Recording a Video File for Your Paper Presentation

As you are now aware, papers and posters will be presented at AIB LAC 2020 as asynchronous pre-recorded videos.

PRE-RECORDED VIDEO (FOR PAPERS & POSTERS)
Each paper presenter will prepare and upload a pre-recorded video. For Posters, Competitive, and interactive papers, limit your presentation to 10 minutes.  The rest of this document will provide you with some guidance on how to prepare your video.

Considerations in preparation of your presentation

There are few factors you may wish to take into consideration before you start a video recording:

  • Will you be using slides in your recording? If so, what software will you use?
  • Do you need to incorporate any other media into your recording (websites, videos, data files, etc.)?
  • Do you wish to be included in the video recording as audio only, or audio and video? In other words, do you want your face to appear on the video recording?
  • Do you wish to do a one-shot recording? (Hit start, do the whole recording, and stop). Or, will you be combining the best parts of multiple recordings and editing out unwanted portions?
  • Finally, how comfortable do you feel in general with using software and technology?

Below are some sample videos from an ecology conference to help you visualize how the various options will look:

Some Best Practices

While some authors may be experienced with creating video presentations, for others this might be the first time.  We would like to share a few important best practices to guide your preparation process:

  • Attention Spans are Limited. You have a relatively short time to communicate what is significant about your research and your findings. Attention spans in a digital setting are very short, so make sure to refine your message, keep it clear and on point.  Focus on your study’s unique contributions and findings. Think of your presentation as an elevator pitch to a venture capitalist.
  • Limit the Number of Slides. We recommend limiting the size of your slideshow to no more than 1 slide per minute (so a maximum of 5 slides for Interactive, and 10 for Competitive presentations), and preferably less if the information in your slides is difficult to understand at a glance.
  • Keep Your Slides Legible. Try to keep your slides clean and legible.  Remember that videos are usually watched on smaller windows, and sometimes even on phones. Thus, very small fonts or screenshots of technical outputs (regression results, structural equation models, etc.) may not be legible when displayed at this size. So instead, focus on providing the key findings in bullet points instead.
  • Have a Title Slide. Make sure to start with a title slide that has the name of your paper and the authors listed. This can also serve as the thumbnail for your video (what users see before they hit play on a video).
  • Prepare a Script. To help you achieve a smooth recording experience, we strongly recommend that you prepare a script (write down what you wish to say on camera, word by word).  This will allow you to articulate your message more clearly, as well as cut down on errors and hesitations (umms and ahhs) while recording.
  • Remember to Look at the Webcam. If you decide to include a webcam recording of yourself as part of the presentation, remember to look towards the camera while recording and not down at your notes. One way to accomplish that is to place your notes directly below the camera so that you can read them off while continuing to direct your gaze towards the camera.
  • Experiment with Audio Recording Quality. Before you begin recording your final video, we recommend conducting a test run to make sure that the audio is being captured clearly, without any echo or background noise.  If you find your audio is not being recorded well, it may be necessary to relocate to a different room in your house, or to record using a headset microphone or external microphone.

Keep in mind that you will also have the option to upload a copy of your paper, a slide deck, and/or an extended executive summary to accompany your video recording in the conference portal.  Therefore, consider that possibility as part of your plans if there are study details you wish to share with the conference participants.

Video Recording Software Recommendations

You are free to record your video with any software – use whatever you feel most comfortable with. However, if you have little experience recording videos, here are a few recommendations:

  • Microsoft PowerPoint

If you are already familiar with Microsoft PowerPoint, you can use it to record both audio narration and, optionally, a webcam recording of yourself superimposed on the slides.  Additionally, if you add your script to the Notes field, the notes will appear at the top of your screen (normally right below where the camera is located) to help you hold your gaze towards the camera.  The basic steps for recording are:

  1. Go to the “Slide Show” tab.
  2. Click on “Record Slide Show” button and select “Record from Beginning”.
  3. Use the “Settings” button on the upper right corner allows you to select your microphone and camera.
  4. If you do not wish to be visible in the recording, you can turn off webcam recording using the little camera icon below your slides on the lower right corner.
  5. Click “Record” on the upper left corner. PowerPoint will start a 3-second countdown and then start recording. The recording will automatically stop after your last slide.
  6. Select “File” -> “Export” -> “Create a Video” to save your recording on your hard drive (We recommend a resolution of 1080p to make sure the quality is high enough. Please do not go lower than 720p).

