Information for Presenters

In order to maximize the exposure for your paper, to account for different learning and participation styles, and to allow for interactive and engaging discussions with fellow attendees, each paper will be presented in two ways:

  • Pre-recorded video that will be available at all times during the conference and afterwards, and
  • Live presentation with a poster or slides, with scheduled time during the conference that will be provided in the next few weeks, supplemented by asynchronous chat discussion.

Instructions for Pre-recorded Video

We request you to prepare and upload a video of your presentation, including a brief introduction with webcam (if desired) and slides with voice over for your presentation. This will be posted on the WASPAA 2021 virtual platform.
For accessibility purposes, we also request that you provide good-quality closed captions (not just raw automatic captioning output) for your video, either in a .SRT file or a .VTT file.

Video Specifications:

The technical requirements of the video are as follows:

  • Duration: At least 5 minutes and at most 15 minutes.
  • File size: 200MB max
  • Video file format: mp4
  • Dimensions: Minimum height 720 pixels, aspect ratio: 16:9
  • Closed captions file: .srt or .vtt file (with manually checked transcription if you use automatic captioning tools)

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

Please be sure the video includes the title of the paper, the authors, and a mention to IEEE WASPAA 2021.

Tools for Preparing the Video:

You can prepare your video and its transcription using any recording and editing tool that will produce an output that will meet the above specifications.

Using Descript: We are happy to offer, in partnership with one of our sponsors, Descript, free usage of the Descript app for video recording, editing, and captioning (available for Mac and Windows, but not Linux).
Descript makes it very easy to record an on-screen presentation, optionally with a webcam view. The video is then automatically transcribed, and Descript provides nice tools to quickly fix transcription errors. The video can also be edited directly by editing the transcription, for example to cut out mistakes (no need to stop and restart recordings, just keep going), and fillers can be automatically removed. Once the video and transcription are ready, you can export them as .mp4/.srt and upload them to EDAS. You can also record your video with your favorite tool, and use Descript only to create the closed caption files.
To register for using Descript, please send us your email address using this Google Form, and we will add you to the WASPAA team.
A few pointers on Descript:

Other options for video recording:

You can use Powerpoint: Create Voice Over Power point and convert to MP4

Another simple way to record the presentation is to use a video conferencing tool to record the content displayed by your computer screen and your voice recorded by the computer microphone, or an external microphone. In that way, 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. You may wish to edit the video after having recorded it. Here are some links to instructions on recording a meeting on common platforms:

Creating a good-quality transcription:

Once you have recorded your video using one of the above tools, you can create a closed caption file using Descript (see above) or YouTube. The raw output of their automatic captioning tool will typically contain many errors, and we request that you manually correct them to obtain a good-quality transcription. For instructions on how to edit transcripts, please see this guide for Descript and this guide for YouTube.

Poster/Slides Presentation Instructions

The live interactive sessions at the conference will mimic an in-person poster session, except that the presenter will be free to use either a poster or slides to present their work. Attendees will be able to view your presentation material and will then have the opportunity to join an online “room” in which you and a group of attendees will be able to engage in an interactive discussion of the work.

The format for the presentation material is as follows:

File Type: PDF

File Size: 80 mb or less

PDF Size: Landscape poster or presentation slides

  • 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 paper title, author(s) and affiliation(s)

Video & Poster Submission Instructions

Deadline: September 29, 2021

The video, captions, and poster/slides, can be uploaded via EDAS, similarly to the camera-ready manuscript.

After logging in to EDAS, each accepted paper will appear under “My pending, active and accepted papers”, with upload links for “Video presentation”, “Captions”, and “Poster/Slides”. Alternatively, these links are also available from each paper’s page.

Each file can be uploaded from your computer or via a URL if the file is in the cloud (e.g., YouTube, Dropbox, Box or Google Drive; please do not use directory URLs).

If you have any issues with uploading your presentation files, please contact us at

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