Oral presentation instructions

Create your presentation slides and video for presentation at the conference
Presenter prepares his video recording for SPIE Laser Damage

Preparing your oral presentation for the digital forum

Oral speakers who choose to participate in the digital forum will submit a recorded presentation video that will be available on demand to conference attendees as well as published and archived in the SPIE Digital Library. All remote presentations are pre-recorded, not presented live during the conference.

All remote presentations must be uploaded by the deadline to be included in the program. You must register for the meeting prior to uploading your presentation. By uploading your remote presentation, you agree that SPIE has permission to publish your presentation video in the program and archive it in the conference proceedings in the SPIE Digital Library.

Important dates

Abstract submission deadline 5 May 2021
Author notification  9 July 2021
Submission system opens for presentations and manuscripts* 3 September 2021
Oral presentation videos due 29 September 2021
Poster PDF and preview videos due 29 September 2021
Post-event manuscripts due 29 October 2021

*Authors must register prior to uploading

Create your video

The most successful presentation slides are graphically rich presentations of your research that both highlight the main points and fill in the most interesting details. The least effective presentation video is a simple reading of your slides or manuscript.

Suggested presentation video duration:

  • 15–20 minutes for contributed
  • 20–25 minutes for Invited
  • 25–30 minutes for Keynote

Click here to see an example of a presentation video. 

Your slides will need to have audio narration embedded, and then you will need to export the presentation as an MPEG-4 (.mp4) file. SPIE can only accept the .mp4 format—other formats are not supported. Presentation video files should be no larger than 2GB. Your presentation video should include:

  • All slides of your presentation, formatted for easy understanding of the information on each slide
  • Clear narration with a pause for transitions between slides. PowerPoint, for example, does not record audio during slide transitions
  • Explanations for each graph, picture, and table
  • Widescreen format, using the 16:9 aspect ratio, to utilize the full screen - the standard 4:3 format will work but it will not fill the entire screen when in presentation mode

To record your audio

  • Use any kind of microphone, including those built into laptops or tablets, so long as the resulting audio is clear and easily understood
  • Follow these step-by-step instructions on recording your audio in PowerPoint and exporting a PowerPoint file to .mp4
  • If you're using a web-based presentation program, such as Prezi, Slideshare, or Google Slides, you will need to use screen capture software to record your screen and presentation narration
  • Be sure to export your video, including all audio, as an .mp4 movie file for submission – other file formats are not supported
  • You may find the following resources helpful as you develop your video:
    • FreeConvert.com - a third-party site for compressing a video file into an MP4 file
    • Online-Recorder.com - a third-party site for testing your microphone or recording a voice-over file

Review your video

  • Is your file saved as an .mp4 movie file?
  • Is your file size less than 2 GB?
  • Is the audio consistent and clear, free from static, hums, hisses, or interference?
  • Is the audio at the right level, without having to adjust your volume very high or very low?
  • Does your talk start promptly? (your narration should begin within the first 3 seconds)
  • Does your recording end promptly after your closing remarks, without being cut off early or continuing for too long?
  • Is there audio on every slide? Having audio on every slide ensures that each slide gets the correct timing before advancing. If a slide is self-explanatory, you can simply say, "This slide is self-explanatory."
  • Do all your slides, movies, and animations appear correctly?

Submit your video

  • The contact author or speaker must be registered before uploading the video
  • Once the SPIE submission system is open, using any web browser, visit https://spie.org/myaccount and sign into your account
  • From the Account Dashboard, look under "Submission and Review System" and click on the symposium link
  • Scroll down until you find your paper
  • Click on the upload video link to submit your presentation video and follow the steps to upload your presentation video .mp4 file
  • Only the contact author can submit the presentation video. The contact author can assign a coauthor as the contact author via the submission system or by sending a request to authorhelp@spie.org (include your paper number in message)

What happens next?

  • The contact author will receive an email confirming we have received the video
  • SPIE will check the file for technical issues and notify the contact author if any revision is necessary

Publishing your video

  • All videos received by the deadline will be published beginning the first day of the digital forum to be available on demand to remote participants and archived in the conference proceedings in the SPIE Digital Library
  • SPIE retains rights to distribute and market the official SPIE recording of the presentation and/or poster, but the presenter retains copyright of all presented content

Questions? Contact your program coordinator (listed in your SPIE.org account)