Video Pre-recording Instructions
IMPORTANT MATTER
1. MP4 file must be less than 100 MB. Highly recommended for video recording using “Zoom.”
2. Be sure to self-check the duration and contents of the video file before uploading.
3. Submit file by Nov.12 (Fri.), 2021. Strict deadline. Unreplaceable of file after Nov. 12, 2021.

Contents:
1. Introduction
2. General information for video pre-recording
3. Pre-recording tool “Zoom”
4. How to make “Pre-recorded video file” by Zoom
5. Upload pre-recorded video file to server

1. Introduction
The IDW ’21 will be held using “Zoom” webinar platform. Please refer to common articles about
Zoom found on internet. Zoom has the ability to generate a compact sized MP4 file while maintaining
a clear presentation slides and even displaying the presenter's face if you prefer to do so. Thefollowings are the instructions on how to make your presentation video file with MP4 format.
Please note the renewal on the presentation style; “Poster presentation in IDW ’20” is revamped intoa “Lightning Talk”, “Author Interview” is revamped into an “extended live Q&A,” and “Innovative
Demonstration Session (I-DEMO in IDW ’19)” is renovated into “Enhanced Discussion”, respectively.
Presentation
Style

Recording
TimeLive Q&A(without Zoom
screen share)

Text Q&A using‘Comment column’in program webpage

Extended Live
Q&A (withusing Zoom
screen share)

EnhancedDiscussion

Oral
Lightning Talk

15 min.
5 min.

5 min.
N/A

optional
mandatory

20 min.
N/A

optional
optional

2. General Information for video pre-recording- Deadline:“Pre-recorded video file (MP4 format)” should be submitted by November 12, 2021 at 23:59(UTC-10).
- Duration of video:
Note that the duration of the Q&A section is not included in the video recording time.
The table below is a typical example of presentation time. Please confirm the correctpresentation time indicated in Advance Program available online in the middle of September.

1Type of speaker

Total length ofPresentation time

Duration of Q&A

Notes

20 min.

Durationof videotime
15 min.

Oral presentation

5 min. on live

Late News Oral

15 min.

12 min.

3 min. on live

Immediately after
the allotted session,
Extended Live Q&A
will be held.

Lightning Talk

5 min.

5 min.

Core Time 120min. with using‘Commentcolumn’ inprogram webpage
The above is a typical example, and the setting of the actual presentation time differs for eachWS.

- File format and size limit:
MP4 format less than 100MB.
In the case that the video is prepared by the other methods, the vertical screen resolution shouldbe 720 or higher with keeping the maximum file size.
3. Prerecording Tool “Zoom”
IDW ’21 strongly recommends Zoom as a self-recording tool.
- Tips:
For recording using Zoom, it is a good idea to prepare a PowerPoint file whose slides include
embedded audio and timing. However, do not use the export option of PowerPoint to make MP4files, because the file size becomes too large to upload.
Please note that video embedded in PowerPoint may not play smoothly due to limitation of Zoom
Webinar platform.

4. How to make “Pre-recorded video file” by Zoom
Pre-recording can be done by following 3 steps:
Step 1: Set Zoom Settings
Step 2: Record Presentation
Step 3: Confirm Pre-recorded Video
4.1. Set Zoom Settings
Open Zoom. In your profile, click "Settings."

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Then, click “Recording.”3

Be sure that “Local Recordings” is on.

At the upper right corner, it will say “HOST A MEETING”. By moving the mouse cursor, you will find“With Video On,” click this. Soon you will see this text on the browser: “When system dialog prompts,
click Open Zoom Meetings.”

44.2. Record Presentation(1) Be sure that your audio microphone is active (see bottom left corner). The video of thepresenter can be displayed when the video is active (optional). The size of the presenter’svideo taken by webcam will be 224x126 pixels in the upper right corner.

(1)(2) (3)Presenters
videotaken bywebcam

PowerPoint
Slide(2) Once you start screen sharing, your video will move to the upper right-hand corner and may
potentially cover text or images. Please adjust your presentation accordingly.
Familiarize yourself with PowerPoint tools available at the bottom of your screen. We
encourage the use of the embedded laser pointer during the recording.
(3) Press “Record” button. Select “Share Screen” and begin your presentation. As a reminder,
the presenter has to record about and within the “duration of video time.” Please note: if yourvideo is too long, the operator may stop your video in midway in order to keep the session onschedule.
54.3. Confirm Pre-Recorded Video
Once you have finished your presentation, you can select “Stop Record” and then end themeeting, or simply end the meeting--which will stop the recording. It will begin to convert yourvideo to your local system into three files: .m4a, .m3u and .mp4 file. Only the .mp4 is required
to be saved as a “pre-recorded video file.” Please verify the following issues:- Are the slides and audio clear?
- Is the presentation time appropriate? (It should not be too long or too short.)- Is the presenter's face displayed in the upper right of the video (optional)?
- Is the file size below the limit (<100MB)?
5. Upload pre-recorded video file to server
Please upload video file only “.mp4 file” via IDW website (https://www.idw.or.jp/authinfo.html)
before the submission deadline (November 12, 2021).
Please contact the IDW Secretariat. (mailto:idw-prog@idw.or.jp) if you have questions.

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