Whova Presenter Guidelines

Guidelines for Presenters

Each paper accepted to IEMDC 2021 must be presented by the registered author during the online conference. The video conferencing platform chosen by IEMDC is Zoom.

It is preferred that presentations are pre-recorded and uploaded into Whova by the author. In order to be considered as presented, we also request that you attend and answer any questions during the live Q&A portion of the session.

Please connect to your session room in Zoom at least five minutes before the start of the session. Once in the virtual room, the session host will change your role from “attendee” to “panelist”, so that you will be able to activate your microphone and camera when it’s your turn to speak. Please keep your microphone muted whenever other speakers are speaking.

In any case, the speaker is required to participate live in the Q&A session to be held immediately after the presentations. Questions from the audience will be asked through the Zoom Q&A Chat and will be read out by the session chair.

The deadline to upload the presentation video is May 7, 2021(detailed instructions are given below).

Any participation issue or change of presenter must be immediately notified to the conference coodinator at amy.lopez@rna-associates.com, sending all the information (Full name, email, affiliation, country) about the final presenter. This is needed in order to set the correct presenter’s Whova profile account. Please note that in that case the original presenter will not be able to access the conference content anymore, unless another registration for the conference as an attendee is made.

Please find below the exact duration of videos and Q&A sessions, depending on the presentation type:

  • Video files:
    • Keynote presentations: 20 min
    • Full papers presentation video: 15  min
    • Demo presentation video: 10 min
    • Industry Session presentation video: 20 min
  • Q&A session after each presentation: variable

Instructions for Video Recording

Videos should contain a prominent view of the presentation slides along with audio of the spoken presentation. Optionally, videos may contain a shot of the speaker’s head for increased engagement (this shot should be thumbnail-sized and overlaid on the slide images as shown here). Many presentation software tools allow recording audio and video directly in the application and can export appropriate video files. Please see the notes below for detailed instructions for PowerPoint and KeyNote. If you use a different application, please see the notes under Other Options.


  1. Follow these instructions to add audio (and optionally video) to your slides.
  2. Follow these instructions to generate a MPEG-4 (.mp4) file from your slides and audio/video.
  3. Alternatively, you can follow this video tutorial which goes through both of these steps. Also, see this video tutorial if you like.

Video file format

The presentation video must be in MP4 format, with maximum resolution of 720p HD and bit rate less than or equal to 1 Mbps: 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.

Tips for recording:

  • Use as quiet an area as possible
  • Avoid areas that have echo
    1. Rooms should be fairly small
    2. Sound dampening can be done with carpeting, curtains, furniture
  • Hardline internet connection recommended, but if unavailable, use a strong Wi-Fi connection
  • Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”.  Avoid using default built-in microphone on computer.
  • Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Make adjustments if needed.

Instructions for Video Uploading

Deadline: Friday, May 7, 2021

Speakers will receive an email from Whova, containing an speaker form to submit your video, fill in your bio and complete your profile. Please do so by May 7

If you have any issues with uploading your presentation, please contact the conference coordinator at Rebecca.k@rna-associates.com

As a reminder, videos that are not received by the deadline will be considered no-shows in accordance with the IEMDC non-presented paper policy.

We look forward to making IEMDC 2021 a success within this virtual conference format. We thank you for your cooperation in this endeavor.