conference, your conference paper will be published and searchable in the IEEE Xplore digital library. **By agreeing to provide your presentation material and registering for the conference, your panel session presentation video and slides will be posted to the PES Resource Center post conference. Your presentation material will only be made available to registered conference attendees from August 2nd (11:30am EDT) to August 28th (11:59pm). Once the video & slides are posted in the Resource Center, it will be available for purchase but registered conference attendees will still have complimentary access.
We will be sending you the link to upload your video the week of July 6, 2020.
In preparation, below are the official submission instructions for all presentation types. Please prepare your presentation by NO LATER THAN July 15th
We highly encourage you to include an audio/video presentation of your work both to allow you the opportunity to explain your work and get more exposure to the audience, as well as making the conference more informative, valuable, interactive, and engaging for the attendees!There are several video conferencing tools available to easily record a presentation. In this method, you can show your face via webcam (if you'd like) 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
You can also use the two step method covered below:
- Create Voice Over Power point: https://support.office.com/en-us/article/record-a-slide-show-with-narration-and-slide-timings-0b9502c6-5f6c-40ae-b1e7-e47d8741161c
- Convert to MP4 https://nursing.vanderbilt.edu/knowledge-base/knowledgebase/how-to-save-voppt-to-mp4/
Please let us know if the above are not available to you.
Audio/Video File Requirements:
- All files must be in MP4 Format
- A bit rate of 1mbps or less: To check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bit rate. (*Note: The virtual conferencing platform will accept videos with a higher bit rate, but some quality may be lost during the upload process)
- Resolution = 720p HD.
- Presentation lengths:
- Plenary/Keynote Presentations not to exceed 15 minutes
- Paper forums, Transactions paper sessions, Poster sessions - 5 minute presentations on the PPT template that was emailed to you on June 18.
- Panel Session Presentations 15 minutes on the PPT template that was emailed to you on June 18.
- Best Paper Session Presentations 8 -10 minutes on the PPT template that was emailed to you on June 18.
- Please use the following naming convention: PID.pptx, PID.pdf, or PID.mp4, where PID is your paper number or panel presentation number, the code that was entered in front of your paper/poster title in the conference program.
Tips for recording:
- Use as quiet an area as possible.
- Avoid areas that have echo:
- Rooms should be fairly small;
- Sound dampening with carpeting, curtains, furniture.
- Hardline internet connections are highly recommended, but if unavailable, a strong Wi-Fi connection should do the job.
- A good headset with a microphone set close to your mouth BUT away from direct line of mouth to reduce "pops". Try to avoid using default, built-in microphones on your computer, if possible.
- Do a test recording of a couple of minutes and review the sound and picture quality, in the MP4 format, and check the bit rate before recording your entire presentation. Make adjustments as needed.
Standards and Templates
- Format: 16×9
- PDF: pdf16x9
- PPT/PPTX: pptx16x9
For info on how to upload your video presentation to ON24, please refer to this video.