Authors' Guidelines for Audio-Visual Presentation

This document describes the guidelines to prepare and present audio-visual materials at DATE. Please read all instructions carefully and follow them strictly to maintain the highest possible standards. Even experienced speakers should read the following paragraphs, as they cover several problems that have arisen over the years.

General Instructions for …

… Oral Presentations

Presentation Submission

For the virtual part of DATE 2022, all speakers are kindly asked to upload a pre-recorded presentation video which will be available for on-demand watch on the virtual conference platform one month in advance of the conference. During the live part of the conference, you are kindly asked to attend the live Q&A sessions to briefly pitch your work, to answer questions and discuss the results. Please adhere to the given presentation guidelines to ensure a smooth conference programme implementation.

The upload for the pre-recorded presentation video will be avialable soon.

Upload Deadline: Friday, 21 January 2022 (AoE).

To enable the A/V staff to handle the technical aspects in an efficient way, all presentations should be prepared according to the General Instructions for Preparing A/V Material. It is essential that the correct format is used.

During the conference

Pre-recorded presentation video for the virtual conference part
The pre-recorded presentation videos will be made available for participants one month in advance of the live conference. During that time, participants may already post questions in the chat channel which is associated with the corresponding live Q&A session. You are welcome to monitor this channel and provide anwers there already or address them during the live Q&A session.

Live presentation teaser for the virtual conference part
During the live Q&A session, you will be asked to share your screen to pitch your work live in a 4 minute teaser to kick off the Q&A. Session chairs will moderate this. Please make sure that you connect to the virtual DATE 2022 conference platform in time so you are available at the time of your session, and thus presentation, is scheduled to start.

If you wish, you may upload your 4 minute teaser to the virtual conference platform in advance so technical support staff can help out should you experience any trouble with sharing your screen during the live session. Detailed information on how to upload the 4 minute teaser in advance will be available soon.

On-site poster presentation (for accepted regular papers)
In addition to the presentation during the virtual conference part, accepted scientific papers from the tracks D, A, T and E may be presented as a poster during the on-site conference days in Antwerp to answer questions and discuss the results in person with other delegates. Whereas the pre-recorded presentation video and attendance during the live Q&A sessions during the virtual conference part are mandatory, the onsite poster presentation is optional. Authors are asked to indicate whether they will make use of this during the online registration process for the conference.

… Preparing A/V Material

When preparing your AV material, keep the time limit for your presentation in mind (25 minutes at most for technical paper presentations). To make your visual presentation a success, it needs to be well planned to clearly point out the important results of your research. The audience will appreciate your talk only if your material is visible and legible. They will remember your talk far better and read your paper if you can manage to communicate at least two important facts within your presentation timeslot. Please consider that the audience will need at least a minute to understand each technical slide.

The first slide should contain the title of your paper and the author names, your affiliations and your company, university or funding logo (if applicable). This will be the only page where logos are permitted.

Keep your material simple and uncluttered. Program listings and very long equations should be avoided. Tables should be represented graphically, wherever possible. Do not use the valuable space on your slides for large company logos and other elements that do not help in motivation or understanding your work. Duplicates of slides should only be produced in case the same information is needed twice.

Presentation Format

The pre-recorded presentation video to be uploaded should meet the following technical requirements:

File type: MP4
Data transmission: max. 3 Mbit/s
Resolution: between 1280x720 and 1920x1080 px
Aspect ratio: 16:9 (landscape format)
Length: max. 25 minutes

Please limit the file size to less than 1 GB to minimize problems with storage and access speed that can result in a distorted or incomplete presentation.

To speed up your start, we provide a PowerPoint template presentation. You are encouraged to use this template to prepare your presentation. Press here to download the PowerPoint file.

IP authors are kindly asked to refer to the specific presentation format requirements for IP presentations.

Presentation Upload

Please record your presentation and upload it to the upload system which will be available soon. Detailed information will be provided on this page.

You are requested to upload your presentation until Friday, 21 January 2022 (AoE).

All DATE 2022 speakers (except authors of Interactive Presentations) are kindly asked to upload a speaker bio along with their presentation for proper introduction by the session chair before the presentation. You can download the form here.

Fonts

Please use high contrast lettering and fonts with a minimum size of 16pt and high contrast layouts like light text on dark colours.
Please make sure that also index expressions are clearly visible and use an appropriate font size.

Colours

Colour should be used carefully and colour combinations resulting in a low contrast (e.g. dark blue on black) should be avoided. Be aware that the contrast of your computer monitor may differ from other monitors.

Try to use only colours that convert for black and white printing. The distinction between blue and black for text and thin lines is especially weak. Red filled-in objects (circles, rectangles, etc.) with white text are well-suited for highlighting important text.

Further Instructions for…

… Session Chairs and Co-Chairs

Quick Checklist

  • If needed, get a PowerPoint template here.
  • Please make sure that you connect to the virtual DATE 2022 conference platform in time so you are available at the time your session is scheduled to start.
  • Guidelines on how to chair a session on the virtual DATE 2022 conference platform will be available soon.
  • Rehearsals for the virtual DATE 2022 conference platform for session (co-) chairs will be scheduled in due time before the conference. Detailed information will be sent via email.

Session Chairs

The main task of a session chair is to run the session. Please make sure to run your session within the given time frame. Please check the DATE 2022 programme to learn about your session's schedule and programme. Once the virtual conference platform is available please also check the pre-recorded presentation videos of your session as well as any questions by delegates in order to be prepared for the moderation of the Q&A during the live session.
Session chairs are asked to shortly introduce the speaker, speakers have been asked to upload a speaker bio, and to moderate the Q&A discussion by organising questions from the session chat and ask the speaker accordingly. Make sure to keep the timing of your session in mind, i.e. indicate when it is time to stop the discussion. Long discussions have to be done individually via chat or otherwise.

Session Co-Chairs

The main task of a session co-chair is to support the session moderator and to handle unexpected situations. You are requested to handle A/V problems (in correspondence with session support), keep the timing of the session in mind and support the chair in moderating the Q&A slots. Please replace the missing session chair in case he/she is not present due to unexpected circumstances.

For further information, please have a look at the guidelines for your appropriate session below.

… Organisers of Executive and Panel Sessions

Quick Checklist

If you are also the chair or co-chair of your session, please have a look at the Instructions for Session Chairs and Co-Chairs.

… Speakers in Executive and Panel Sessions

Quick Checklist

… Speakers in Regular, Embedded Tutorial and Hot-Topic Sessions (Long and Short Presentations)

Quick Checklist

  • Carefully read the information provided in the "General Instructions for Oral Presentations" and "General Instructions for Preparing A/V Material"
  • If needed, get a PowerPoint template here and prepare your slides according to the above-mentioned guidelines.
  • Upload your presentation and speaker bio on the upload platform as described in the "presentation submission" section.
  • Guidelines for speakers on the virtual DATE 2022 platform will soon be available here.
  • Please make sure that you connect to the virtual DATE 2022 platform in time so you are available at the time your virtual live session is scheduled to start.
  • If you do not upload your pre-recorded presentation video and are not available for the virtual live session, your paper cannot be published in the DATE 2022 proceedings.

Presentation timeslots

Pre-recorded presentation videos will be available for conference participants one month prior to the live event. During that time, participants may already post questions in the chat channel which is associated with your live Q&A session. You are welcome to monitor this channel and provide anwers there already or address them during the live Q&A session.
During the live Q&A session, you will be asked to share your screen to pitch your work live in a 4 minute teaser to kick off the Q&A. Session chairs will moderate this. Please make sure that you connect to the virtual DATE 2022 conference platform in time so you are available at the time your session, and thus presentation, is scheduled to start.

… Authors of Interactive Presentations

Quick Checklist

Interactive Presentations (IP) at DATE 2022 will have two contributions:

  • A two-minute video of a short advertisement of the poster presentation being scheduled in a specific IP session.
  • The live poser presentation consisting in a Q&A discussion with the interested audience during the IP session.

