Video Prerecording Instructions
Contents:
1. Introduction
2. General Information for video prerecording
3. Prerecording Tool
4. How to make “Prerecorded video file “by ZOOM
5. Upload to prerecorded video file to server

1. Introduction
The IDW ‘20 as a virtual conference will be held using the “ZOOM” web conferencing
platform. To avoid this instruction prolix, please refer to common articles about ZOOM
installation found on the internet. ZOOM also acts as a video recording tool and is widelyused for virtual conferences. This is because ZOOM has the ability to generate a compactsized .mp4 file while maintaining a clear presentation picture and even displaying thepresenter's face if you prefer to do so. The following are the instructions on how to generate
the prerecorded video file with .mp4 format.

2. General Information for video prerecording- Deadline:“Prerecorded video file (.mp4 format)” should be submitted by November 20, 2020.
- Duration of video file:
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 correct presentationtime indicated in Advance Program available online in the end of September.
Type of speaker

Oral presentation

Short presentation
by posterpresenter

Total length ofPresentationtime
25 min.
20 min.
15 min.
3 min.

Durationof videotime
20 min.
15 min.
12 min.
3 min.

Duration of Q & ANotes

5 min. on live
5 min. on live
3 min. on live
60 min. on a web
chat tool

Live Q & A will be done
after playing back theprerecorded video.

The above is a typical example, and the setting of the actual presentation time differs for each WS.

-File format and size limit:
mp4 format under 50MB.
In the case that the video is prepared by the other methods, the vertical screen resolution
should be 720 or higher with keeping the maximum file size.
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3. Prerecording Tool
IDW’20 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 ofPowerPoint to make .mp4 files, because the file size becomes too large to upload.

4. How to make “Prerecorded video file” by ZOOM
Prerecording can be done by following these 3 steps:
Step 1: Set ZOOMStep 2: Record Presentation
Step 3: Confirm Pre-Recorded Video
Step 1: Set ZOOMOpen Zoom. In your profile, click "Settings."

Then, click “Recording.”2

Be sure that Local Recordings is on.

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

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Step 2: Record Presentation(1) Be sure that your audio microphone is active (see bottom left corner). The video ofthe presenter can be displayed when the video is active (optional). The size of thepresenter’s video taken by webcam will be 224x126 pixels in the upper right corner.

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

PowerPointSlide(2) Once you start screen sharing, your video will move to the upper right-hand cornerand may potentially cover text or images. Please adjust your presentationaccordingly.
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 the “Record” button. Select “Share Screen” and begin your presentation. Asa reminder, the presenter has to record within the “duration of video time.” Otherwise,
the author may be requested to reedit it.
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Step 3: Confirm Pre-Recorded Video
Once you have finished your presentation, you can select “Stop Record” and thenend the meeting, or simply end the meeting--which will stop the recording. It will
begin to convert your video to your local system into three files: an .m4a, .m3u
and .mp4 file. Only the .mp4 is required to be saved as a “prerecorded video file“.
Please verify whether the audio is clear, the presenter's face is displayed in the upper
right of the video (optional), and the file size is below the limit.
5. Upload to prerecorded video file to server
Individual notice will be given of the destination for uploading the “prerecorded video file.”
Please upload “.mp4” files only by the deadline (November 20, 2020). If you will notreceive this email by November 1, please contact the IDW Secretariat. (mailto:idwprog@idw.or.jp)
The file sending procedure is intuitive. Follow the onscreen instructions to upload the file.
Depending on the size of the resulting file, this may take some time, so be patient as thefile uploads.

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