Oral presentation instructions

Create your presentation slides and video for presentation at the conference
Presenter at SPIE/COS Photonics Asia

Preparing your oral presentation

Oral speakers will attend the conference and present live to an audience. After your live presentation is finished, your presentation recording will be made available for on-demand viewing for conference participants of the SPIE.org program, as well as published and archived in the conference proceedings in the SPIE Digital Library.

As an oral presenter, you will submit a pre-recorded presentation video of your talk by the deadline and SPIE will use it as your presentation for publication. By submitting a presentation video for publication, you can control what is archived in the conference proceedings while having more liberty over what is presented live.
Instructions on creating your slide presentation and preparing your presentation video recording are below.

Important dates


Abstracts due 4 May 2022
Author notified and program posts online 6 July 2022
Registration opens 15 July 2022
Submission system opens for manuscripts and poster videos/PDFs* 8 August 2022
Post-deadline abstracts due: Submit via conference listings
22 August 2022
Manuscripts due 21 September 2022
Poster videos/PDFs due for onsite preview 6 October 2022
*Contact author or speaker must register prior to uploading

Step-by-step guide to a successful oral presentation


Create your slide presentation

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.

Your presentation slides should include:

  • All slides formatted for easy understanding of the information on each slide
  • Explanations for each graph, picture, and table
  • Media file(s) embedded in your primary presentation as a slide, and bring a backup of all media files with you onsite

Fonts

The session computer will have the standard font sets included in Mac OSX, Windows 10, as well as PowerPoint and Keynote. Please refrain from using custom or purchased fonts, as these will not be available and may impact how your presentation looks.

Aspect Ratio

The meeting will be utilizing 16:9 aspect ratio projectors (widescreen) in all rooms. To utilize the full screen, you should create your presentation in “widescreen” format. The standard 4:3 format will work but it will not fill the entire screen when in presentation mode.

Media Files

Bring all media files with you when you upload your talk, even if you’ve embedded them in your talk. While we can help with many aspects of your talk on-site, we can’t “fix” a missing media file.

Presentation File Types

Your session computer will run both Mac and Windows files natively. The computer has the following software installed.

  • PowerPoint for Windows
  • PowerPoint for Mac
  • Keynote (latest version)
  • Adobe Reader for Mac
  • Google Chrome for Mac

In PowerPoint, please save your file as a .pptx. Do NOT use .ppt, .pps, or other formats, as this will affect your file’s ability to open correctly. Also please make sure that your file does not have automatic slide advance timings.


Preview and test presentation onsite at Speaker Check-In

  • Visit Speaker Check-In and test your presentation at least two hours prior to the start of your session
  • If you find a mistake, you may submit a revision
  • Speaker Check-In is open during registration hours

Present in person

  • Bring a back-up copy of your presentation file and any media files to your session
  • Arrive in the conference room at least 10 minutes prior to the start of your session
  • Locate the session chair for your session and check in with them so they know you have arrived
  • Pre-load your presentation file(s) to the computer in the folder for your session
  • When it’s time to present, find and open your presentation slides

Audiovisual equipment in meeting rooms

  • Apple MacBook - supports files created on either Mac or Windows
  • LCD projection - 16:9 aspect ratio; 1920 x 1080 resolution
  • Lapel microphone
  • Audio connection from the laptop
  • Laser pointer and slide advancer

Publishing your presentation video

  • To give enhanced onsite meeting experience for attendees, SPIE will be publishing all pre-recorded presentation videos to be viewed on demand in the SPIE.org programs, as well as archiving all presentation recordings in the conference proceedings in the SPIE Digital Library
  • The published version of your talk will be available for on-demand viewing after you give the in-person presentation
  • SPIE retains rights to distribute and market the official published SPIE recording of the presentation and/or poster, but the presenter retains copyright of all presented content

Video presentation pre-recording

All in-person speakers will submit a pre-recorded video of their presentation for publication.

  • By submitting a presentation video for publication, you can control what is available on demand and archived in the conference proceedings while having more liberty over what is presented live
  • This is especially advantageous for authors who have content that they are allowed to present but not publish, as you will have the freedom to exclude that content from the video presentation recording that you submit for publication

Create your video

The most successful presentation videos are well narrated, 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 an audible pause between slides. (Do not speak during slide transitions because PowerPoint, for example, does not record audio between slides)
  • 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 your 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
  • SPIE will publish the video presentation recording after your live talk concludes to be available for on-demand viewing in the SPIE.org program to conference participants and archived in the conference proceedings in the SPIE Digital Library.

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