Presentation Guidelines

Please read all instructions below carefully, and let us know in case you have any questions or remarks by mailing to

Files to be prepared

Oral presentations (regular, case study, hot topic papers), industry and vendor sessions

In summary, these are the requested files:

  1. A 15-minute full-color MP4 video file (.mp4)
  2. A short Bio (.docx)
  3. A portrait picture (.jpg)
  4. A pdf version of the presentation slides (.pdf)
  5. (only for backup) Your MS-PowerPoint slide set (.pptx), including embedded video/audio

Poster presentations (regular papers accepted as posters)

In summary, these are the requested files:

  1. A 5-minute full-color MP4 video file (.mp4).
  2. A portrait picture (.jpg)
  3. A pdf version of the presentation slides (.pdf) – to be used as poster in the poster session

PhD forum, McCluskey candidates – poster presentation

In summary, these are the requested files:

  1. A portrait picture (.jpg)
  2. A pdf version of the presentation slides (.pdf) – to be used as poster in the poster session

The format of the file names should be PAPER-ID.EXTENSION, where the Paper-ID can be found in the detailed program on and the extensions are .mp4, .docx, .jpg, .pdf, .pptx according to the file contents listed above.

Please send us your presentation files by May 7th, 2021 May 12th, 2021.

IMPORTANT: by sending us the files, you are giving us the right to publish the video (.mp4) and the slides (.pdf) in the Vfairs site, where they will be accessible to all the registered ETS participants during the ETS’21 event and for one month after the conference ending.

The files should be sent to us by using to the following address:

The maximum size of transfer is 2 GB; this should be sufficient for the three files requested. If the limit would be exceeded, you could choose the HD option for the video (in case you used Full HD) or you could try multiple transfers, e.g. one transfer for the video and another transfer for the remaining files.

Overview of Files Needed Depending on Sessions Type

Session Type Video (.mp4) Short Bio (.docx) Photo (.jpg) Slides (.pdf) Poster (.pdf) Back-up Slides (.pptx)
Regular Session (S) 15 min. Yes Yes Yes No Yes
Special Session (SP) Live Yes Yes Yes No Yes
Embedded Tutorial (ET) Live Yes Yes Yes No No
Industry Session (IS) 15 min. Yes Yes Yes No Yes
McCluskey Award Live Yes Yes Yes Yes No
Poster Session 5 min. No Yes No Yes No
PhD Forum Live (Q&A) No Yes No Yes No
Keynote Live Yes Available Yes No No
Panel Live Yes Yes Yes No No
Vendor Session 15 min. Yes Yes Yes No Yes

Optional contribution to ETS-2021 Informal Proceedings

ETS-2021 will produce two sets of proceedings:

  1. Formal proceedings: These include the reviewed and selected scientific papers. These papers have already been uploaded by now and will be included in the IEEE Xplore digital library.
  2. Informal proceedings: Presentations in all other sessions (including the Vendor sessions) can include their contributions in the ETS-2021 “Informal Proceedings”, which consists of PDF documents that are available to the ETS participants as a downloadable archive. Such optional contributions must be sent to

Creating a 15-minute (5-minute for poster) pre-recorded presentation video

Most people use MS-PowerPoint to make slides for their conventional presentations. With the latest Office 365 version of MS-PowerPoint (but in fact already with PowerPoint versions since 2013) and a camera (e.g., the webcam built into virtually all PCs nowadays), you can easily make your pre-recorded MP4 presentation video.

  • In PowerPoint, go to “Slide Show” > “Record Slideshow”.  This allows you to record (1) the timing of the mouse clicks with which you advanced the presentation, (2) the audio of you speaking while presenting the slides, and (3) the video capture of you presenting the slides.
  • The captured audio and/or video is stored as an additional video item per slide, with as default position the bottom-right corner of the slides. It is a good idea to anticipate the arrival of this webcam image by leaving a designated space open for it on each slide, such that once the recording adds the video, it will not block a crucial item on your slide. However, if that happens, you have per individual slide the full edit power of PowerPoint at your disposal to resolve this slide-screen real estate conflict; for example, by scaling down the video image, by moving the video item to another screen location where it does no longer block crucial information, or even by moving the video item outside the screen. As the recording is stored per slide, you can easily replace the recording of just one slide if something is not recorded to your liking.
  • Under “File” > “Export” > “Create a video” you can let MS-PowerPoint write out an MP4 video file. Be sure to select “Use recorded timings and narrations”. Please select either HD (1280×720 pixels) or Full HD (1920×1080 pixels) format video formats. Test the playback of that video file with a video player app (e.g. VLC Player).

At many websites, you can find more detailed information on how to record such presentation. Here are two examples:

Creating your poster (posters, PhD forum and McCluskey candidates)

Since the format of the virtual platform does not work well with large page format, displaying an A0 format poster is not feasible. Under these conditions, please create a short presentation, max 5 slides to include the content of a poster. The format is not imposed, but please see below an example: