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Instructions for Pre-recorded Presentations

The 2020 International Conference on High Performance Computing & Simulation
(HPCS 2020)


The 18th Annual Meeting

25 - 29 January 2021
Barcelona, Spain (Virtual/Online event)

Technically Sponsored is Pending


INSTRUCTIONS FOR 
PRE-RECORDED PRESENTATIONS

All authors/presenters must present their works in person using the Zoom links provided by the conference as specified in the final program. If a presenter is not available at the scheduled time to deliver the presentation of the paper and participate in the Q&A according to the schedule, the paper will be treated as a no-show, regardless of the pre-recorded presentation file being uploaded. The Q&A will be done live and in person.

 

All authors in HPCS 2020 must submit a pre-recorded video of their presentations at least one week before the first day of the conference, at the latest. The authors will receive a specific email message with a deadline for that. The uploaded video should be in its final version. These videos are going to be used to run the presentations from. They will be available during the meeting and for some time afterwards. The videos are stored in the platform only and accessed only by the registered attendees. The current plan is to have all presentations videos be deleted after about 3 weeks from the conference conclusion time.

 

Preparation, Specifications and Requirements:

  

1. Format of the pre-recorded video:

    • The conference is using an integrated platform of tools to support the virtual meeting. It consists of Zoom and PheedLoop mainly. Therefore, all presentations should be compatible with these platforms and tools. Presenters are requested to use mp4 video file recorded in at least HD quality and superior audio quality. We strongly recommend using Advanced Video Coding H.264 codec. The size should be reasonable, around 250MB as a max. Please contact the organizers if additional size is critically needed.
    • Sharing your webcam in the pre-recorded video is optional.
    • If you are using Powerpoint, you can record your presentation and then, generate the video. It is effective to have the presenter's small window with the Powerpoint presentation. See this link for some helpful information.
    • You may use any compatible free software to record your presentation by recording your screen. One such software, for instance, is OBS OBS studio. If you use this one, see this video for a tutorial. The important thing is to ensure that the video is very clear and high quality. 

2.  Approximate length of the videos:

PLEASE STICK TO THE REQUIRED TIMES BELOW. Longer presentations will not be allowed. Shorter presentations will not be allowed either.

    • Regular and invited presentations: The total time allocated for each of these is usually a max of 25 minutes in total, including Q&A. Therefore, it is required to record the presentation for 21 minutes (+/- 1), unless otherwise notified by an authorized organizer. This will be followed by 3-4 minutes of live Q&A for each presentation.
    • Demo presentations: A demo session is typically 30 minutes long in total, including Q&A. Therefore, it is required to record the presentation for 25 minutes (+/- 1), unless otherwise notified by an authorized organizer. This will be followed by 3-4 minutes of live Q&A for each presentation.
    • Poster presentation: A poster presentation is typically 8 minutes long in total, including Q&A. Therefore, it is required to record the presentation for 6 minutes (+/-1), unless otherwise notified by an authorized organizer. This will be followed by 1-2 minutes of live Q&A for each presentation.
    • Tutorial presentations: The total time allocated for various tutorials differ (e.g., 2-4 hours). We propose to split the tutorial presentation into modules (Part 1, Part 2, ...) with a max of one hour each. For example, for a 2-hour tutorial, we suggest to have two parts, each about 58 minutes +/- 1. If the Q&A are kept at the very end of each part, leave enough time for the Q&A and shorten the presentation accordingly.
    • Keynote & Plenary presentations do not require pre-recording unless the speaker wishes to have a backup pre-recorded presentation in case of unexpected failure. In this case, the talk can go for about 75-80 minutes, plus the last 10-15 minutes are left for Q&A.
    • Panel presentations do not require pre-recording unless the speaker wishes to have some Powerpoint slides as part of the panel discussion. The panel moderator will assist in estimating the time allotted for each panelist and the overall panel flow and schedule.
    • DDC presentations: The total time allocated for each of these is usually a max of 25 minutes in total, including Q&A. Therefore, it is required to record the presentation for 21 minutes (+/- 1), unless otherwise notified by an authorized organizer. This will be followed by 3-4 minutes of live Q&A for each presentation. 
Longer presentations and shorter presentations outside the ranges specified will not be acceptable and authors must redo and re-upload. 

3.  Instructions to submit/upload the video:

    • The presenters will receive an email from PheedLoop.com domain that specifies a deadline for the pre-recorded presentation as well as the link for the Personal Speaker Portal
    • Please upload your video via your personal speaker portal (if you have not received an email with a link to your portal, contact hpcs@synergosamc.com). Please note that you have only one speaker portal, even if you have multiple presentations.
    • In the portal, select "Session Files." Enter the title of your paper under "File Description." Be sure the "Private File" box is checked. Click "Add file" and this will upload your presentation to the conference system. You can verify the correct upload once completed. 

4.  Instructions to submit/upload the PDF version of your presentation file:

    • PDFs of presentation files are also uploaded into your speaker portal. Follow the same instructions as those for uploading a video presentation, except uncheck the "Private File" checkbox. This will make the file visible and available to download by the interested conference attendees.

 

Video Recording and Storage Consents and Releases

1. HPCS 2020 requires the virtual dissemination of live and/or pre-recorded content for its virtual meeting. Participants implicitly approve of what it takes to hold such meeting and agree to grant HPCS 2020 full consent and release to do so without any limitations. This includes for example: (a) the presenter's public presentation and remarks along with any written, audio, and visual works, that he/she submits to the organizers for use in connection with such presentation at the HPCS 2020 Conference; and (b) recorded video or audio interviews (including Q&A) with the presenter, if any, conducted by the authorized organizers in association with the HPCS 2020 Conference.

2. Where necessary, the presenter confirms that he/she has obtained all third-party permissions and consents to grant the rights herein. Furthermore, he/she warrants that he/she has all necessary rights and authority to grant the rights set forth in this Consent and Release, and represents that this Consent and Release does not in any way conflict with any existing commitment on his/her part.

3. The presenter represents, warrants and covenants as follows:

(a) he/she is the owner of, or authorized agent of the owner(s), of the Materials used;

(b) he/she is authorized to enter into this Agreement and grants the rights included in this license to the conference organizers and officers;

(c) The Materials or interviews are original and do not infringe the rights of any third party and the Materials accurately indicate the credit to the owners of any third-party materials.

4. Sessions of HPCS 2020 may be video-recorded, and video recordings may be made in general sessions and common areas as well. By registering to attend HPCS2020, the participant hereby grants HPCS 2020 permission to record his/her image, comments, and questions during sessions of the conference.

5. This session is being video- recorded. By attending this session, the participant acknowledges that his/her image and comments may be recorded and re-broadcasted. He/she acknowledges that they approve of that, consent to and release the conference and its organizers.

6. HPCS 2020 reserves the right to introduce any further consent and release statements to facilitate the proceedings of the event.


In case you have any questions regarding the pre-recorded presentation or platform and specs used, please contact Jess Lanore at jess@synergosamc.com, Lane Velayo at lane@synergosamc.comand Miguel Ángel Martínez del Amor, at mdelamor 'at' us.es. 


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