Advertisement talk

Authors are required to recrod a short advertisement video of the poster presentation being scheduled in a specific IP session. Recorded videos will be available together with the ones of the oral presentations on the virtual conference platform. The duration for the advertisement presentation is only 2 minutes. You are allowed to show at most 2 slides (cover page included) through a PowerPoint presentation, to be uploaded in mp4-format. Please upload the two-minute advertisement talk to the upload system which will be available shortly.

Poster Presentation

The presenter of the IP paper is required to participate in a live oral Q&A discussion with the interested audience in the scheduled IP session. Each IP session runs in a 45 minute timeslot. IP papers will be grouped by 3 in each virtual session room. IP papers are presented interactively supported by a poster prepared in PowerPoint by following the Penta Chart template. You can download the template here.

A Penta Chart provides a concise summary of a paper by displaying the main information needed to understand the work in a clear and easy-to-read way. The poster must be prepared in landscape format and will be used as support material during the IP session. The Penta Chart is divided into five sections:

  1. Background and motivation - State-of-the-art. What problem you are trying to solve, or what improvement you are trying to make
  2. New insights - Describe what is new about your approach. Try to address technology gaps.
  3. Description - Main objectives, concept, achievements, how it works, assumptions and limitations.
  4. Quantitative impact - What are your scientific outputs and how do these compare with existing technologies / techniques? Insert table, graph etc.
  5. Summar and conclusion - Conclusion. Final result of your work. Where is this leading, and what are the next steps?

Please connect to the DATE 2022 virtual conference platform on time for your IP session and be ready to share your screen with your Penta Chart. Be aware that there are no chairs for the IP sessions. Thus, speakers in the same virtual session room need to start the session by introducing themselves and coordinate each other to answer to the participants' questions. We suggest preparing a walkthrough of the poster presentation (no longer than 5 minutes are suggested), which will act as a guided presentation for attendees.

Moreover, if necessary, in Power Point (for Windows only) it is possible to zoom in to a section of a slide in the Slide Show view. After clicking slide show view (lower right-hand corner of your slide), you can click on the magnifying glass icon in the left bottom corner of the presenter view.

Even if not mandatory, the Penta Chart can be uploaded on the virtual conference platform in advance for backup in case of any problem during the IP session. Detailed information on how to upload the Penta Chart in advance will be available soon.

Finally, remember that the best IP award selection committee will check the quality of the presentation and of the answers during the IP sessions to make its decision.

… Authors of Monday Tutorial Presentations
  • The centralized presentation management system will NOT be used for Monday Tutorials and presentations will be handled individually by each tutorial organiser. Please contact your Tutorial Organiser to get information on the organisation of your presentation.
  • Please make sure that you connect to the virtual DATE 2022 conference platform in time so you are available at the time your tutorial is scheduled to start.
  • Guidelines on how to implement a tutorial on the virtual DATE 2022 conference platform will soon be available here.
  • Rehearsals on the virtual DATE 2022 conference platform for tutorial organisers will be scheduled in due time before the conference. Detailed information will be sent via email.
  • In order to ensure the successful presentation of your tutorial contents on the virtual conference platform, please adhere to the information provided in the "General Instructions for Oral Presentations" and "General Instructions for Preparing A/V Material"
  • Guidelines for speakers on the virtual DATE 2022 conference platform soon be available here.
… Authors of Friday Workshop Presentations
  • The centralized presentation management system will NOT be used for Friday Workshops and presentations will be handled individually by each workshop organiser. Please contact your Workshop Organiser to get information on the organisation of your presentation.
  • Please make sure that you connect to the virtual DATE 2022 conference platform in time so you are available at the time your workshop is scheduled to start.
  • Guidelines on how to implement a workshop on the virtual DATE 2022 conference platform will soon be available here.
  • Rehearsals on the virtual DATE 2022 platform for tutorial organisers will be scheduled in due time before the conference. Detailed information will be sent via email.
  • In order to ensure the successful presentation of your workshop contents on the virtual conference platform, please adhere to the information provided in the "General Instructions for Oral Presentations" and "General Instructions for Preparing A/V Material"
  • Guidelines for speakers on the virtual DATE 2022 conference platform soon be available here.