For more detailed instructions with screenshots, you may refer to a tutorial Google Doc.

  • Zoom

If you have created a Zoom account (including the free version), you can simply start a Zoom meeting and record the meeting to your local hard drive. The basic process is as follows:

  1. Start a new Zoom meeting.
  2. “Exit Full Screen” if the meeting window has covered your whole screen by default.
  3. If you are using a slide deck, open it in a new window. In PowerPoint, you can set the slide show to begin in a window (instead of taking up the whole screen) by following these steps:
    1. Go to the “Slide Show” tab
    2. Click the “Set up Slide Show” button
    3. Select “Browsed by an Individual Window”
    4. Click the “From Beginning” button to begin the slide show.
  4. In the Zoom toolbar, click “Share Screen” and select the “PowerPoint window”.
  5. Click “Record” in Zoom (it may be under the “More” button). You can also start recording by using the Alt+R combination on your keyboard.
  6. The recording will begin immediately. Go through your presentation. When you are done, click the “Stop Recording” button, or the Alt+R key combination again.
  7. End your meeting.
  8. Wait for the recording to be processed. It will be saved on your computer, and Zoom will open the folder with the recording.

For more detailed instructions with screenshots, please refer to tutorial PDF document.

Note: If you are using Zoom, you can also download an AIB 2020 Virtual Background to use during your recording.  Instructions to enable a virtual background are available on the Zoom support site.

  • Screencast-o-matic

If you are not a PowerPoint or Zoom user, Screencast-o-matic offers a very simple way to create recordings and make basic edits.  The free account can record up to 15 minutes, which will be more than sufficient for the purposes of AIB 2020 Online.  Please note that there will be a Screencast-o-matic logo imprinted on the lower left corner of your recordings.  A tutorial video is also available.

  • TechSmith SnagIt

SnagIt is a commercial screen recording software that is widely used in the video production industry. It is currently available for free until June 30 as part of the company’s COVID-19 response.  A recording tutorial is also available.

Sharing Your Video Presentation with AIB LAC

We are using the same portal as AIB World. The conference portal currently only supports YouTube or Vimeo as streaming video options, both are available for free.  Once you have recorded your video, please choose one of these two options and upload your video:

  • YouTube

To upload to YouTube, you will first have to create a Google account, or log in to YouTube with an existing Google account.  Then, please follow YouTube’s instructions to upload your video. Please note that, for the video to work with the portal, it cannot be private or password protected.  But you can choose to have it unlisted so that it cannot be found by other YouTube users.

Once the upload is complete, click the “Share” button and note the YouTube link for the video.  This is what you will need to put into the conference portal. (Sample link:  https://youtu.be/3LtXquJ6IOQ )

  • Vimeo

To upload to Vimeo, you must first create a Vimeo Basic account.  Then you can follow these instructions  to upload your video to Vimeo.  Please note that Vimeo does not allow a video to be unlisted if you are using a free account, so you will need to make your video public for it to work with the conference portal.

Once the upload is complete, click the “Copy Link” button, to get the link for your video.  This link is what you will need to enter into the conference portal.  (Sample link: https://vimeo.com/421910744/b284d19aab )

You will soon receive an email giving you access to a conference portal.  The corresponding author will be asked to go in and enter your video link into the appropriate field.

Note:   YouTube or Vimeo may be blocked in the country you currently reside in. Regrettably, the conference portal does not currently offer any other alternatives.  You may consider using a VPN software to access these sites, if using one is legal in your country.  Otherwise, please email media@aib.msu.edu to make alternative arrangements (you can share the video file with us using another method, and we can upload it to YouTube or Vimeo on your behalf).